Beginning

SharePoint® 2007

Beginning

SharePoint® 2007

Building Team Solutions with MOSS 2007

Amanda Murphy
Shane Perran

Wiley Publishing, Inc.

Beginning SharePoint® 2007:

Building Team Solutions with MOSS 2007

Published by

Wiley Publishing, Inc.

10475 Crosspoint Boulevard Indianapolis, IN 46256 www.wiley.com

Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada ISBN: 978-0-470-12449-9

Library of Congress Cataloging-in-Publication Data Murphy, Amanda, 1976-

Beginning SharePoint 2007 : building team solutions with Moss 2007 / Amanda Murphy, Shane Perran.

p. cm. Includes index.

ISBN 978-0-470-12449-9 (paper/website)

1. Intranets (Computer networks) 2. Web servers. 3. Web portals. I. Perran, Shane, 1973- II. Title.

TK5105.875.I6M97 2007

004.6'8--dc22

2007013840

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I dedicate this book to my mother, father, and two awesome brothers for their love, encouragement, and support over the years. This book is also dedicated to the memory of our recently lost loved ones, Tom Ryan, Helen Chaplin, and Eric Murphy.
—Amanda Murphy

I dedicate this book to my family and to the special friend I lost while writing it. To the one who rests in Witless Bay, may you never catch your tail.
—Shane Perran

About the Authors

Amanda Murphy is a Microsoft Most Valuable Professional for Microsoft Office SharePoint Server located in St. John's, Newfoundland and Labrador. She has been working as a consultant and trainer with SharePoint since the release of the first version of the product in 2001. Amanda is a regular speaker and presenter at user group meetings, webcasts, and Microsoft Events on topics such as Microsoft SharePoint, InfoPath, and Project Server. She has maintained a SharePoint focused weblog at blog.funknstyle.com since 2003. In her spare time, Amanda is a member of the Board of Directors for INETA NorAm and manages the St. John's .NET User Group.

Shane Perran is a Microsoft Most Valuable Professional for Windows SharePoint Services living in St. John's, Newfoundland and Labrador. He has been designing online user experiences for more than a decade. His strong passion for visual presentation, web standards, and usability has paved the way for a successful transition into the SharePoint Products and Technologies space where Shane has become well known in the SharePoint customization space over the past five years. Shane's SharePoint Customization Blog, graphicalwonder.com, is a popular stop for customization experts across the globe.

Credits

Senior Acquisitions Editor

Jim Minatel

Technical Editor

David Schmitt

Production Editor

Martine Dardignac

Copy Editor

Mildred Sanchez

Editorial Manager

Mary Beth Wakefield

Production Manager

Tim Tate

Vice President and Executive Group Publisher

Richard Swadley

Vice President and Executive Publisher

Joseph B. Wikert

Compositor

Maureen Forys, Happenstance Type-O-Rama

Proofreader

Nancy Hanger

Indexer

Jack Lewis

Anniversary Logo Design

Richard Pacifico

Contents

Half title page

Dedication

Title page

Copyright

Credits

Introduction

Chapter 1: Getting Started with Microsoft Office SharePoint Server

Introducing Portal Technologies and SharePoint

What is Portal Technology?

Why Does an Organization Invest in Portal Technology?

What Is SharePoint?

Comparing WSS and SharePoint

WSS Primary Benefits

Why Choose Windows SharePoint Services?

SharePoint Primary Features

Why Choose SharePoint?

SharePoint Components Overview

SharePoint Lists

SharePoint Libraries

Web Parts

Workflow

Content Types

Sites, Workspaces, and Site Collections

Enterprise Features

Summary

Exercises

Chapter 2: Working with Sharepoint Lists

What Is a List?

Understanding List Elements

Discovering SharePoint List Types

Understanding the Standard List Templates

Understanding and Creating Contact List Columns

Creating Calendar Lists

Understanding Announcements Lists

Understanding Discussion Boards

Understanding Links Lists

Understanding Tasks Lists

Exploring Project Tasks Lists

Exploring Issue Lists

Exploring Survey Lists

Working with Lists

Working with List Content

How It Works

How It Works

How It Works

Tracking List Content Updates

How It Works

Exporting Data to Excel

Summary

Exercises

Chapter 3: Working with SharePoint Libraries

Understanding Libraries and Documents

Creating and Managing Documents in a Library

How It Works

How It Works

Updating and Sharing Documents

Review Document Version History

How It Works

Understanding SharePoint Library Templates

Document Libraries

Form Libraries

How It Works

Wiki Page Libraries

Picture Libraries

How It Works

Translation Management Libraries

Data Connection Libraries

Slide Libraries

How It Works

How It Works

Summary

Exercises

Chapter 4: Managing and Customizing Lists and Libraries

Creating an Environment that Reflects Your Business

Best Practices for Building a Dynamic System for Managing Content

Ensure that Your Changes Add Value

Follow Similar Processes and Practices

Provide Guides and Descriptions

Working with Columns

What Is a Column?

How It Works

Exploring Column Types

What Are Site Columns?

How It Works

How It Works

When to Use a List-Centric Column versus a Site Column

Creating and Customizing Views

Working with the Standard View

How It Works

Setting up a Gantt, Calendar, or Datasheet view

How It Works

Working with Access Views

How It Works

Working with Custom Lists and Libraries

Custom List Basics

How It Works

How It Works

How It Works

Managing Version Control

Managing Document Templates

Summary

Exercises

Chapter 5: Working with Workflow

Types of Workflow Solutions

Understanding the Workflow Templates

Understanding the Workflow Creation Process

Using Workflow Templates

Collect Feedback Workflow

How It Works

How It Works

How It Works

Collect Signatures Workflow

How It Works

Approval Workflow

How It Works

Translation Management Workflow

How It Works

Custom Workflows with SharePoint Designer

Summary

Exercises

Chapter 6: Working with Content Types

Content Types Overview

How It Works

How It Works

Base Content Types

Business Intelligence Content Types

Document Content Types

Folder Content Types

List Content Types

How It Works

Page Layout Content Types

Publishing Content Types

Special Content Types

The Anatomy of a Content Type

Name and Description

Parent Content Type

Group

Template

Workflow

How It Works

Site Columns

Document Information Panel Settings

How It Works

Policy Management

How It Works

Managing Content Types

Enabling Content Type Management on a Library

How It Works

Managing Multiple Content Types in a Library

How It Works

Customizing List or Library Views Based on Specific Content Types

How It Works

Summary

Exercises

Chapter 7: Working with Web Parts

The Anatomy of a Web Part Page

How It Works

Web Parts Basics

How It Works

How It Works

Using the Various SharePoint Web Parts

List and Library Web Parts

How It Works

Business Data Web Parts

Content Rollup Web Parts

How It Works

Dashboard Web Parts

How It Works

Filter Web Parts

How It Works

Miscellaneous Web Parts

Outlook Web Access Web Parts

Search Web Parts

Site Directory Web Parts

Default Web Parts

The Data View Web Part

Summary

Exercises

Chapter 8: Working with Sites and Workspaces

Understanding Sites and Site Collections

What Is a Site?

What Is a Site Collection?

How It Works

How It Works

What Is a Workspace?

Site Management Overview

Creating Navigation

How It Works

How It Works

Using Regional Settings

How It Works

Enabling Features

How It Works

Understanding and Working with the SharePoint Site Templates

Working with Collaboration Templates and Sites

How It Works

How It Works

How It Works

How It Works

How It Works

How It Works

Meeting Templates

How It Works

Enterprise Templates

How It Works

Publishing Templates

Creating Custom Templates

How It Works

Modifying the Look and Feel of a Site

Using Themes

How It Works

Understanding Master Pages

How It Works

Summary

Exercises

Chapter 9: User Management, Audiences, and Profiles

Understanding User Access Management and Personalization

What Is the Difference Between User Access Management and Personalization?

How Do Users Log In to a SharePoint Site?

How It Works

Managing Access in SharePoint

Understanding the SharePoint Membership Groups

Working with Site Groups and Permission Levels

How It Works

How It Works

How It Works

How It Works

How It Works

Understanding the Different Levels of Access in SharePoint

How It Works

How It Works

How It Works

Understanding User Profiles

Adding and Updating User Profiles

How It Works

Configuring Profile Updates

Working with Audiences

Membership-Based Audiences

How It Works

How It Works

How It Works

Profile Property-Based Audiences

Summary

Exercises

Chapter 10: Working with Forms Services

What Is InfoPath?

Creating and Customizing an InfoPath Form

How It Works

Using the Design Tasks Pane

Layout

Controls

Data Source

Views

Design Checker

Publishing a Form Template

Working with Form Templates

Designing a New Form

How It Works

How It Works

Publishing a Form Template to a Library

How It Works

How It Works

Customizing a Form Template

How It Works

How It Works

How It Works

Advanced Form Publishing Options

How It Works

How It Works

Summary

Exercises

Chapter 11: Working with Excel Services

Excel Services Overview

The Report Center

How It Works

How It Works

How It Works

How It Works

Publishing a Workbook to SharePoint

How It Works

Excel Web Access Web Part

How It Works

Data Connections

How It Works

How It Works

How It Works

Business Scorecards

Creating a KPI List

How It Works

How It Works

Using KPI Web Parts to Display Performance Data

How It Works

Summary

Exercises

Chapter 12: Working with the Business Data Catalog

Business Data Catalog Overview

What Is the Business Data Catalog?

Primary Roles for the BDC

Configuring a BDC Application

Importing the Application Definition File

Viewing Entities

Understanding Actions

Application Permissions

Working with Web Parts and Lists in the BDC

Business Data List Web Part

How It Works

Related Business Data List Web Part

Business Item Web Part

Business Data Actions Web Part

SharePoint List Integration

How It Works

Summary

Exercises

Chapter 13: Getting Started with Web Content Management

Web Content Management

Publishing Features Overview

Creating a Publishing Portal

How It Works

The Publishing Portal's Lists and Libraries

Working with Variations

How Do Variations Work?

How It Works

Understanding Labels

How It Works

Managing Translation Workflows

How It Works

How It Works

How It Works

Customizing the Look and Feel of a WCM Site

Master Pages

How It Works

Page Layouts and Content Types

How It Works

How It Works

Understanding Document Conversion

How It Works

How It Works

How It Works

Enabling Publishing on a Team Site

How It Works

Summary

Exercises

Chapter 14: Working with Search

Understanding SharePoint Search

Working with the Search Feature

Using the Basic Search

How It Works

Using the Advanced Search

How It Works

How It Works

How It Works

Customizing and Managing Search

Create Content Sources

How It Works

How It Works

Schedule Content Source Updates

Manage File Types

How It Works

Create Search Scopes

How It Works

Using the Search Center

How It Works

Create Custom Keywords

Finding People in Your Organization

How It Works

Summary

Exercises

Appendix A: Answers to Exercises

Index

Introduction

Microsoft Office SharePoint Server 2007 has improved and changed dramatically over previous versions of the product. The capabilities of the platform have expanded greatly with the inclusion of an automated workflow engine, web content management capabilities, and a vast number of document management enhancements. However, the value of this tool to an enterprise will depend primarily on the ability of individuals in the organization to understand the features and capabilities of the platform and effectively map those to specific business requirements. This book is designed to mentor and coach business and technical leaders in an organization on the use of SharePoint to address critical information management problems. It gives detailed descriptions and illustrations of the product's functionality and also includes realistic usage scenarios to provide contextual relevance and a personalized learning experience to the reader.

Whom Is This Book For?

The mission of this book is to provide extensive knowledge to information workers and site managers that will empower them to become SharePoint Application champions in the organization. This book should be the premiere handbook of any active or aspiring SharePoint expert.

To complete the exercises in this book, you should have a basic comfort level using Microsoft Office application to create content and a general understanding of how to interact with a website through the browser. This book is intended as a starting point for any SharePoint 2007 user whether that user has never used SharePoint before or has some familiarity with a previous version and just wants to understand the differences with the new release.

What Does This Book Cover?

Chapter 1: Getting Started with SharePoint Server

The first chapter of the book is targeted at users who have either never used SharePoint before or are already familiar with SharePoint Portal Server 2003 or Windows SharePoint Service v2 and are looking to gain an understanding of what has changed in SharePoint 2007. This chapter lays out the foundation for important terminology and concepts explored in the following chapters of the book.

Chapter 2: Working with SharePoint Lists

This chapter introduces one of the core mechanisms for sharing and organizing content in a SharePoint site. You will review what lists are, how they are used, and then explore the various templates that exist in SharePoint.

Chapter 3: Working with SharePoint Libraries

After reviewing some of the fundamental concepts relating to lists, the chapter introduces the other major storage mechanism in SharePoint known as libraries. This chapter discusses some of the various templates that exist for libraries as well as brand-new concepts in 2007, such as slide libraries and wiki page libraries.

Chapter 4: Managing and Customizing Lists and Libraries

SharePoint templates for lists and libraries provide a great starting point for collaboration and information sharing. This chapter introduces how you can extend these base templates to address an organization's specific requirements for a collaborative site or information management tool.

Chapter 5: Working with Workflow

Workflow is a new feature available in SharePoint Server 2007. This chapter discusses the templates that SharePoint provides for workflow, as well as demonstrates how to create a custom workflow solution using the SharePoint Designer.

Chapter 6: Working with Content Types

Most organizations have information and documents, which often utilize consistent templates, processes, and policies each time they are created. Therefore, SharePoint 2007 has introduced the concept of a Content Type to allow an organization to package templates and information to ensure that reusable components are rolled out in the organization to enforce consistency and ease of use. This chapter demonstrates what content types are and explores how they can be used through some hands-on examples.

Chapter 7: Working with Web Parts

Web Parts are an important element in SharePoint because they display information in sites to users. A variety of Web Parts exist in SharePoint 2007 to address the many ways that teams want to present information. This chapter explores the various groups of Web Parts in SharePoint, including examples on how specific types of Web Parts can be configured and used to present information in a desired manner.

Chapter 8: Working with Sites and Workspaces

The fundamental components of any SharePoint environment are the sites and workspaces that it contains. These collaborative work areas contain all the components discussed in previous sections and represent how each of those items come together to provide an effective environment for collaboration, communication, and document management. In this section of the book, topics such as site templates, features, and look and feel are covered.

Chapter 9: User Management, Audiences, and Profiles

Effective management of users is of ultimate importance to any information system. The two primary tiers of effective user management include securing content and personalizing information on the portal. This chapter explains in simple terms how to effectively secure a SharePoint environment at the site level, the list or library level, and down to the unique content items stored on a SharePoint site. In addition, an introduction to personalization is presented to ensure that readers understand how to effectively target information to users in a portal.

Chapter 10: Working with Forms Services

InfoPath is the ideal companion to SharePoint for many business solutions. This chapter introduces readers to creating simple business applications using InfoPath and SharePoint including new features in 2007, such as template parts and browser based forms.

Chapter 11: Working with Excel Services

SharePoint addresses the need that many organizations face for better visibility and accessibility to data that is often stored in Excel spreadsheets or external business applications. This chapter demonstrates how to improve the overall decision making of an organization by providing access to important information by utilizing browser-based worksheets, visual indicators of performance information, and building personalized interactive dashboards.

Chapter 12: Working with the Business Data Catalog

The Business Data Catalog is completely new to SharePoint in 2007 and offers a fantastic way to access information stored in other business applications through the SharePoint portal interface and elements. This chapter introduces the concept of the Business Data Catalog, explaining each of the key roles in detail and then focusing on usage scenarios from the perspective of the business analyst and end-user roles.

Chapter 13: Getting Started with Web Content Management

All the functionality previously available in Content Management Server 2002 has been incorporated into the SharePoint platform for 2007. This convergence of technology allows for the creation, review, and publishing of web content from a single environment. This chapter provides an overview of the web content management capabilities of the system including the use of publishing sites and features, the automatic provisioning of multilingual content through variations, and user-interface customization.

Chapter 14: Working with Search

An information system is useful to an organization only if stakeholders can easily access and locate the information it contains. This chapter discusses the search engine capabilities of the SharePoint platform including methods that improve the search experience through the use of custom search scopes, content sources, and best bets.

What You Need to Use This Book

To effectively complete the examples in this book, you should have access to a Microsoft Office SharePoint Server environment or site collection in an administrative role. If you do not have administrative rights to your server, you may have to gain the assistance of your server administrator for some exercises in this book.

For the chapter covering the Business Data Catalog, you will require access to a properly defined business application in the BDC. Although the definition and configuration of a business application in the BDC is not covered in this book, the exercises depend on the existence of an application. For the exercises in this book, the Adventure Works sample database is used based on the SDK sample available at the following location:

www.microsoft.com/downloads/details.aspx?FamilyId=67D94E307-67D9-41AC-B2D6-0074D6286FA9&displaylang=en

You should also have a client computer running either Windows XP or Windows Vista along with Microsoft Office 2007 Professional or Enterprise. While many exercises can be completed with earlier versions of Office, certain exercises related to workflow, Forms Services and Excel Services are dependent on features only available in the Enterprise versions of Office 2007.

Conventions

To help you get the most from the text and keep track of what's happening, we've used a number of conventions throughout the book.

Try It Out

The Try It Out is an exercise you should work through, following the text in the book.

1. They usually consist of a set of steps.

2. Each step has a number.

3.Follow the steps through with your copy of the chapter resource, when one is available. Sometimes, exercise steps build on Try It Outs previously presented in the chapter, or you may need something off the Wrox website to perform the steps. You can download chapter resources by searching for the title of this book at www.wrox.com.

How It Works

After each Try It Out, the code you've typed will be explained in detail.

Occasionally, in Try It Outs, you see text in this format, which means that this is code you need to enter.

In a Try It Out, boxes like this mean that there is text for you to enter during the course of the exercise. Boxes like this can also hold important, not-to-be forgotten information that is directly relevant to the surrounding text.

Tips, hints, tricks, and asides to the current discussion are offset and placed in italics like this.

As for styles in the text:

New terms and important words are highlighted when introduced.

Keyboard strokes appear like this: Ctrl+A.

File names, URLs, and code within the text appear like this: persistence.properties.

On the Website

As mentioned in the “Conventions” section, some of the Try It Outs in this book require that you download chapter resources from the Wrox website to perform the steps. These chapter resources are available at www.wrox.com. Once you are at the site, simply locate the book's title by using the Search box, and then choose what you want to download.

Because many books have similar titles, you may find it easiest to search by ISBN; for this book, the ISBN is 9780470124499.

Errata

We make every effort to ensure that there are no errors in the text. However, no one is perfect, and mistakes do occur. If you find an error in one of our books, such as a spelling mistake or faulty piece of code, we would be very grateful for your feedback. By sending in errata, you may save another reader hours of frustration; at the same time, you will be helping us provide even higher quality information.

To find the errata page for this book, go to www.wrox.com and locate the title using the Search box or one of the title lists. Then, on the book's detail page, click the Book Errata link. On this page, you can view all errata that has been submitted for this book and posted by Wrox editors. A complete book list including links to each book's errata is also available at www.wrox.com/misc-pages/booklist.shtml.

If you don't spot “your” error on the Book Errata page, go to www.wrox.com/contact/techsupport.shtml and complete the form there to send us the error you have found. We'll check the information and, if appropriate, post a message to the book's errata page and fix the problem in subsequent editions of the book.

p2p.wrox.com

For authors and peer discussion, join the P2P forums at p2p.wrox.com. The forums are a web-based system for you to post messages relating to Wrox books and related technologies, and to interact with other readers and technology users. The forums offer a subscription feature to email you topics of interest of your choice when new posts are made to the forums. Wrox authors, editors, other industry experts, and your fellow readers are present on these forums.

At http//:p2p.wrox.com, you will find a number of different forums that will help you not only as you read this book but also as you develop your own applications. To join forums, just follow these steps:

1. Go to p2p.wrox.com and click the Register link.

2. Read the terms of use and click Agree.

3. Complete the required information to join as well as any optional information you wish to provide and click Submit.

4. You will receive an email with information describing how to verify your account and complete the joining process.

You can read messages in the forums without joining P2P, but in order to post your own messages, you must join.

Once you join, you can post new messages and respond to messages other users post. You can read messages at any time on the Web. If you would like to have new messages from a particular forum emailed to you, click the Subscribe to This Forum icon by the forum name in the forum listing.

For more information about how to use the Wrox P2P, be sure to read the P2P FAQs for answers to questions about how the forum software works as well as many common questions specific to P2P and Wrox books. To read the FAQs, click the FAQ link on any P2P page.

1 Getting Started with Microsoft Office SharePoint Server

The goal of this book is to provide you with the knowledge you need to become the master of your organization's SharePoint environment. Along those lines, this chapter introduces you to the new and exciting features and capabilities of Microsoft Office SharePoint Server 2007. With it, you learn how to put the platform to work for your organization to create scalable team solutions. In this chapter, you learn about the following topics and concepts:

The differences between Windows SharePoint Services 3.0 and Microsoft Office SharePoint Server 2007

Common usage scenarios for Windows SharePoint Services 3.0 and Microsoft Office SharePoint Server 2007

Differences between SharePoint Portal Server 2003 and Microsoft Office SharePoint Server 2007

An overview of important SharePoint concepts and features such as:

Sites and workspaces

Lists

Document libraries

Web Parts

Content types

Workflow

Enterprise features such as search, business data reporting, and Forms Services

Introducing Portal Technologies and SharePoint

Before getting started on the technical tasks associated with managing and working with SharePoint content, it is important to understand the purpose and common usage scenarios for the technology.

Organizational stakeholders often suffer from what's been termed information overload. Because computers play such an integral part in any business, not surprisingly, more and more of the information that is created, consumed, and shared in an organization is digital. The more business that you have and the more successful your business, the more information you have to manage. Usually, you have some form of document for just about every process and transaction that plays out during the day-to-day operation in your company. From proposals to legal documents, from sales receipts to human resource policy documentation, the amount of information required to function is staggering.

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!