SharePoint 2013 User s Guide Learning Microsoft s Business Collaboration Platform Fourth Edition Tony Smith
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): 978-1-4302-4833-0 ISBN-13 (electronic): 978-1-4302-4834-7 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 10013. Phone 1-800-SPRINGER, fax (201) 348-4505, e-mail orders-ny@springer-sbm.com, or visit www.springeronline.com. 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 e-mail rights@apress.com, or visit www.apress.com. 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 www.apress.com/bulk-sales. Any source code or other supplementary material referenced by the author in this text is available to readers at www.apress.com/9781430248330. For detailed information about how to locate your book s source code, go to www.apress.com/source-code/.
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...101 Chapter 5: Managing Lists and Libraries...161 Chapter 6: Working with Lists...205 Chapter 7: Working with Libraries...247 Chapter 8: Working with Site Columns, Content Types, and Term Sets...301 Chapter 9: Workflows and Information Management Policies...331 Chapter 10: Records Management...375 Chapter 11: Search...403 Chapter 12: Personalization and Social Features...437 Chapter 13: Metrics and Reporting...471 Chapter 14: Enterprise Office Services...485 Index...499 iii
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 2013...1 Locally Hosted SharePoint... 2 Office 365, Cloud-Hosted SharePoint... 3 The Evolution of SharePoint...4 Exploring What s New in SharePoint 2013...4 Understanding the Value of SharePoint 2013...6 SharePoint Building Blocks...7 Chapter 2: Understanding Sites...9 Understanding Site Collections and Sites...10 Site Structures and Layouts...14 My Site Menu... 14 User Menu... 15 Settings Menu... 16 Ribbon... 17 Social Tools... 17 Page Management Tools... 18 Navigation Bar... 18 Search Bar... 19 v
Contents vi Quick Launch Navigation... 19 Content Area... 19 Standard Site Templates...19 Collaboration... 19 Enterprise... 26 Publishing... 36 SharePoint Portal Templates...39 Developer Site... 39 ediscovery Center... 41 Community Portal... 43 Publishing Portal... 44 Product Catalog... 46 Chapter 3: Working with Sites...49 Navigating the SharePoint Environment...49 Navigating Within a Site... 49 Navigating Sites with Mobile Devices... 51 Using the Ribbon...53 Creating Sites...53 Deleting Sites...54 Managing Site Security...55 Managing SharePoint Groups... 55 Changing Permission Inheritance for a Site... 60 Managing Permission Levels... 61 Managing Site Collection Administrators... 64 Changing Site Details...65 Updating the Site Title, Description, Logo, and URL... 65 Configuring Regional Settings for a Site... 66 Defining the Welcome Page... 66 Managing Site Navigation...67 Customizing Quick Launch Navigation for Sites... 67 Customizing the Navigation Bar... 74
Contents Using the Recycle Bin...82 Viewing Items in the Recycle Bin... 83 Restoring Items from the Recycle Bin... 83 Deleting Items from the Recycle Bin... 83 Managing Site Design and Layout...84 Updating Site Themes... 84 Working with Design Manager... 86 Resetting Site Definitions... 90 Controlling Access to Page Layouts and Site Templates... 90 Identifying Master Pages and Style Sheets for a Site... 91 Managing Site Templates...92 Creating Site Templates... 92 Editing Site Templates... 93 Deleting Site Templates... 93 Managing Site Content and Structure...94 Managing Site and Site Collection Features...96 Managing Site Features... 96 Managing Site Collection Features... 96 Managing Content Variations...97 Variation Labels... 97 Translatable Columns... 99 Variation Logs... 99 Managing Help Information...100 Using SharePoint Designer for Site Management...100 Chapter 4: Pages, Apps, and Web Parts...101 Pages...101 Web Part Pages... 101 Wiki Pages... 106 Publishing Pages... 110 vii
Contents Apps...118 Adding Apps to Your Site... 118 Removing Apps... 122 Adding App Parts to Pages... 122 Web Parts...122 Adding Web Parts to Pages... 122 Editing Web Parts... 123 Removing Web Parts... 126 Connecting Web Parts... 126 Exporting and Importing Web Parts... 126 Standard SharePoint Web Parts... 127 Chapter 5: Managing Lists and Libraries...161 Creating Lists and Libraries...162 Deleting Lists and Libraries...163 Managing List and Library Properties...164 Metadata Columns...165 Available Columns... 165 Adding Columns... 175 Editing Columns... 176 Deleting Columns... 176 Changing the Order of Columns... 176 Setting Column Indexes... 177 Configuring Keywords... 177 Working with Views...178 Types of Views... 178 Creating Views... 184 Editing Existing Views... 195 Delete Existing Views... 195 RSS Feed Settings...196 viii
Contents Managing List and Library Permissions...196 Updating List and Library Inheritance Settings... 196 Changing List and Library Permissions... 197 File Plan Reporting...198 List and Library Office Integration...199 Excel SharePoint Integration... 199 Access SharePoint Integration... 202 Synchronizing List and Libraries for Offline Access... 202 Chapter 6: Working with Lists...205 Types of Lists...205 Announcements... 205 Contacts... 207 Calendar... 210 Discussion Boards... 218 Issue Tracking... 222 Links... 224 Promoted Links... 225 Survey... 227 Tasks... 230 External List... 232 Custom List... 232 Custom List in Datasheet View... 232 Working with List Items...233 Adding Items to a List... 233 Editing Items in a List... 233 Using Quick Edit... 234 Deleting Items in a List... 234 Working with Attachments...235 Enable or Disable List Attachments... 235 Adding Attachments to a List Item... 235 Removing Attachments from a List Item... 236 ix
Contents x Filtering and Sorting List Items...236 Metadata Navigation...236 Using Views...239 Working with Folders...239 Managing Item Level Security...240 Managing Permission Inheritance... 240 Editing Item Permissions... 241 Versioning List Items...242 Enabling Versioning within a List... 242 Accessing Version History... 242 View Previous Versions of an Item... 243 Restore Previous List Item Versions... 243 Delete a Previous Version... 243 Content Approval... 244 Item Validation...244 Rating List Content...245 Using Star Ratings... 246 Using Like Ratings... 246 Audience Targeting...246 Chapter 7: Working with Libraries...247 Types of Libraries...247 Document Libraries... 247 Form Libraries... 249 Wiki Page Libraries... 253 Picture Libraries... 254 Asset Libraries... 257 Record Libraries... 260 Report Libraries... 261 Data Connection Libraries... 263 Dashboards Libraries... 266 Data Connections Library for PerformancePoint... 268
Contents Working with Documents...271 Adding Documents to Libraries... 271 Editing Documents in SharePoint... 274 Managing Files with No Checked-in Version... 281 Deleting Documents in a Library... 281 Editing Documents through Document Workspaces... 282 Download a Copy... 283 Working with Folders...284 Document Sets...284 Working in Document Sets... 286 Document Set Version Management... 286 Managing Item Level Security...287 Managing Permission Inheritance... 288 Editing Document Permissions... 288 Audience Targeting...289 Document Versioning...289 Enable Versioning... 289 Working with Existing Versions... 290 Content Approval... 291 Copying Documents with Send To...292 Item Validation...293 Document Templates...294 Rating Library Content...295 Using Star Ratings... 296 Using Like Ratings... 296 Document ID Service...297 Working with Documents in Office...297 Saving Documents to SharePoint... 297 Editing Document Properties... 299 Accessing Documents While Offline in Outlook... 300 xi
Contents Chapter 8: Working with Site Columns, Content Types, and Term Sets...301 xii Site Columns...302 Creating Site Columns... 302 Adding and Configuring Site Columns in Lists and Libraries... 309 Removing a Site Column from a List or Library... 310 Editing Existing Site Columns... 310 Deleting Existing Site Columns... 310 Content Types...311 Creating and Configuring Content Types... 311 Configuring and Editing an Existing Content Type... 312 Deleting Content Types... 318 Configuring Content Types for Lists and Libraries... 318 Term Sets...322 Term Store Administration... 324 Managing Term Sets... 324 Chapter 9: Workflows and Information Management Policies...331 Workflow Overview...331 Workflow Lists... 332 Creating and Configuring Workflows...335 Creating Out of the Box Workflows... 336 Creating SharePoint Designer Workflows... 348 Using Visual Designer when Creating Workflows... 358 Managing Workflows...359 Viewing Available Workflows... 360 Editing General Workflow Details... 360 Blocking Workflows... 361 Deleting Workflows... 361 Editing Workflows... 361 Running Workflows...362 Running List and Library Workflows... 362 Running Site Workflows... 364
Contents Working with Workflow Instances... 364 Viewing Workflow Instance Status and History...364 Terminating Workflow Instances...365 Information Management Policies... 366 Policy Types...366 Site Collection Policies...370 Content Type Policies...370 List and Library Content Type Policies...371 List and Library Policies...372 Viewing Compliance Details...373 Policy Exemptions...374 Chapter 10: Records Management... 375 Understanding Records Management... 375 Proactive Records Management Planning...376 Identify Records...376 Planning for Content Holds...377 Adding Content with Content Organizer... 377 Enabling Content Organizer...377 Configuring Content Organizer...378 Configuring Content Organizer Rules...380 Using Content Organizer...382 Managing Records... 382 Managing Site Collection Records Declaration Settings...382 Managing List and Library Record Declaration Settings...384 Manual Records Declaration...386 Managing Records through Record Retention Rules...387 Viewing Item Retention Stage Details...390 Record Centers... 390 Configuring Record Center Sites...391 Managing Documents in Record Center Sites...392 xiii
Contents Document Centers...393 Content Holds...394 Local Holds... 394 ediscovery Center Holds... 397 Chapter 11: Search...403 Using SharePoint Search...403 Performing a Search... 403 Working with Search Results...404 Working with Search Centers...408 Standard SharePoint Search Centers... 408 Executing Advanced Searches... 410 Configuring the Site Collection to use a Search Center... 412 Configuring a Site to use a Search Center... 413 Crawling Capabilities...414 Managing Managed Properties... 414 Reindexing a List or Library... 418 Excluding Sites from Search... 419 Excluding a List or Library from Search... 419 Excluding List or Library Columns from Search... 419 SharePoint Query Capabilities...420 Managing Query Rules... 420 Search Result Capabilities...424 Managing Result Sources... 424 Managing Result Types... 428 Exporting and Importing Search Configurations...431 Exporting and Importing Site Collection Search Configurations... 431 Exporting and Importing Site Search Configurations... 432 Using Search with Web Parts...432 Content Search Web Part... 432 Other Search Web Parts... 435 xiv
Contents Chapter 12: Personalization and Social Features...437 Enhancing Personal Productivity...437 About Me and the Profile... 438 My Tasks... 440 Alerts... 441 Following and the Newsfeed... 450 Targeting... 455 Sharing and Extending Content...455 E-mail a Link... 455 RSS Feeds... 456 SkyDrive Pro... 456 Enterprise Wikis... 457 Tags and Notes... 458 Rating Content... 459 Liking Content... 460 Building Communities...461 Site Newsfeeds... 461 Hash Tags... 462 Blogs... 462 Community Sites... 465 Community Portals... 470 Chapter 13: Metrics and Reporting...471 Storage Metrics...471 SharePoint Foundation Reports...473 Site Collection Web Analytics Reports... 473 Site Web Analytics Reports... 474 SharePoint Server Reports...475 Site Collection Audit Reporting... 475 Popularity and Search Reports... 477 xv
Contents Site Popularity Trends... 481 Library Most Popular Items... 482 Document Popularity Trends... 484 Chapter 14: Enterprise Office Services...485 Office Web Apps... 485 Opening Files in Office Web Apps... 487 Managing Default Open Behavior... 488 Excel Services... 489 Publishing Elements to Excel Services... 489 Viewing Excel Services Published Content... 492 Using the Excel Web Access Web Part... 493 Creating Forms and Form Libraries... 494 Populating Forms... 495 Using the InfoPath Form Web Part... 496 Visio Services... 497 Index...499 xvi
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 www.sharepointextras.com. xvii
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
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
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 2013. 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
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
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