Beginning SharePoint® 2010 Administration™: Microsoft® SharePoint® Foundation 2010 and Microsoft® SharePoint® Server 2010

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I dedicate this book to my beloved father who
passed away much too soon.

—GÖRAN HUSMAN

To my family.

—CHRISTIAN STÅHL

CREDITS

ACQUISITIONS EDITOR
Paul Reese

PROJECT EDITOR
Kelly Talbot

TECHNICAL EDITOR
Martin Reid

PRODUCTION EDITOR
Rebecca Anderson

COPY EDITOR
Paula Lowell

EDITORIAL DIRECTOR
Robyn B. Siesky

EDITORIAL MANAGER
Mary Beth Wakefield

PRODUCTION MANAGER
Tim Tate

VICE PRESIDENT AND EXECUTIVE GROUP PUBLISHER
Richard Swadley

VICE PRESIDENT AND EXECUTIVE PUBLISHER
Barry Pruett

ASSOCIATE PUBLISHER
Jim Minatel

PROJECT COORDINATOR, COVER
Lynsey Stanford

COVER DESIGNER
Michael E. Trent

COVER PHOTO
© George Peters/istockphoto

PROOFREADERS
Kathi Duggan
Beth Prouty, Word One New York

INDEXER
Robert Swanson

ABOUT THE AUTHORS

GÖRAN HUSMAN is a computer geek and proud of it. He has been in the computer business since 1978. He started as a software developer and switched to consulting in 1989. For more than a decade he focused on e-mail systems, especially Microsoft Mail and then Microsoft Exchange. In 2003 he switched focus again, this time to Microsoft SharePoint. Göran has also worked as a computer trainer since 1981, and he achieved the status of a Microsoft Certified Trainer in 1993, which he still is today. He is mainly doing consulting as a SharePoint solution architect and is engaged by all kinds of organizations, including the Swedish Government. Göran has written one book about Microsoft Exchange, and this book is his third about SharePoint administration. Göran was awarded his first Microsoft Most Valuable Professional (MVP) status for Exchange in 2004, and SharePoint Server MVP every year since 2006 up to today.

CHRISTIAN STÅHL is a SharePoint nerd who has worked with various kinds of web design and web development for more than 10 years, specializing in SharePoint for the past five years. Christian works at Human Data as an Senior SharePoint trainer and consultant, MCT & MCTS, with a focus on branding and no-code solutions with SharePoint Designer and InfoPath. He has been a speaker at Swedish conferences related to SharePoint. Christian also enjoys jQuery, Silverlight and the world of .NET, among other cool technologies. Christian is the founder of the community SharePointDesigners.net (http://www.sharepointdesigners.net/). His blog can be found at http://chrisstahl.wordpress.com and he tweets on Twitter under the name @Cstahl.

ACKNOWLEDGMENTS

THIS IS MY THIRD BOOK about my absolute favorite software application: SharePoint! I am very grateful that Paul Reese at Wiley offered me a chance to once again write a book about SharePoint. A special thanks goes to my favorite editor, Kelly Talbot. He is an incredible editor, the best I have ever had. I also want to thank my two other editors Martin Reid and Paula Lowell, who did an amazing job correcting and helping me write this book. You are really professional editors! As in my previous books, my agent and friend Neil Salkind did a really great job, and without him and his team at Studio B, I would not have written this book. There are two groups I really want to thank: First is my colleagues and dear friends at my company Human Data, who supported me and inspired me during this book project, and among them I especially want to thank Christian Ståhl, who accepted with very short notice the offer to help me with two chapters in this book. You are among the best SharePoint Designer specialists in the world! The other group who helped and inspired me is the SharePoint MVP Team. They are an incredible group of men and women who share my passion for SharePoint, especially Todd O. Klindt. Finally I want to thank my beloved wife Marina who actually put up with me writing another book, although she did not see much of me for four months. Then all my kids: Johan, Beatrice, Alex, Marielle, Thomas, and Anna. You are the true joy of my life! Without you I would be nothing. I love you all.

—GÖRAN HUSMAN

THANKS TO GÖRAN HUSMAN, all my colleagues, Kelly and the Wrox crew, Microsoft, the SharePoint community, and my family.

—CHRISTIAN STÅHL

INTRODUCTION

BECAUSE YOU ARE READING THIS, I assume that you share my interest for Microsoft SharePoint. In my case it is more than an interest, it is a passion! For more than 30 years, I have been working with computers, from assembler programming to complex software solutions. For more than 10 years my whole world was e-mail (my personal car plate is “SMTP” still today), but in 2001 I stumbled on a product that was called SharePoint Portal Server. I was amazed! Its objective was to help end users be more productive by making it easy to share and find information, typically Office documents.

When SharePoint 2003 was released, I decided to focus on SharePoint 100 percent (or 150 percent, as my wife likes to put it) and no one at my consulting company objected (after all, I am their boss). Today I can admit that SharePoint 2003 was a bit of a disappointment, since it lacked a number of features that were in SharePoint 2001, so I really looked forward to the next release. Then, in 2007 MS Office SharePoint Server 2007 (MOSS) was released; it was a lot better, really a good collaboration platform with fantastic integration features and excellent performance. However, after implementing a large number of MOSS installations at all kinds of organizations, it was clear that there were also some weak areas in this fine product, especially web content management features and search functionality.

The moment of truth is here: SharePoint 2010 is now released. Does it fix the weaknesses of MOSS 2007? Yes! Does it offer a world-class solution for both public facing Internet portals as well as any kind of intranet? Absolutely! Does it come with other new or enhanced features compared to SharePoint 2007? You bet! I know it may sound as if I am paid by Microsoft to say this, but I am not: SharePoint is the most incredible piece of software I have seen for sharing, searching, collaborating, and enhancing the typical end users everyday life. I know that the SharePoint team at Microsoft is already on its way to design and build the next version of SharePoint. It must be very hard for them to come up with new and even more enhanced features for that release, but I know I will be here waiting for it!

Will your professional life be better if you implement SharePoint in your organization? Yes, if you do it right and avoid the pitfalls on the way. This book is written to give you the knowledge and background to help you do it right. SharePoint 2010 is a really large product, especially SharePoint Server 2010 Enterprise edition. There is no universal solution that I can give you. Your implementation all depends on the needs and requirements of your organization, and all organizations have their special objectives.

One of the biggest challenges when implementing SharePoint is to decide what to use SharePoint for and then stick to that plan. I have seen over and over again how one organization decides to implement SharePoint for one or two specific features, for example to build an intranet. Then, during the progress of the project, the project team realizes how powerful SharePoint’s other features are, so they decided to add them as well. The problem is that the project planning and budget is based on the original objective, but now SharePoint will be used for 10 different other things as well, still within the same time and budget. You don’t have to be Einstein to figure out that this is an impossible equation! Instead, you should plan your implementation exactly like how you should eat an elephant — one slice at a time. I don’t mean that you should avoid using SharePoint for many things, just that you must make a plan that consists of multiple projects, instead of one giant monster project. For example, you could divide your SharePoint implementation project into multiple phases:

1. Implement SharePoint as an intranet.

a. Decide what features to implement, together with both stakeholders and end users.

b. Implement and evaluate that it works as expected.

c. Correct any issues.

d. Publish the intranet to all users.

e. Educate users how the intranet works.

f. When the intranet is accepted, then you are ready to go on with the next SharePoint feature.

2. Implement the collaboration platform, for example for project workspaces.

a. Repeat steps a – f in the first project phase.

3. Implement SharePoint for business intelligence.

a. Repeat steps a – f in the first project phase.

You get the idea. This may sound simple and easy, but in reality it is so tempting to stretch the original objectives, to include “just some small extra features.” You must never forget that you are building a solution for your end users. They have no idea what SharePoint is, and they probably have no clue about the project objectives. So you work for some time, build what you think is a fantastic solution, throw it at their feet, and expect them to at least faint from excitement, if not nominate you for a Nobel price. This will not happen: You are in fact changing their everyday procedures and expecting them to be happy. The truth is that no one is happy when someone else changes their familiar environment. Think about it: Would you be happy if someone one day changed they way you work and you didn’t understand why they did it? Everyone dislikes change, unless there is some really obvious benefit to them that they can believe in.

A good strategy is to find out what procedures, activities, or things people dislike and then try to find out a solution to that, based on the rich set of features SharePoint offers. This requires that you talk with a lot of users to find out what they dislike, that you engage end users from different parts of your organization very early in the project, or that you possibly do both. If your project does not include end users as team members, there is a great risk that it will be much harder for you to get acceptance for the solution. Remember that the end users are your customers: If they don’t buy your solution, you have just wasted time and money building something that will not be used as intended.

Another tip I want to give you is to try and stay out of custom solutions for SharePoint. If you have a strong background in software development, this might be frustrating to hear. But from the customer’s perspective, every custom solution will increase the total cost of ownership. So what is the problem with custom code? The most obvious issue is that the solution is built by a small group of people, very often just one single developer. And if there is a need to adjust the custom solution after some time (which is very common), you need this developer again, since he or she is the one who knows the solution best. If you want to bring in another developer to adjust the custom solution, he or she will probably say that it is easiest to rebuild the solution from scratch. That is not the best way to build a good long-term professional reputation.

In reality, it is very hard to stay out of custom solutions, especially if the requirements cannot be met by SharePoint’s standard features. That is why I have several colleagues who are SharePoint developers. But before you decide to build a custom solution, think hard about the requirements: Can it be met in another way? Is there a good third-party product on the market that you can add to SharePoint? If the answers are no, then by all means build your custom solutions, since you have done an analysis of the need and ways to solve it. If you hire someone to build that custom solution for you, make them guarantee that it will also work after you add service packs and hotfixes for SharePoint. However, it is impossible to guarantee that the custom solution should also work for a future SharePoint release, since no one today knows what that release will contain.

Okay, those were a few of the tips I wanted to give you up front before you even start reading this book. I just want to help you plan and implement SharePoint 2010 and then build that fantastic solution you have in mind! It can be done. Just make sure to plan ahead, engage your end users early, and remember how to eat an elephant!

WHO THIS BOOK IS FOR

This book is written for several audiences. One audience is consultants and IT professionals who need to understand how to plan, implement, and configure SharePoint. Another audience is administrators and the support team that must know how to manage SharePoint, both the more advanced administration of service applications and site collections, as well as managing sites and workspaces. A third audience is the reader who wants to understand how SharePoint works and what to expect from it; this is typically IT managers and project leaders.

This book assumes no previous knowledge of SharePoint, but if you do have experience with SharePoint you will learn how SharePoint 2010 differs from previous releases. If you intend to read and try all the exercises in this book, you will need some basic understanding of network applications such as Windows Servers, Microsoft SQL, Active Directory, DNS and IIS, as well as experience with Microsoft Office. If you don’t intend to install SharePoint yourself, then it is not necessary to have that network understanding.

If you are a power user who wants to understand how to manage team sites, project sites, web content management, and document management, then this book will give you lots of tips and background information. You can safely skip the chapters that do not appeal to you, although it might be good to skim them over, just in case there are some tips you actually have use for.

WHAT THIS BOOK COVERS

This book consists of 10 chapters and 4 appendixes. If you want to learn how to install and configure SharePoint Foundation, you should start reading Appendixes A and B. If you will install SharePoint Server 2010, you should still quickly read Appendixes A and B, since they cover the basic functionality also valid for SharePoint Server; then you should continue reading carefully Appendixes C and D. All these appendixes are very technical and detailed, but you need to understand all this in order to install a SharePoint 2010 environment that follows Microsoft’s Best Practice to match the requirements of your organization.

If you don’t plan to install SharePoint yourself, then you can start reading Chapter 1 and all the other chapters. If some of them are less interesting to you, you should still read them quickly to get an understanding of what they cover. Later you might need that information, and then it will be valuable to know where to find it.

The main part of this book is divided into 10 chapters. Some of these chapters focus more on SharePoint Foundation (SPF), some on SharePoint Server (SPS):

Chapter 1, Introduction to Microsoft SharePoint 2010: This chapter gives you an overview of SharePoint and most of its important features. If you want to understand what SharePoint 2010 can do for you, then read this chapter.

Chapter 2, Building SPF Sites: This chapter focuses on the fundamental features of SharePoint 2010; if you plan to build an SharePoint Foundation-based solution, read this. If you plan to build an SharePoint Server solution, this chapter covers the basic functionality you also need to know.

Chapter 3, Office Integration: This chapter describes how SharePoint 2010 integrates with MS Office. If you are interested in document management features in SharePoint, then you should read this chapter.

Chapter 4, Content Management in SharePoint 2010: This chapter focus on managing content, especially web content management using wiki pages, but also social computing features, integration with offline solutions like Microsoft Outlook and SharePoint Workspace, and managing multilanguage sites.

Chapter 5, Managing My Sites: This chapter focus on features only available in SharePoint Server, not SharePoint Foundation. It describes how to manage and and take advantage of the user’s personal My Site, both for personal use and for collaboration and information sharing.

Chapter 6, SharePoint Administration: This chapter is a deep dive into many important features in SharePoint, such as permissions, templates, search and indexing, and how to manage SharePoint 2010 with PowerShell and STSADM. Readers only interested in SharePoint Foundation should read the parts that covers SharePoint Foundation features, while the SharePoint Server administrator and IT pro should read the complete chapter.

Chapter 7, Building Intranets and Internet Portals: This chapter focuses on features related to intranets and public-facing Internet sites. It explains what features will be of interest and how to use them. You will get a number of tips in this chapter, such as how to display Twitter content on a SharePoint site.

Chapter 8, Customizing SharePoint 2010: This chapter explains how to customize both SharePoint Foundation and SharePoint Server sites. You will learn how to use SharePoint Designer 2010 as well as how to customize web parts, including Silverlight-based media web parts.

Chapter 9, Using SharePoint Designer 2010: This chapter focus on what you can do with the free tool SharePoint Designer 2010. If you need to know how to configure and design web pages in SharePoint, this chapter is for you.

Chapter 10, Backup and Restore: This chapter describes how to backup and then restore documents, lists, sites, site collections, and complete SharePoint farms, using SharePoint Central Administration, PowerShell, and STSADM. If you are a SharePoint administrator, you should read this chapter.

Appendix A, Installing SharePoint Foundation 2010: This appendix describes how to plan and implement SharePoint Foundation 2010. It also covers how to upgrade from WSS 3.0.

Appendix B, Configuring SharePoint Foundation 2010: This appendix describes how to configure and manage a newly installed SharePoint Foundation environment. It covers many important and general concepts in SharePoint that are also valid for SharePoint Server, so both SharePoint Foundation and SharePoint Server administrators and IT professionals should read this appendix.

Appendix C, Installing SharePoint Server 2010: This appendix describes how to plan and implement SharePoint Server 2010, including how to upgrade and migrate from MOSS 2007.

Appendix D, Configuring SharePoint Server 2010: This appendix describes how to configure and manage a newly created SharePoint Server 2010 environment. Before you read this appendix you should read Appendix B.

WHAT YOU NEED TO USE THIS BOOK

If you want to follow the Try It Outs in this book, you will need to build a SharePoint 2010 environment. Appendixes A and C describe the software and hardware requirements and where to find evaluation versions of SharePoint 2010. You will need Windows Server 2008 or later, configured to run within an Active Directory domain. If you follow the Try It Out exercises describe in Appendixes A and B (for SharePoint Foundation) or Appendixes C and D (for SharePoint Server), you will have the SharePoint environment required. You also need some demo user accounts created in Active Directory. If you want to use other server names, Active Directory domains, and site names that better match your requirements, then just replace the example names.

You will need a Microsoft Office 2010 and SharePoint Designer 2010 to complete all the Try It Outs. To complete the e-mail-related Try It Outs, you will need an SMTP-based mail server, and for a few cases you will need Microsoft Exchange. With Office 2007, you will be able to do most of the document management exercises, but not all of them. In addition, some of the Try It Outs in this book require setting up specific servers or user accounts before starting them. In these instances, instructions for the setup are given at the beginning of the chapter and the Try It Out includes an explanation of what is needed. Again, if you want to use other server names, Active Directory domains, and site names that better match your requirements, then just replace the example names.

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. Some of the Try It Outs in this book require setting up specific servers or user accounts before starting them. In these instances, instructions for the setup are given at the beginning of the chapter and the Try It Out includes an explanation of what is needed.

1. They usually consist of a set of steps.

2. Each step has a number.

3. Follow the steps through.

How It Works

After each Try It Out, there will be a brief explanation.

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1

Introduction to Microsoft SharePoint 2010

WHAT YOU WILL LEARN IN THIS CHAPTER:

Understanding SharePoint 2010

Planning for Requirements

Exploring SharePoint Features

In 2008, I was hired by an organization with several thousand users who needed to get a better way of managing their documents. The challenges were several: The number of documents was more than 10 million; they had offices in a large number of locations; a large number of documents had multiple authors, some as many as 100 authors; and many documents had to be reviewed and commented by sometimes more than 50 people, in different locations and time zones. A typical scenario would look like this: Anna created a 50-page report in Microsoft Word, and she needed 25 people to review and possibly update the document, but only the sections that affected them. Anna sent the document by e-mail to each of these 25 people, and asked them to review and if needed update a specific section of the document. After about two weeks, and several reminders, she got 25 new versions back by e-mail. Now Anna had to consolidate all those versions into her original document. The easiest way to do this was to print out all 26 versions, find a really large table, put up the first page from all versions, compare them, continue with the next page, and so forth. Sometimes multiple reviewers had different opinions about the same section, so Anna had to send a new e-mail and ask these people if they could agree on a specific version of that particular section. Finalizing the document usually took several weeks using this method. With Microsoft SharePoint 2010 and Office 2010, Anna can instead share the document in real-time, using the new co-authoring feature in SharePoint 2010 (see Chapter 3 for more information on co-authoring). This fantastic feature enables Anna to invite her 25 reviewers to different sections in the document. These people can read and update the document simultaneously as others work with the same document, or they can do their reviews and updates at a time that suits them best. Anna can directly see whether someone has changed the document, regardless of whether or not it is done in real-time.

Similar to the scenario described above, practically all people need a system that will help them store, share, and find information, regardless of its type, origin, and geographic location. Such a system should also allow secure access to this information using different kinds of devices and applications. SharePoint is such a system! It is designed with these objectives in mind. It is important to understand that SharePoint is a system for managing data, often created by other systems, such as Microsoft Office.

So welcome to this book! It is about how to install, configure, and especially how to use SharePoint 2010. Because it is the fourth generation of SharePoint, you likely have experience with previous versions; however, the book does not require any previous knowledge of SharePoint. I have been working with SharePoint since its first release in 2001, and in my experience a lot of planning and design is required. A successful SharePoint installation requires a lot more than simply putting the CD in a drive and installing it. Sometimes I see organizations that fail to understand their users’ needs, and therefore how to take advantage of SharePoint. They simply believe that the mere fact that SharePoint is installed will by magic make things easier. This will not happen, believe me! A good implementation helps an organization do their work easier, faster, and sometimes even in a way that’s more fun, whereas a bad implementation keeps an organization from working efficiently and irritates their end users. The main objective for this book is to give you the information you need to do a good implementation. This book offers lots of best practices, advice, and tips and tricks, based on a large number of SharePoint implementations, in all kinds of organizations, both small (with just a few users) and large (with many thousands of users).

A Microsoft representative once told me about how the company builds a new software application: “First we do a lot of planning, analysis, and of course, guessing what the customer wants in such a product; this results in version 1.0. Of course, we quickly realize that we missed a number of things, so we learn from that, rebuild the product, and then release version 2.0. This version will most likely also miss some important features, which our dear customers tell us in a very frank and honest way, so we sit down again, add the missing features, plus a lot more, and fix weaknesses, then we release version 3.0 — and this time we usually get it right!” This is the fourth generation of SharePoint, and it brings a lot of new and enhanced features compared to its predecessors. One of the important lessons learned from the three previous versions is that SharePoint needs to be feature rich, but at the same time flexible, so that building a SharePoint solution that will satisfy any type of need is easy.

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!