SharePoint 2013 User s Guide

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1 SharePoint 2013 User s Guide Learning Microsoft s Business Collaboration Platform Fourth Edition Tony Smith

2 SharePoint 2013 User s Guide Copyright 2013 by Tony Smith This work is subject to copyright. All rights are reserved by the Publisher, whether the whole or part of the material is concerned, specifically the rights of translation, reprinting, reuse of illustrations, recitation, broadcasting, reproduction on microfilms or in any other physical way, and transmission or information storage and retrieval, electronic adaptation, computer software, or by similar or dissimilar methodology now known or hereafter developed. Exempted from this legal reservation are brief excerpts in connection with reviews or scholarly analysis or material supplied specifically for the purpose of being entered and executed on a computer system, for exclusive use by the purchaser of the work. Duplication of this publication or parts thereof is permitted only under the provisions of the Copyright Law of the Publisher s location, in its current version, and permission for use must always be obtained from Springer. Permissions for use may be obtained through RightsLink at the Copyright Clearance Center. Violations are liable to prosecution under the respective Copyright Law. ISBN-13 (pbk): ISBN-13 (electronic): Trademarked names, logos, and images may appear in this book. Rather than use a trademark symbol with every occurrence of a trademarked name, logo, or image we use the names, logos, and images only in an editorial fashion and to the benefit of the trademark owner, with no intention of infringement of the trademark. The use in this publication of trade names, trademarks, service marks, and similar terms, even if they are not identified as such, is not to be taken as an expression of opinion as to whether or not they are subject to proprietary rights. While the advice and information in this book are believed to be true and accurate at the date of publication, neither the authors nor the editors nor the publisher can accept any legal responsibility for any errors or omissions that may be made. The publisher makes no warranty, express or implied, with respect to the material contained herein. President and Publisher: Paul Manning Lead Editor: Jonathan Hassell Technical Reviewer: Ralph Mercurio Editorial Board: Steve Anglin, Mark Beckner, Ewan Buckingham, Gary Cornell, Louise Corrigan, Morgan Ertel, Jonathan Gennick, Jonathan Hassell, Robert Hutchinson, Michelle Lowman, James Markham, Matthew Moodie, Jeff Olson, Jeffrey Pepper, Douglas Pundick, Ben Renow-Clarke, Dominic Shakeshaft, Gwenan Spearing, Matt Wade, Tom Welsh Coordinating Editor: Mark Powers Copy Editor: Thomas McCarthy Compositor: SPi Global Indexer: SPi Global Artist: SPi Global Cover Designer: Anna Ishchenko Distributed to the book trade worldwide by Springer Science+Business Media New York, 233 Spring Street, 6th Floor, New York, NY Phone SPRINGER, fax (201) , orders-ny@springer-sbm.com, or visit Apress Media, LLC is a California LLC and the sole member (owner) is Springer Science + Business Media Finance Inc (SSBM Finance Inc). SSBM Finance Inc is a Delaware corporation. For information on translations, please rights@apress.com, or visit Apress and friends of ED books may be purchased in bulk for academic, corporate, or promotional use. ebook versions and licenses are also available for most titles. For more information, reference our Special Bulk Sales ebook Licensing web page at Any source code or other supplementary material referenced by the author in this text is available to readers at For detailed information about how to locate your book s source code, go to

3 Contents at a Glance About the Author... xvii About the Technical Reviewer... xix Acknowledgments... xxi Introduction... xxiii Chapter 1: Introduction to SharePoint Technologies...1 Chapter 2: Understanding Sites...9 Chapter 3: Working with Sites...49 Chapter 4: Pages, Apps, and Web Parts Chapter 5: Managing Lists and Libraries Chapter 6: Working with Lists Chapter 7: Working with Libraries Chapter 8: Working with Site Columns, Content Types, and Term Sets Chapter 9: Workflows and Information Management Policies Chapter 10: Records Management Chapter 11: Search Chapter 12: Personalization and Social Features Chapter 13: Metrics and Reporting Chapter 14: Enterprise Office Services Index iii

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5 Contents About the Author... xvii About the Technical Reviewer... xix Acknowledgments... xxi Introduction... xxiii Chapter 1: Introduction to SharePoint Technologies...1 What Is Microsoft SharePoint Locally Hosted SharePoint... 2 Office 365, Cloud-Hosted SharePoint... 3 The Evolution of SharePoint...4 Exploring What s New in SharePoint Understanding the Value of SharePoint SharePoint Building Blocks...7 Chapter 2: Understanding Sites...9 Understanding Site Collections and Sites...10 Site Structures and Layouts...14 My Site Menu User Menu Settings Menu Ribbon Social Tools Page Management Tools Navigation Bar Search Bar v

6 Contents vi Quick Launch Navigation Content Area Standard Site Templates...19 Collaboration Enterprise Publishing SharePoint Portal Templates...39 Developer Site ediscovery Center Community Portal Publishing Portal Product Catalog Chapter 3: Working with Sites...49 Navigating the SharePoint Environment...49 Navigating Within a Site Navigating Sites with Mobile Devices Using the Ribbon...53 Creating Sites...53 Deleting Sites...54 Managing Site Security...55 Managing SharePoint Groups Changing Permission Inheritance for a Site Managing Permission Levels Managing Site Collection Administrators Changing Site Details...65 Updating the Site Title, Description, Logo, and URL Configuring Regional Settings for a Site Defining the Welcome Page Managing Site Navigation...67 Customizing Quick Launch Navigation for Sites Customizing the Navigation Bar... 74

7 Contents Using the Recycle Bin...82 Viewing Items in the Recycle Bin Restoring Items from the Recycle Bin Deleting Items from the Recycle Bin Managing Site Design and Layout...84 Updating Site Themes Working with Design Manager Resetting Site Definitions Controlling Access to Page Layouts and Site Templates Identifying Master Pages and Style Sheets for a Site Managing Site Templates...92 Creating Site Templates Editing Site Templates Deleting Site Templates Managing Site Content and Structure...94 Managing Site and Site Collection Features...96 Managing Site Features Managing Site Collection Features Managing Content Variations...97 Variation Labels Translatable Columns Variation Logs Managing Help Information Using SharePoint Designer for Site Management Chapter 4: Pages, Apps, and Web Parts Pages Web Part Pages Wiki Pages Publishing Pages vii

8 Contents Apps Adding Apps to Your Site Removing Apps Adding App Parts to Pages Web Parts Adding Web Parts to Pages Editing Web Parts Removing Web Parts Connecting Web Parts Exporting and Importing Web Parts Standard SharePoint Web Parts Chapter 5: Managing Lists and Libraries Creating Lists and Libraries Deleting Lists and Libraries Managing List and Library Properties Metadata Columns Available Columns Adding Columns Editing Columns Deleting Columns Changing the Order of Columns Setting Column Indexes Configuring Keywords Working with Views Types of Views Creating Views Editing Existing Views Delete Existing Views RSS Feed Settings viii

9 Contents Managing List and Library Permissions Updating List and Library Inheritance Settings Changing List and Library Permissions File Plan Reporting List and Library Office Integration Excel SharePoint Integration Access SharePoint Integration Synchronizing List and Libraries for Offline Access Chapter 6: Working with Lists Types of Lists Announcements Contacts Calendar Discussion Boards Issue Tracking Links Promoted Links Survey Tasks External List Custom List Custom List in Datasheet View Working with List Items Adding Items to a List Editing Items in a List Using Quick Edit Deleting Items in a List Working with Attachments Enable or Disable List Attachments Adding Attachments to a List Item Removing Attachments from a List Item ix

10 Contents x Filtering and Sorting List Items Metadata Navigation Using Views Working with Folders Managing Item Level Security Managing Permission Inheritance Editing Item Permissions Versioning List Items Enabling Versioning within a List Accessing Version History View Previous Versions of an Item Restore Previous List Item Versions Delete a Previous Version Content Approval Item Validation Rating List Content Using Star Ratings Using Like Ratings Audience Targeting Chapter 7: Working with Libraries Types of Libraries Document Libraries Form Libraries Wiki Page Libraries Picture Libraries Asset Libraries Record Libraries Report Libraries Data Connection Libraries Dashboards Libraries Data Connections Library for PerformancePoint

11 Contents Working with Documents Adding Documents to Libraries Editing Documents in SharePoint Managing Files with No Checked-in Version Deleting Documents in a Library Editing Documents through Document Workspaces Download a Copy Working with Folders Document Sets Working in Document Sets Document Set Version Management Managing Item Level Security Managing Permission Inheritance Editing Document Permissions Audience Targeting Document Versioning Enable Versioning Working with Existing Versions Content Approval Copying Documents with Send To Item Validation Document Templates Rating Library Content Using Star Ratings Using Like Ratings Document ID Service Working with Documents in Office Saving Documents to SharePoint Editing Document Properties Accessing Documents While Offline in Outlook xi

12 Contents Chapter 8: Working with Site Columns, Content Types, and Term Sets xii Site Columns Creating Site Columns Adding and Configuring Site Columns in Lists and Libraries Removing a Site Column from a List or Library Editing Existing Site Columns Deleting Existing Site Columns Content Types Creating and Configuring Content Types Configuring and Editing an Existing Content Type Deleting Content Types Configuring Content Types for Lists and Libraries Term Sets Term Store Administration Managing Term Sets Chapter 9: Workflows and Information Management Policies Workflow Overview Workflow Lists Creating and Configuring Workflows Creating Out of the Box Workflows Creating SharePoint Designer Workflows Using Visual Designer when Creating Workflows Managing Workflows Viewing Available Workflows Editing General Workflow Details Blocking Workflows Deleting Workflows Editing Workflows Running Workflows Running List and Library Workflows Running Site Workflows

13 Contents Working with Workflow Instances Viewing Workflow Instance Status and History Terminating Workflow Instances Information Management Policies Policy Types Site Collection Policies Content Type Policies List and Library Content Type Policies List and Library Policies Viewing Compliance Details Policy Exemptions Chapter 10: Records Management Understanding Records Management Proactive Records Management Planning Identify Records Planning for Content Holds Adding Content with Content Organizer Enabling Content Organizer Configuring Content Organizer Configuring Content Organizer Rules Using Content Organizer Managing Records Managing Site Collection Records Declaration Settings Managing List and Library Record Declaration Settings Manual Records Declaration Managing Records through Record Retention Rules Viewing Item Retention Stage Details Record Centers Configuring Record Center Sites Managing Documents in Record Center Sites xiii

14 Contents Document Centers Content Holds Local Holds ediscovery Center Holds Chapter 11: Search Using SharePoint Search Performing a Search Working with Search Results Working with Search Centers Standard SharePoint Search Centers Executing Advanced Searches Configuring the Site Collection to use a Search Center Configuring a Site to use a Search Center Crawling Capabilities Managing Managed Properties Reindexing a List or Library Excluding Sites from Search Excluding a List or Library from Search Excluding List or Library Columns from Search SharePoint Query Capabilities Managing Query Rules Search Result Capabilities Managing Result Sources Managing Result Types Exporting and Importing Search Configurations Exporting and Importing Site Collection Search Configurations Exporting and Importing Site Search Configurations Using Search with Web Parts Content Search Web Part Other Search Web Parts xiv

15 Contents Chapter 12: Personalization and Social Features Enhancing Personal Productivity About Me and the Profile My Tasks Alerts Following and the Newsfeed Targeting Sharing and Extending Content a Link RSS Feeds SkyDrive Pro Enterprise Wikis Tags and Notes Rating Content Liking Content Building Communities Site Newsfeeds Hash Tags Blogs Community Sites Community Portals Chapter 13: Metrics and Reporting Storage Metrics SharePoint Foundation Reports Site Collection Web Analytics Reports Site Web Analytics Reports SharePoint Server Reports Site Collection Audit Reporting Popularity and Search Reports xv

16 Contents Site Popularity Trends Library Most Popular Items Document Popularity Trends Chapter 14: Enterprise Office Services Office Web Apps Opening Files in Office Web Apps Managing Default Open Behavior Excel Services Publishing Elements to Excel Services Viewing Excel Services Published Content Using the Excel Web Access Web Part Creating Forms and Form Libraries Populating Forms Using the InfoPath Form Web Part Visio Services Index xvi

17 About the Author Tony Smith is the Director of Practice Development for DataLan Corporation, a Microsoft Gold Certified partner located in White Plains, New York. Tony coauthored SharePoint 2010 User s Guide: Learning Microsoft s Business Collaboration Platform, SharePoint 2007 User's Guide: Learning Microsoft s Collaboration and Productivity Platform, and SharePoint 2003 User s Guide. He has worked with SharePoint technologies since they were originally introduced in 2001 and with SharePoint 2013 since its initial beta release. He also has experience designing and deploying SharePoint solutions in a wide range of organizations across many industries. With a background that includes business analysis, network engineering, and application development, Tony has 20 years experience engineering business solutions. He regularly makes presentations to engineers, analysts, and business decision makers. You can find additional information about Tony and about topics discussed in this book at xvii

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19 About the Technical Reviewer Ralph Mercurio is a SharePoint engineer with DataLan Corporation, located in White Plains, NY. Ralph, who has been involved with SharePoint since 2007, is focused on delivering high-quality solutions to a wide customer base. xix

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21 Acknowledgments I have worked with Apress for many years writing books that provide people with the knowledge they need to take advantage of SharePoint, and I am always impressed with the dedication of its staff to providing quality publications. Creating a book like this is a team effort, and everyone at Apress has been great to work with. I would like to specifically thank several people that have been instrumental in helping to bring this book together. I want to thank Mark Powers for coordinating all of the activities that went into creating this book. I would also like to thank Tom McCarthy for copyediting, and the lead editor, Jonathan Hassell. I would also like to thank the technical editor, Ralph Mercurio, for his hard work reviewing the book to help ensure its accuracy and for providing valuable insight and feedback. Finally, this book would not be possible without the support and understanding of my wife, Lynn. She encouraged me through this process and helped in any way she could as I disappeared into the world of SharePoint 2013 while writing this book. xxi

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23 Introduction SharePoint 2013 is Microsoft s business collaboration platform. It offers web management, content management, reporting, search, and social capabilities that can be brought together to yield comprehensive business solutions. The solutions this platform allows can be created more quickly and are more cost effective than custom-developed solutions, and what is more, the platform provides a far greater degree of flexibility than packaged solutions can. That said, in many situations where SharePoint is introduced, people struggle to understand and use the platform. In other situations people have difficulty expanding their use of SharePoint from a basic intranet or document management environment to a business solution platform. This book addresses these struggles and needs. It is meant to serve as a complete reference to all the capabilities available in SharePoint to help you understand how to configure and use them. This book was created for SharePoint users at all levels. Beginners are introduced to information to help them make effective use of the capabilities the platform offers. Intermediate users are provided the details they need to manage SharePoint resources. Advanced users are offered a foundation upon which to understand all of the capabilities the platform contains and are shown how to create solutions that take advantage of these capabilities. A deep knowledge of the capabilities available in SharePoint, experience working with a variety of organizations, and an understanding of how to successfully combine them to reach effective business solutions: all these have been brought between the covers of this book. I hope this information will enable you to gain an in-depth understanding of SharePoint 2013 and more effectively manage and use the platform. Whom This Book Is For The goal of the book is to provide the knowledge anyone needs to use the Microsoft SharePoint 2013 platform. Whether you are new to SharePoint, are moving from a previous version, or are a longtime user, this book will give you the information you need to take effective advantage of the capabilities of SharePoint Foundation 2013 and SharePoint Server If you are looking for a resource that offers you an easy-to-follow and detailed understanding of SharePoint, this book is for you. As a user guide, it does not require you to have any programming knowledge. It does, however, assume you have a basic understanding of web sites and how to navigate them. Some topics also require a working knowledge of Microsoft Office applications, such as Word and Excel. How This Book Is Structured This book organizes the capabilities of the SharePoint platform into a format that serves as an end-to-end reference guide, a guide you can read through to learn about all SharePoint has to offer or to look up specific topics. It includes step-by-step instructions, figures, tables, and examples. Its chapters describe all of the SharePoint capabilities so that you can used them as building blocks for solutions. Chapter 1: Introduction to SharePoint Technologies This chapter introduces you to what SharePoint is and the capabilities it offers. It describes what s new in this 2013 version and its uses and benefits. xxiii

24 Introduction Chapter 2: Understanding Sites This chapter provides an overview of site collections and sites and describes their structures and components. Included is a review of the various site templates available in SharePoint Foundation and SharePoint Server, along with details of their purposes, layouts, and features. Chapter 3: Working with Sites In this chapter you are given an understanding of how to manage sites. You learn how to create sites, navigate them, and manage their security, layouts, structures, and features. Chapter 4: Pages, Apps, and Web Parts Pages, apps, and web parts are used to organize and present information to site users and to incorporate business solutions into a SharePoint environment. This chapter shows you how to create and configure the various types of pages available through SharePoint and how to configure web parts and app parts within them. Chapter 5: Managing Lists and Libraries Lists and libraries store the content managed in the SharePoint environment. In this chapter you learn how to create and manage lists and libraries, including how to configure columns and work with views. Chapter 6: Working with Lists This chapter details the different types of lists SharePoint offers and describes their structures and views. You also learn how to create and manage items in these lists. Chapter 7: Working with Libraries In this chapter the different types of libraries available in SharePoint are discussed, as well as how to add and manage their content. You also learn about the various advanced features different types of libraries make available. Chapter 8: Working with Site Columns, Content Types, and Term Sets Site columns, content types, and term sets enable you to standardize and centralize the management of list and library metadata. In this chapter you learn how to create and manage these elements to enhance list and library management. Chapter 9: Workflows and Information Management Processes This chapter presents you with the capabilities that introduce process automation into SharePoint. You learn how to create and manage workflows, use content organizers to automate the routing of content, and create information management policies to govern document development. xxiv

25 Chapter 10: Records Management Introduction When documents require structured retention, records management is used to support both internally defined and externally mandated regulatory requirements. In this chapter you learn how to configure and use the platform s records management capabilities to govern content. Chapter 11: Search A search platform can be used to locate information in SharePoint and throughout the rest of your enterprise. This chapter shows you how to configure the SharePoint search features, such as query rules and result sources, and how to use these features to support enterprise searches. Chapter 12: Personalization and Social Features SharePoint includes a comprehensive set of personalization and social features, which enhance personal productivity and facilitate communication and collaboration. In this chapter you learn how to configure and use personalization features (such as the profile, My Tasks, and Alerts) and social features (including newsfeeds, community sites, blogs, and wikis). Chapter 13: Metrics and Reporting This chapter introduces you to the reporting capabilities available in SharePoint. The storage, audit, usage, and search reports SharePoint provides are explained in detail, and you discover how to create and share these reports. Chapter 14: Enterprise Office Services SharePoint includes capabilities that extend the reach of Microsoft Office personal productivity tools to introduce team productivity functionality. In this chapter you learn about several enterprise office services available in SharePoint, including Office Web Apps, Excel Services, Form Services, and Visio Services. xxv

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