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

enterpriseDOOQ

PUBLISHING

BIRMINGHAM - MUMBAI

Table of Contents

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 2010 18

SharePoint Foundation 2010 18

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

Table of Contents

Creating content

Your profileSearch Functionality

Key search features

Thesaurus support to queriesPeople 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 41

Site collection 42

Libraries and lists 43

Library Ribbons 45

Lists 46

List Ribbons 4?

Creating Sites 48

Site Security for your team54

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 80

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Table of Contents

How to add, view, edit, and manage content to a list 81

The Ribbon method 81

List method 82

Managing content 83

Alerts 84

E-mail 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

Table of Contents

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 146Collect feedback 147

Approval 147

Disposition approval 147

Collect signatures 148

Table ofContents

Translation management 148

Issue tracking 149

Workflow authoring tools 149

SharePoint Designer 2010 150

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

Table of Contents

Chapter 9: Getting Better Search Results with SharePoint 2010 207

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 240Site 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

Table of Contents

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 content 290

Organizing sites, links, tags, and so on 291

Manage personal profile 291

Mailbox and calendar integration 291

Organizational information 291

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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

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Table of Contents

Chapter 16: Creating Exceptional End User Experience for

You and Your Team 321What 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

Table of Contents

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

Table ofContents

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 359

My Site 360

Office Data Connection (ODC) file 360

Office Web Apps 360

Page 360

Page layout 360

Paged view 360

Parent list 360

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Table of Contents

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 365Site collection 365Site collection administrator 365

Site collection quota 365

Site column 365

Site content type 365

Site definition 365Site membership 366Site property 366

Site solution 366

Sub site 366

Taxonomies 366Term Store Management tool 366

Table ofContents

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