enterp rise DO Performance Enhancement Microsoft SharePoint 2010 End User Guide: Business Taking the basics to the business with

Transcription

1 Microsoft SharePoint 2010 End User Guide: Business Performance Enhancement Taking the basics to the business with no-coding solutions for SharePoint 2010 A from-the-trenches tutorial filled with hints, tips, and real world best practices for applying SharePoint 2010 to your business Michael McCabe Peter Ward enterp rise DO OQ PUBLISHING BIRMINGHAM - MUMBAI

2 Preface 1 Chapter 1: Where Should End Users Start with SharePoint? 11_ The typical end user 12 "I'm fine, leave me alone" 12 "That's great, it'll help me" 12 "This is amazing" 12 "Show me and tell me more" 13 Webinizing information 13 Key takeaways 16 Technical considerations for an end user 17 SharePoint SharePoint Foundation Workflow 19 Search 19 Personalization 19 SharePoint Server 2010 Standard Edition 20 Standard 21 Enterprise 21 Integration with other technologies 22 External access 22 Governance 23 Summary 24 Chapter 2: SharePoint Essentials 25 SharePoint's core components 25 Site hierarchy 28 User interface 29 The Ribbon 30 Site navigation 32 Breadcrumb menus 33

3 Creating content Your profile Search Functionality Key search features Thesaurus support to queries People and expertise search Refinement and Exact Count Sorting Phonetics and Nickname expansion Recently authored content Summary Chapter 3: SharePoint Team Sites Site overview 41 Sites Site collection 42 Libraries and lists Library Ribbons 45 Lists List Ribbons Creating Sites Site Security for your team Hierarchy and Inheritance 54 Managing users and groups 58 Creating and managing navigation 59 Themes 61 Navigation 65 Super Tool Tips 65 Summary 66 Chapter 4: List Management 67 The basics 68 Creating lists 68 List templates 71 Out of the Box list templates 71 Managing lists 72 Creating views 73 Standard view 74 Calendar view 79 Access view 79 Datasheet view 79 Gantt view 80 Existing views 80 Modifying views ? [n]

4 How to add, view, edit, and manage content to a list 81 The Ribbon method 81 List method 82 Managing content 83 Alerts 84 a link 84 Managing Permissions 85 RSS feeds 86 Datasheet view 86 Adding columns 87 Sync to SharePoint Workspace 89 List Workflows 90 Visio, Access, and Project 90 Export to Excel 91 View navigation 91 Front loading 92 Advanced list features 92 Form Web Parts 92 List settings 92 Permissions and management 98 Summary 99 Chapter 5: Library Management 101 The basics 101 Creating Libraries 102 Library templates 103 Document library 104 Form library 104 Picture library 104 Wiki page library 104 Report library 105 Data connection library 105 Slide library 106 Asset library 106 Managing libraries 107 Adding, viewing, editing, and managing Library content 107 Document libraries 108 Adding documents 108 Editing documents 110 Managing content 112 Send To 112 Document Workspaces 114 Picture libraries 115 Managing pictures 116 Wiki libraries 118 Adding pages 119 Editing pages 120

5 Managing pages 120 Report libraries 121 Adding a content type 121 Editing content types 121 Managing content types 121 Data Connection Libraries 122 Adding a connection to an Excel file 122 Using a data connection in an Excel file 123 Slide Libraries 124 Adding slides 124 Editing slides 125 Managing slides and presentations 125 Asset libraries 126 Adding files 126 Editing files 126 Managing files 126 Libraries best practices 127 Advanced library features 128 Document IDs 128 Assigning Document IDs 130 Document ID Look up Search Scope 130 Content types 130 Properties integration with the 2010 Office release 133 Using metadata with content types 133 Column templates 134 Folder content types 134 Document sets 134 Summary 135 Chapter 6: Workflows Fundamentals 137 Workflow basics 138 Participants 139 Input data 139 Tasks 139 Output data 139 Workflow types 140 Creating workflows 141 Workflow architecture 145 Managing workflows 145 Workflow types 146 Three-state 146 Collect feedback 147 Approval 147 Disposition approval 147 Collect signatures 148

6 Translation management 148 Issue tracking 149 Workflow authoring tools 149 SharePoint Designer SharePoint Designer limitations 151 Visual Studio 2010 with WF Workflow Designer 151 Tool comparison 152 Workflow visualization 152 Summary 156 Chapter 7: Office Integration with SharePoint 157 Ribbon 158 Office Web Apps 162 Co-authoring 164 Unified Communications 166 Social computing 167 Backstage 170 Info 171 Save & Send 173 Publishing as a blog post 174 Slideshow broadcasting 175 Visio Web Services 179 Limitations of Office integration with SharePoint 182 Summary 182 Chapter 8: Managing Metadata 183 What is metadata? 183 Managing metadata 186 Taxonomies 187 Term store management tool 188 Managing Metadata Service 189 Groups, Term Sets, and Terms 190 Keywords 192 Folksonomies 192 When to use managed metadata and normal metadata 193 Applying metadata to content 194 Working directly in SharePoint 194 Working in Office client applications 200 Navigating with metadata 202 Discovery and action 205 Improving business processes 206 Summary 206

7 Chapter 9: Getting Better Search Results with SharePoint Search basics 208 Benefits of SharePoint 2010 Search 209 Search interface 210 Search box 211 Search Center 211 Advanced search 212 Prefix matching 213 Name matching 213 Search results 214 Context 214 Link 215 Sorting 215 People search 216 Social distance 216 Search guidance 217 Best Bets 218 Refiners 218 Did you mean? 220 Suggestions for related searches 220 Search scenario 222 Summary 226 Chapter 10: Alerts and Notifications 227 What is an alert? 227 Creating alerts 228 Alert notifications 233 Search alerts 234 Task notifications 235 RSS feeds 236 Summary 238 Chapter 11: Enterprise Content Management 239 Record management 239 Record declaration 240 Site collection 241 List or library 242 Managing records 243 Content types 244 Managing content types 246 Information management policies 247 Policy features 248 Expiration 248

8 Auditing 250 Site Collection Auditing 251 Document labels 253 Document bar codes 254 Policy deployment 255 Overview of enterprise content management planning 255 Summary 256 Chapter 12: Blogs, Wikis, and Other Web 2.0 Features 257 Blogs 258 Creating a blog 258 Contributing to a blog 259 Managing blog posts and comments 262 Wikis 264 Creating a wiki page library 264 Creating a wiki page 265 Editing a wiki page 269 Summary 270 Chapter 13: Pages and Web Parts 271 Pages 271 Types of pages 272 Standard pages 272 Web part pages 273 Publishing pages 274 Creating pages 274 Viewing pages 276 Editing pages 278 Formatting content on a page 279 Inserting content on a standard page 280 Changing layout on standard pages 281 Deleting pages 282 Web parts 282 Adding a web part to a page 285 Editing a web part 287 Summary 288 Chapter 14: My Sites 289 What are My Sites? 290 Repository for personal Organizing sites, links, tags, and so on 291 Manage personal profile 291 content 290 Mailbox and calendar integration 291 Organizational information 291 [vii]

9 Social aspects of My Sites 292 Ask Me About 292 Colleagues 292 Note Board 292 Organizational chart 292 What's happening? 292 Creating your My Site 293 My Site features 293 My Newsfeed page 293 My Colleagues 294 My Interests 294 Newsfeed settings 295 My Content page 296 Personal documents 296 Shared documents 296 Shared pictures 297 Other 297 My Profile page 297 Summary 302 Chapter 15: Applying Functionality for Business Initiatives 303 Sales department 304 Challenges 304 Customer Relationship Management (CRM) system 305 A Request for Proposal (RFP) response 307 Campaign management 309 Simple SharePoint tips for a sales department user base 310 IT department 312 Challenges 312 Supporting issue tracking 312 Managing change control 314 Storing technical information 315 Simple SharePoint tips for an IT department user base 315 Project Management Office 316 Challenges 316 Project site 316 Simple SharePoint tips for a PMO office user base 317 Human Resources 317 Challenges 317 Resume approval 318 HR onboarding process 319 Simple SharePoint tips for a Human Resources user base 319 Summary 320 [viii]

10 Chapter 16: Creating Exceptional End User Experience for You and Your Team 321 What creates exceptional end user experience in SharePoint? 321 Lists 322 Active default view 323 Within libraries 324 Document sets 324 Metadata 324 File names 325 Notifications 326 Alert on a search 326 Outlook rules 327 Search 327 Search refinement 328 Recent content 329 Pages 329 Layout of the page 329 Limit views 329 Avoid horizontal scroll bars 330 Relevant documents 330 Team Sites 331 Auto invite users 331 Inheritance 331 Site usage reports 331 My Sites 332 Frequently used web parts and web part connections 333 Content Editor Web Part 334 Data filters 335 Outlook 338 Content rollup 338 Dashboard design considerations 338 Summary 339 Chapter 17: Golden Rules for End User Deployment 34j[ What's special about SharePoint 341 What SharePoint is not 342 A generic "best of breed" technology 342 A defined end solution with an end point 343 An online transaction website 343 A standalone Business Intelligence tool 343 An online Excel book in a list 344 A public-facing company website 344 A turnkey switch on solution 345 An application that everyone will use on day one 345

11 The SharePoint platform 346 A hosted solution 346 User requirement challenges 347 The user 347 Current environment 347 SharePoint environment 347 IT department 348 Just do it 348 Good to talk 349 SharePoint technology 349 Summary 350 Appendix A: Glossary 351 Active directory 351 Audience 351 Audiences 351 Access Control List (ACL) 351 Backstage 352 Breadcrumb menu 352 Business Connectivity Services 352 Business Data Connectivity Service Application 352 Business Data Connectivity Shared Service 352 Business Data Catalog 352 Check in 352 Check out 353 Co-authoring 353 Content types 353 Data connection 353 Data connection library 353 Data source 353 Datasheet view 353 Data validation 354 Data view web part 354 Discussion boards 354 Discussion thread 354 Distribution list 354 Documents 354 Document center 354 Document library 354 Document sets 355 Document workspace 355 Document workspace site 355

12 Extranet 355 Field 355 Folksonomy 355 Gallery 355 Global links bar 356 Items 356 Key Performance Indicator (KPI) 356 Keyword 356 Homepage 356 Hyperlink 356 Intranet 356 Lists 357 List column 357 List content type 357 List folder 357 List form 357 List form web part 357 List item 357 List template 357 List view 358 List view page 358 List view web part 358 Libraries 358 Login name 358 Lookup field 358 Major version 358 Managed keyword 358 Managed metadata 359 Managed metadata connection 359 Managed term 359 Meeting workspace site 359 Metadata 359 Minor version 359 My profile page My Site 360 Office Data Connection (ODC) file 360 Office Web Apps 360 Page 360 Page layout 360 Paged view 360 Parent list 360 [xi] 359

13 Parent site 360 PerformancePoint content list 361 Permission 361 Permission level 361 Personal site 361 Personal view 361 Personalized web part 361 Private web part 362 Quick launch 362 Portal site 362 Published version 362 Publishing level 362 Publishing page 362 Record 362 Really Simple Syndication (RSS) 363 Record Management 363 Recycle bin 363 Ribbon 363 Sandboxed Solution 363 Security policy 363 Shared documents library 363 Shared view 364 Shared web part 364 Shared workbook 364 SharePoint Foundation 364 SharePoint Server 2010 Enterprise edition 364 SharePoint Server 2010 Standard edition 364 SharePoint site 364 SharePoint workspace 365 Site collection 365 Site collection administrator 365 Site collection quota 365 Site column 365 Site content type 365 Site definition 365 Site membership 366 Site property 366 Site solution 366 Sub site 366 Taxonomies 366 Term Store Management tool 366

14 Themes 366 Top-level site 367 User profile 367 Usage analysis 367 View 367 Visio Web Services 367 Visitors group 367 Web part 367 Web part connection 368 Web part property 368 Web part zone 368 Web parts page 368 What's Happening? 368 Workflow 368 Workflow association 368 Workflow condition 369 Workflow history item 369 Workflow task list 369 Workflow template 369 Appendix B: SharePoint Functionality Comparison 371 Summary 373 Appendix C: List Templates 375 Index 383