Microsoft SharePoint Foundation 2010. Level 2

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Microsoft® SharePoint® Foundation 2010 Level 2

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Microsoft® SharePoint® Foundation 2010 - Level 2

Microsoft® SharePoint® Foundation 2010 - Level 2

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Part Number: 3591IGEE Course Edition: 1.0

ACKNOWLEDGMENTS Project Team

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Content Developer: Sriram Kasturi and Anusha S • Content Manager: Georgina Evangeline • Graphic Designer: Sanjay KM, Venkateshwarulu Jede and Sathya Priya • Project Manager: Sathya Priya • Media Instructional Designer: Sriram Kasturi and Anusha S • Content Editor: Dorothy Prabhu • Materials Editor: Nagendran N • Business Matter Expert: • Technical Reviewer: • Project Technical Support: Mike Toscano

NOTICES

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TRADEMARK NOTICES: Element K and the Element K logo are trademarks of Element K Corporation and its affiliates.

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DISCLAIMER: While Element K Corporation takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any resemblance to current or future companies is purely coincidental. We do not believe we have used anyone’s name in creating this course, but if we have, please notify us and we will change the name in the next revision of the course. Element K is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. Use of screenshots, photographs of another entity’s products, or another entity’s product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of such entity with Element K. This courseware may contain links to sites on the Internet that are owned and operated by third parties (the ″External Sites″). Element K is not responsible for the availability of, or the content located on or through, any External Site. Please contact Element K if you have any concerns regarding such links or External Sites.

Microsoft SharePoint Foundation 2010 is a registered trademark of Microsoft Corporation in the U.S. and other countries; the Microsoft products and services discussed or described may be trademarks of Microsoft . All other product names and services used throughout this course may be common law or registered trademarks of their respective proprietors.

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Microsoft® Office Professional Plus is a registered trademark of Microsoft® Corporation in the U.S. and other countries; the Microsoft® Corporation products and services discussed or described may be trademarks of Microsoft® Corporation . All other product names and services used throughout this course may be common law or registered trademarks of their respective proprietors.

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SharePoint® Designer is a registered trademark of Microsoft Corporation in the U.S. and other countries; the Microsoft products and services discussed or described may be trademarks of Microsoft . All other product names and services used throughout this course may be common law or registered trademarks of their respective proprietors.

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Microsoft® SQL Server™ 2008 is a registered trademark of Microsoft® Corporation in the U.S. and other countries; the SQL Server 2008 products and services discussed or described may be trademarks of Microsoft® Corporation . All other product names and services used throughout this course may be common law or registered trademarks of their respective proprietors. Copyright © 2010 © 2010 Element K Corporation. All rights reserved. Screenshots used for illustrative purposes are the property of the software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without express written permission of Element K, 500 Canal View Boulevard, Rochester, NY 14623, (585) 240-7500, (800) 478-7788. Element K Courseware’s World Wide Web site is located at www.elementkcourseware.com.

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This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books or software. If you believe that this book, related materials, or any other Element K materials are being reproduced or transmitted without permission, please call (800) 478-7788.

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Microsoft® SharePoint® Foundation 2010 - Level 2

CONTENTS

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MICROSOFT® SHAREPOINT® FOUNDATION 2010 - LEVEL 2 LESSON 1 - BRANDING A SITE COLLECTION

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The SharePoint Site Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Site Collections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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SharePoint Site Administration Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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B. Create a Custom Look and Feel for a Site Collection . . . . . . . . . . . . . . . . .

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SharePoint Master Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Site Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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A. Describe the SharePoint Site Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Site Templates vs. Master Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Planning Site Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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The Solution Gallery Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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C. Create a Custom Site Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

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SharePoint Web Parts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

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The New Web Part Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Web Part Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

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The Web Part Gallery Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 The Gallery Settings Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Web Part Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

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Web Part Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

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LESSON 2 - MANAGING LISTS

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Web Part Connections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

A. Perform Calculations on List Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Formula Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

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CONTENTS B. Create Custom Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Custom Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Custom Column Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

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List Creation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 C. Customize List Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 List Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Site Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

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Column Ordering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 List Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 The Connect and Export Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

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Incoming E-Mail Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

LESSON 3 - MANAGING LIBRARIES

A. Perform Advanced Operations on a Library . . . . . . . . . . . . . . . . . . . . . . . . . 68

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The Advanced Settings Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

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The Validation Settings Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 B. Create a Library Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

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Document Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

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The Save as Template Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

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Library Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

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Information Rights Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

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LESSON 4 - MANAGING FORM LIBRARIES

A. Create a Form Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

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Microsoft Office InfoPath 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 The Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

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Form Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

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Microsoft® SharePoint® Foundation 2010 - Level 2

CONTENTS B. Customize a Form Template Using InfoPath . . . . . . . . . . . . . . . . . . . . . . . . . 95 Form Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Types of Form Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

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Template Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 InfoPath Form Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Form Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Form Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

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Control Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

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Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

LESSON 5 - MANAGING CONTENT STRUCTURES

A. Create a Content Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Content Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

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The Site Content Types Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

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Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Content Type vs. Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

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Default Content Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

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Planning Content Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

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LESSON 6 - MANAGING WORKFLOWS

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B. Apply Content Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

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A. Add a Default Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Predefined Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

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Creating an Efficient Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 The Approval Status Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Workflow Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

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The Workflow Task List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

The Workflow History List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

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CONTENTS B. Create a Custom Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Types of Custom Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Choosing a Workflow Authoring Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

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Microsoft SharePoint Designer 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 The SharePoint Designer Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 The Custom Task Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 The Workflow Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

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The Select Users Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Workflow Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

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The Define E-mail Message Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

LESSON 7 - WORKING WITH INDEXING AND SEARCHING A. Index Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164 Indexing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

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Indexing Purposes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

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Index Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 B. Enable Search Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

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The Search and Offline Availability Page . . . . . . . . . . . . . . . . . . . . . . . . . . 168

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Search Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

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LESSON 8 - WORKING OFFLINE USING SHAREPOINT WORKSPACE 2010

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A. Synchronize a SharePoint Site on the Local Computer . . . . . . . . . . . . . . . . 174

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The Sync to SharePoint Workspace Option . . . . . . . . . . . . . . . . . . . . . . . . 174 Microsoft SharePoint Workspace 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 The Properties Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

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The Pause Workspace Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 The Send Account to Another Computer Option . . . . . . . . . . . . . . . . . . 176 The Sync Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

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B. Perform Offline Operations on a SharePoint Site . . . . . . . . . . . . . . . . . . . . . . 181 The Work Offline Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181 New Group Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181 Edit Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181 The Manage Alerts Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

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Microsoft® SharePoint® Foundation 2010 - Level 2

CONTENTS LESSON 9 - MANAGING SHAREPOINT APPLICATIONS USING CENTRAL ADMINISTRATION A. Create a Site Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

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Considerations for Planning a Site Collection . . . . . . . . . . . . . . . . . . . . . . 190 Critical Factors for Creating a Site Collection . . . . . . . . . . . . . . . . . . . . . . 192

The Central Administration Site. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

The Application Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

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The Configure Self-Service Site Creation Link . . . . . . . . . . . . . . . . . . . . . . 194 The Site Features Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

The Site Use Confirmation and Deletion Feature . . . . . . . . . . . . . . . . . . . 195

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The Reset to Site Definition Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

B. Administer a Site Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201 Default Administrator Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201 Considerations for Site Collection Management. . . . . . . . . . . . . . . . . . . 202

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C. Administer a Web Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

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Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

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Types of Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 The Define Managed Paths Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

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The Web Application General Settings Dialog Box . . . . . . . . . . . . . . . . . 208

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The Resource Throttling Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Web Application Outgoing E-Mail Settings . . . . . . . . . . . . . . . . . . . . . . . . 210

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Mobile Account Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

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The Configure Send To Connections Page . . . . . . . . . . . . . . . . . . . . . . . . 210 Workflow Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 The Cross Firewall Access Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

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Alternate Access Mappings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

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The Configure Incoming E-Mail Settings Page . . . . . . . . . . . . . . . . . . . . . 212

Contents

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CONTENTS LESSON 10 - MANAGING USER ACCESS A. Manage Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Inherited Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

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Unique Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Custom Group Permission Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Planning Site Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 The Group Settings Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

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The Set Up Groups for This Site Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226 The Grant Permissions Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226 The Create Group Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

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The Manage Permissions Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227 User Management Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227 The Configure Password Change Settings Option . . . . . . . . . . . . . . . . . . 228 User Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

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Anonymous Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

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B. Describe Authentication Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

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Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243 Authentication Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

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Pluggable Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

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Edit Authentication Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245 Identity Management Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

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LESSON 11 - MANAGING SITE SECURITY

A. Set Web Part Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250 Web Part Security Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

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B. Set Antivirus Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254 Antivirus Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

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C. Manage Blocked File Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

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Blocked File Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Microsoft® SharePoint® Foundation 2010 - Level 2

CONTENTS LESSON 12 - MANAGING SITE USAGE A. Set Site Collection Quotas and Locks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264 Storage Quotas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

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Storage Space Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265

Quota Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266

Site Locks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266

B. Monitor Site Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

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The Usage Reports - Summary Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274 Storage Space Allocation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274 The Usage Reports Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275

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Log Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275 Usage Data Collection Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275

The View Health Reports Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276

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LESSON 13 - MANAGING SITE MAINTENANCE

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A. Recover Lost Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

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The Second Stage Recycle Bin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284 B. Perform a Granular Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288

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Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288

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Considerations for Planning Backup and Recovery . . . . . . . . . . . . . . . . 288 Considerations for Business Continuity Management . . . . . . . . . . . . . . . 289

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Granular Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290

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The Export a Site or List Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290 The Granular Backup Job Status Page . . . . . . . . . . . . . . . . . . . . . . . . . . . 291 Site Collection Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292

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C. Restore a Granular Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 The Command Line Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

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Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Windows PowerShell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Basic PowerShell Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

Contents

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CONTENTS D. Perform a Farm Backup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Farm Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Backup Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299

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The Default Backup and Restore Settings Page . . . . . . . . . . . . . . . . . . . . 299 The Backup and Restore History Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299 The Backup and Restore Job Status Page. . . . . . . . . . . . . . . . . . . . . . . . . 300 E. Restore a Farm Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303

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APPENDIX A - ACCESSIBILITY FEATURES

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The Restore From Backup Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303

APPENDIX B - MICROSOFT ONENOTE INTEGRATION WITH SHAREPOINT

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APPENDIX C - PERMISSION CATEGORIES

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APPENDIX E - CREATING A MASTER PAGE

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APPENDIX D - FILE TYPES THAT CANNOT BE ADDED TO A LIST OR LIBRARY

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A. Create a Master Page Using SharePoint Designer 2010 . . . . . . . . . . . . . . . . 317

LESSON LABS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333

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GLOSSARY

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INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337

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Microsoft® SharePoint® Foundation 2010 - Level 2

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ABOUT THIS COURSE

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INTRODUCTION

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In your previous experience, you have used the features of a SharePoint Foundation team site and you have also performed some basic administration of SharePoint Foundation team sites as a site owner. Once you have mastered these basic skills, your job might require you to perform more advanced administration of the sites you own, or even administer multiple sites and the SharePoint Foundation 2010 environment as a whole. In the Microsoft® SharePoint® Foundation 2010 - Level 2 course, you will manage site collections as a site collection administrator and as a SharePoint Foundation 2010 administrator.

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Microsoft SharePoint Foundation 2010 provides an out-of-the-box installation solution that set up a small organization’s site with minimal effort. However, if you have a large organization with possibly hundreds of sites and thousands of users, Microsoft® SharePoint® Foundation 2010 enables you to customize sites based on business requirements and perform advanced administration tasks for both the sites, site collections and the entire SharePoint Foundation 2010 configuration. It also enables you to manage users and create and customize site collections as per the business needs of the organization.

Course Description

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Target Student

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Since the class setup requirements for this course are very steep, we have provided simulations of all the guided activities in the course. If you choose to, you can run the simulations provided to practice the activities. We are also providing a detailed description of the required setup for your reference, and for your use if you prefer to create a live environment for the class.

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This course is designed for individual contributors or departmental staff in a variety of job roles, such as administrative assistants, functional or operations managers, with basic SharePoint skills, and who have the responsibility for managing SharePoint sites as an enabling technology within their workgroups, not necessarily IT tech professionals.

Course Prerequisites The following New Horizons course or equivalent experience is required: Microsoft® SharePoint® Foundation 2010 - Level 1

Introduction

xi

INTRODUCTION Some familiarity with basic Windows server concepts such as Windows 2003 and Windows 2003 concepts, PowerShell, basic concepts of coding and scripting, and Internet Information Server (IIS) is recommended but not required.

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How to Use This Book As a Learning Guide

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This book is divided into lessons and topics, covering a subject or a set of related subjects. In most cases, lessons are arranged in order of increasing proficiency.

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The results-oriented topics include relevant and supporting information you need to master the content. Each topic has various types of activities designed to enable you to practice the guidelines and procedures as well as to solidify your understanding of the informational material presented in the course.

As a Review Tool

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At the back of the book, you will find a glossary of the definitions of the terms and concepts used throughout the course. You will also find an index to assist in locating information within the instructional components of the book.

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Any method of instruction is only as effective as the time and effort you, the student, are willing to invest in it. In addition, some of the information that you learn in class may not be important to you immediately, but it may become important later. For this reason, we encourage you to spend some time reviewing the content of the course after your time in the classroom.

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As a Reference

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The organization and layout of this book make it an easy-to-use resource for future reference. Taking advantage of the glossary, index, and table of contents, you can use this book as a first source of definitions, background information, and summaries.

Course Objectives You will:

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In this course, you will manage site collections and site components as a site collection administrator and as a site administrator. brand a site collection.

•

manage lists in a site collection.

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xii

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manage document libraries.

•

manage form libraries in a site collection.

•

manage content structures in a site collection.

•

manage a workflow.

•

manage indexing and searching options. Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION enable offline work with SharePoint sites using SharePoint Workspace 2010.

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manage a SharePoint application using Central Administration.

•

manage user access.

•

manage security options in Microsoft SharePoint Foundation 2010.

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manage site usage.

•

perform site maintenance.

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Course Requirements Hardware

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You will need two servers and sufficient computers for each person in the class, plus one computer for the instructor. For each of these machines, the following hardware requirements are the minimum suggested for this course: • 64-bit, four-core processor, 2.5 GHz minimum per core. •

4 GB RAM for developer or evaluation use, and 8 GB RAM for single server and multiple server farm installation for production use.

•

CD-ROM or DVD drive.

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VGA or higher video.

•

Keyboard and mouse.

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You need to have an Internet connection, because some of these prerequisites are installed from the Internet.

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80 GB free hard disk space for installation. For production environments, you require extra free disk space for day-to-day operations. You need to add twice the RAM space for production environments.

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•

Software

•

Web Server (IIS) role

•

Application Server role

•

Microsoft .NET Framework version 3.5 SP1

•

Microsoft ″Geneva″ Framework

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• •

SQL Server 2008 Native Client

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The 64-bit edition of Windows Server 2008 Standard with SP2. If you are running Windows Server 2008 without SP2, the Microsoft SharePoint Products and Technologies 2010 Preparation Tool installs Windows Server 2008 SP2 automatically.

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The following software is required for the successful setup and completion of this course. • Microsoft® Windows® Server® 2003, Standard or Enterprise Edition

•

Since the class setup requirements for this course are very steep, we have provided simulations of all the guided activities in the course. If you choose to, you can run the simulations provided to practice the activities. We are also providing a detailed description of the required setup for your reference, and for your use if you prefer to create a live environment for the class.

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•

Although this course was developed with Windows Vista Business, client computers with Windows XP Professional installed will work similarly. You must download an update for Windows Server 2008 before you run Setup, or Setup will not run. For Windows Server 2008 with SP2, you need a hotfix that provides a method to support the token authentication without transport security or message encryption in WCF is available for the .NET Framework 3.5 SP1 On Windows Server 2008 with SP2, the Microsoft SharePoint 2010 Products Preparation Tool cannot install Windows PowerShell 2.0 CTP3 if Windows PowerShell 1.0 is on the computer. You must uninstall Windows PowerShell 1.0 before the Microsoft SharePoint 2010 Products Preparation Tool can install Windows PowerShell 2.0 CTP3.

Microsoft Sync Framework Runtime v1.0 (x64) Microsoft Filter Pack 2.0 Microsoft Chart Controls for Microsoft .NET Framework 3.5 Windows PowerShell 2.0 CTP3

Introduction

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INTRODUCTION •

ADO.NET Data Services v1.5 CTP2

•

Microsoft® Vista Business

•

Microsoft® SharePoint® Foundation 2010

•

Microsoft .NET Framework 2.0

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Microsoft .NET Framework 3.5

•

Microsoft Office 2010 Professional or Professional Plus

•

Microsoft Office SharePoint Designer 2010

•

Microsoft SQL Server 2008 Standard Edition

•

Internet Explorer 8.0

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As the course requirements are steep, we are also providing activity simulations.

Microsoft SQL Server 2008 Analysis Services ADOMD.NET

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Although this course was developed with Windows Vista Business, client computers with Windows XP Professional installed will work similarly.

•

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Class Setup

Since the class setup requirements for this course are very steep, we have provided simulations of all the guided activities in the course. If you choose to, you can run the simulations provided to practice the activities. We are also providing a detailed description of the required setup for your reference, and for your use if you prefer to create a live environment for the class.

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The classroom environment consists of two Windows servers, a domain controller/mail server, and a SharePoint server, and sufficient workstations for the instructor and for each person in the class.

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Create the Domain Controller/Mail Server

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Parameter

Administrator Password

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Workgroup Name

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DC !Pass1234 WORKGROUP

Install Windows Server 2003 Service Pack 2. When prompted, restart the computer and log on as Administrator.

3.

Configure the network settings.

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2.

Choose Start→Control Panel→Network Connections→Local Area Connection.

b.

Click Properties, select Internet Protocol (TCP/IP), and click Properties.

c.

Configure the network settings as follows:

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a.

— IP Address: 192.168.1.200 — Subnet Mask: 255.255.255.0 —

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Computer Name

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Complete the following steps to create the domain controller and mail server. 1. Install Microsoft Windows Server 2003, Standard or Enterprise Edition, with the following parameters:

Preferred DNS Server: 192.168.1.200 Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION d.

Choose Start→Control Panel→Add Or Remove Programs.

b.

Click Add/Remove Windows Components.

c.

If necessary, check the Application Server and Email Services check boxes.

d.

Check the Networking Services check box and click Details.

e.

If necessary, check the Domain Name System (DNS) and Windows Internet Name Service (WINS) check boxes and click OK.

f.

Click Next.

g.

If prompted, provide the system files.

h.

When the installation is complete, click Finish, and then close the Add Or Remove Programs control panel.

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Promote the server to a domain controller. Choose Start→Command Prompt.

b.

Type dcpromo and press Enter.

c.

Click Next two times.

d.

Verify that Domain Controller For A New Domain is selected and click Next.

e.

Verify that Domain In A New Forest is selected and click Next.

f.

For New Domain Name, type ourglobalcompany.com and click Next.

g.

For Domain Default NetBIOS Name, type GLOBAL and click Next.

h.

To accept the default database locations and Shared System Volume, click Next two times.

i.

Verify that Install And Configure The DNS Server On This Computer And Set This Computer To Use This DNS Server As Its Preferred DNS Server is selected, and click Next.

j.

Verify that Permissions Compatible Only With Windows 2000 Or Windows Server 2003 Operating Systems is selected, and click Next.

k.

For Restore Mode Password, enter and confirm !Pass1234 and click Next.

l.

Review the settings and click Next. Click Restart Now.

o.

When the computer restarts, log on as Administrator.

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n.

Configure DNS.

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a.

m. Click Finish.

Choose Start→Administrative Tools→DNS.

b.

Expand DC→Forward Lookup Zones→ourglobalcompany.com.

c.

Choose Action→New Mail Exchanger.

d.

For Fully Qualified Domain Name Of The Mail Server, type dc.ourglobalcompany.com and click OK.

e.

Choose Action→New Alias.

f.

For Alias name, type mail

g.

For Fully qualified domain name for target host, type dc.ourglobalcompany.com and click OK.

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Install additional Windows components.

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4.

Click OK and then click Close.

Introduction

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INTRODUCTION h.

Choose Start→Administrative Tools→POP3 Service.

b.

Right-click DC and choose Properties.

c.

In the Authentication Method, choose Active Directory Integrated.

d.

Uncheck the Always Create An Associated User For New Mailboxes check box.

e.

Click OK.

f.

Select DC and click New Domain.

g.

For Domain Name, type ourglobalcompany.com and click OK.

h.

Expand DC, and click ourglobalcompany.com.

i.

Click Add Mailbox, type administrator and click OK.

j.

If necessary, in the POP3 Service information box, check the Do Not Show This Message Again check box and click OK.

k.

Close the POP3 Service Management Console.

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Password

central

!Pass1234

[email protected]

!Pass1234

!Pass1234

Bob Wheeler

!Pass1234

Maria Calla

!Pass1234

Chou Xen Dai

!Pass1234

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Renee Baker

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Sandy Chandler

[email protected] through [email protected]

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!Pass1234

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user01 through user012

[email protected] [email protected] [email protected] [email protected] [email protected]

!Pass1234

[email protected]

Takei Soto

!Pass1234

[email protected]

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Stefan Pretsch

Create mailboxes for all users.

Open the POP3 Service control panel.

b.

Expand DC and select ourglobalcompany.com.

c.

Click Add Mailbox.

d.

For Mailbox Name, type central.

e.

If necessary, in the POP3 Service information box, check the Do Not Show This Message Again check box and click OK.

f.

Click OK.

g.

Repeat for all other user names that you added in the previous step using the Display Name as the Mailbox Name.

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Email Address

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User’s Display Name

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Create Active Directory user accounts. You can use several different tools to accomplish this including the Active Directory Users And Computers Administrative Tool and the net user command in a command prompt. While setting passwords, in the New Object – User dialog box, check the Password never expires check box.

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8.

Configure mail services.

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7.

Close the DNS Management Console.

Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION h.

Close the POP3 Service control panel.

10. Perform a typical installation of Internet Explorer 8.0.

Create the SharePoint Server

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Follow these steps to create the SharePoint server: 1. Install Microsoft Windows Server 2008 Standard 64-bit version with SP2, with the following parameters:

Value

Computer Name

WSS

Administrator Password

!Pass1234

Domain Name

ourglobalcompany.com

IP Address

192.168.1.201

Subnet Mask

255.255.255.0

Default Gateway

192.168.1.200

Preferred DNS Server

192.168.1.200

When prompted, restart the computer and log on as GLOBAL\Administrator.

3.

Install and remove Windows components.

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Parameter

b.

Click Add/Remove Windows Components.

c.

Uncheck the Internet Explorer Enhanced Security Configuration check box.

d.

Select Application Server and click Details.

e.

Check the ASP.NET check box.

f.

Select Internet Information Services (IIS) and click Details.

g.

If necessary, check the Common Files, Internet Information Services Manager, SMTP Service and World Wide Web Service check boxes.

h.

Verify that FrontPage 2002 Server Extensions is not checked.

i.

Click OK two times.

j.

Click Next.

k.

If necessary, provide the system files.

l.

Click Finish.

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Choose Start→Control Panel→Add Or Remove Programs.

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a.

m. Close the Add Or Remove Programs control panel. 4.

Install Microsoft .NET Framework 2.0.

Download or copy the Microsoft .NET Framework 2.0 setup file to WSS. You can place it in a folder such as Software on the hard drive.

In

a. b.

In Windows Explorer, navigate to the location of the Microsoft .NET Framework 2.0 setup file, dotnetfx2setup.exe, and double-click the file name.

c.

Click Run.

d.

Click Next.

Introduction

xvii

INTRODUCTION f.

Click Install.

g.

If necessary, provide the Internet connection.

h.

If necessary, click the icon in the taskbar to monitor the installation.

i.

When the installation is complete, click Exit.

Install Microsoft .NET Framework 3.5.

Download or copy the Microsoft .NET Framework 3.5 setup file to WSS. You can place it in a folder such as Software on the hard drive.

b.

In Windows Explorer, navigate to the location of the Microsoft .NET Framework 3.5 setup file, and double-click the file name.

c.

Click Run.

d.

Check the I have read and accept the terms of the licensing agreement check box.

e.

Click Install.

f.

If necessary, provide the Internet connection.

g.

If necessary, click the icon on the taskbar to monitor the installation.

h.

When the installation is complete, click Exit.

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a.

7.

Install Microsoft SharePoint Foundation 2010.

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Perform a typical installation of Internet Explorer 8.0.

AT

6.

Download or copy the Microsoft SharePoint Foundation 2010 setup file to WSS. You can place it in a folder such as Software on the hard drive.

b.

In Windows Explorer, navigate to the location of the Microsoft SharePoint Foundation 2010 setup file, and double-click the file name.

c.

Check the I Accept The Terms Of This Agreement check box and click Continue.

d.

Click Basic.

e.

When the installation is complete, click Close.

f.

Start the SharePoint 2010 Products Configuration Wizard.

g.

Click Next.

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a.

To acknowledge that some services will be restarted, click Yes.

i.

When the wizard is completed, click Finish.

j.

The browser opens and displays http://wss/default/aspx and you are logged on as GLOBAL\Administrator. Click Welcome→Sign Out, and then click Yes.

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h.

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Configure Microsoft SharePoint Foundation 2010..

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8.

a.

Log in the Windows Server 2008 as the GLOBAL\Administrator user with !Pass1234 as the password.

b.

Choose Start→All Programs→Microsoft SharePoint 2010 Products→SharePoint 2010 Central Administration.

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Check the I have read and accept the terms of the licensing agreement check box.

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5.

e.

c.

Under Security, click Manage the farm administrators group.

d.

Click New and choose Add Users.

e.

In the Grant Permissions dialog box, in the Users/Groups text box, type global\ domain admins and click OK.

f.

In the Users/Groups text box, type GLOBAL\Administrator and click OK. Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION In the Users/Groups text box, type WSS\Administrator and click OK.

h.

In the Users/Groups text box, type GLOBAL\user06 and click OK.

i.

In the Users/Groups text box, type GLOBAL\central and click OK.

j.

Navigate to the Central Administration page and select the System Settings tab.

k.

Under E-Mail and Text Messages (SMS), click the Configure outgoing e-mail settings link.

l.

For Outbound SMTP Server, type dc.ourglobalcompany.com

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g.

m. For From address, type [email protected]

For Reply-to address, type [email protected] and click OK.

o.

Click GLOBAL\Administrator→Sign Out, and then click Yes.

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n.

Install SQL Server 2008

Ed

Perform a typical installation of SQL Server 2008 standard edition accepting the default settings with WSS as the server name.

Configure the WSS Environment Follow these steps to configure the WSS environment.

2.

Create the Our Global Company subsite.

4. 5.

AT

b.

In the Address bar, type http://wss and press Enter.

c.

Click All Site Content.

d.

Click Create.

e.

Under Pages and Sites, click the Sites And Workspaces link.

f.

For Title, type Our Global Company.

g.

For Description, type Our Global Company’s SharePoint site.

h.

For URL name, type global.

i.

In the Permissions section, select the Use unique permissions option.

j.

Click Create.

k.

On the Set Up Groups for this Site page, under Visitors to this site, select Create a new group, and assign user01 as the visitor and user06 and central, user01 to user12 as the members and owners of the site.

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Start Internet Explorer.

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a.

On the course CD-ROM, open the 084_697 folder. Then, open the Data folder. Run the 084697dd.exe self-extracting file located within. This will install a folder named 084697Data on your C drive. This folder contains all the setup and data files that you will use to complete this course.

In

3.

E

Log in to the Windows machine as the GLOBAL\Administrator user with !Pass1234 as the password.

or

1.

Upload C:\084697Data\Setup\Welcome.docx to the Our Global Company > Shared Documents library. Create the EFC Status Reports document library. a.

Click Site Actions→New Document Library.

b.

For Name, type EFC Status Reports.

Introduction

xix

INTRODUCTION e.

Click Create.

Create the Review document library. Click Site Actions→New Document Library.

b.

For Name, type Review.

c.

For Description, type Documents for internal review.

d.

For Document Version History, click Yes.

e.

If necessary, for Document Template, select Microsoft Word Document.

f.

Click Create.

g.

Upload the files C:\084697Data\Setup\EFC Draft Implementation Plan##.docx to this library. For Version Comments, type Original draft.

Create the Team Pictures picture library.

Click Site Actions→View All Site Content. Click Create.

b.

Under Libraries, click Picture Library.

c.

For Name, type Team Pictures.

d.

For Description, type Photos of the Global/EFC team.

e.

Click Create.

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a.

Create the Our Global Wiki wiki page library.

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a.

b.

Under Libraries, click Wiki Page Library.

c.

For Name, type Our Global Wiki.

d.

For Description, type Our Global Company documentation in wiki format.

e.

Click Create.

f.

Click Our Global Wiki.

g.

Click the Edit button.

h.

At the end of the text, press Enter two times, type Contents and press Enter.

i.

Select the word “Contents,” in the Ribbon, in the Format Text group, click the Bold button, and click the Center button and then click the Save button.

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Click Site Actions→View All Site Content. Click Create.

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a.

Create the Our Global Blog web blog. a.

Click Site Actions→View All Site Content. Click Create.

b.

Under Pages and Sites, click Sites And Workspaces.

st

9.

If necessary, for Document Template, select Microsoft Word Document.

For Title, type Our Global Blog.

d.

For Description, type Web log for Our Global Company.

e.

For URL name, type blog.

f.

For Template Selection, select Blog.

g.

In the Permissions section, select the Use unique permissions option.

h.

Click Create.

i.

On the Set Up Groups for this Site page, assign user01 as the visitor and add user06 and central as the members and owners of the site.

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c.

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8.

d.

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7.

For Description, type For storing project status reports.

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6.

c.

10. Create a post in the Our Global Blog page.

xx

Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION On the right side of the Our Global Blog page, under Blog Tools, click Create a post.

b.

For Title, type Introduction to Our Global Blog.

c.

For Body, type Welcome to Our Global Blog. To facilitate communication among employees, we want to be sure that we are adopting technology that helps us accomplish this goal. Press Enter two times and type Feel free to submit posts to this blog on issues that you think will affect or interest your colleagues. Blog moderators will review and publish the posts in a timely manner.

d.

Scroll down and click Publish.

on

a.

11. Create the Managers and Site Owners discussion board. Navigate to Team Site > Our Global Company.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Discussion Board.

d.

For Name, type Managers and Site Owners.

e.

For Description, type Restricted discussion board.

f.

Click Create.

g.

Click Settings→List Settings.

h.

In the Permissions and Management section, click the Permissions for this discussion board link.

i.

On the Permission Tools group, click Stop Inheriting Permissions.

j.

On the Message from webpage message box, click OK.

k.

Click Grant Permissions.

l.

In the Grant Permissions section, under Grant Permissions, click Add users to a SharePoint group (recommended).

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a.

o.

Click OK.

p.

Click Welcome→Request Access.

q.

Click Send Request.

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Click Remove User Permissions.

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m. Check Our Global Company Visitors and Our Global Company Members.

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12. Create a Welcome message in the Managers and Site Owners discussion board. b.

In the Managers and Site Owners discussion board, click Add new discussion.

c.

For Subject, type Welcome to the Managers and Site Owners Discussion Board.

d.

For Body, type This is a discussion board for managers and site owners to use to share information and ideas about how to develop the Our Global Company SharePoint sites. We hope that you will find this discussion board useful.

e.

Click Save.

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Click Go back to site.

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a.

In

13. Create a Welcome message in the Team Discussions discussion list. a.

In the Quick Launch bar, click Team Discussion.

b.

Click Add new discussion.

c.

For Subject, type Welcome!

Introduction

xxi

INTRODUCTION d.

For Body, type Welcome to the Our Global Company discussion board. Here, you can share thoughts and ideas with other employees. If you have any questions about this forum, please contact your administrator.

e.

Click Save.

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14. Add the Corporate Website link to the Our Global Company page. On the Our Global Company page, choose Site Actions→View All Site Content. Click Create. Under Tracking, click Links.

b.

Under Name, type Site Links.

c.

Under Description, type Site Links.

d.

Click Create.

e.

Click Add new link.

f.

For URL, in the Type the Web address text box, type http:// www.ourglobalcompany.com.

g.

For Type the description, type Corporate website.

h.

Click Save.

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a.

15. Configure permissions for student access to the WSS environment. b.

Click Site Actions→Site Settings.

c.

Under Users And Permissions, click People And groups.

d.

On the People And Groups - Team Site Members page, click New→Add Users.

e.

Click the Browse icon.

f.

In the Find box, type user and click the Search icon.

g.

Select user01 through user12 and click Add.

h.

Click OK.

i.

For Personal Message, type Welcome to SharePoint. As a team site member, you can view, add, update, and delete items throughout the team site.

j.

Click OK.

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Click the Home tab.

or

a.

16. Configure permissions for instructor access to the WSS environment. b.

Under Users And Permissions, click People and groups.

c.

In the Quick Launch bar, click Team Site Owners.

d.

On the People And Groups: Team Site Owners page, click New.

e.

Type central

f.

Click OK.

g.

Click GLOBAL\Administrator→Sign Out, and then click Yes.

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Click Site Actions→Site Settings.

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Create and Share the Backup Folder

xxii

1.

On the WSS server, create a folder Backup and enable sharing for Everyone.

2.

Give Full Control permission to Everyone.

Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION Enable Incoming EMail Settings in Central Administration On the WSS server, login as Administrator and choose Start→All Programs→ Microsoft SharePoint 2010 Products→SharePoint 2010 Central Administration.

2.

On the System Settings tab, in the E-Mail and Text Messages (SMS) section, click the Configure incoming e-mail settings link.

3.

In the Enable Incoming E-Mail section, under Enable sites on this server to receive e-mail, select Yes.

4.

If necessary, in the Incoming E-Mail Server Display Address section, in the E-mail server display address text box, type dc.ourglobalcompany.com In the E-mail drop folder text box, type C:\inetpub\mailroot\drop

5.

Click OK.

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Create and Share the Sites Folder

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on

1.

On the WSS server, create a folder Sites under the Backup folder and enable sharing for Everyone.

2.

Give the Full Control permission to Everyone.

2.

AT

Create the hr site collection.

b.

On the Application Management page, in the Site Collections section, click Create site collections.

c.

On the Create Site Collection page, in the Title and Description section, in the Title text box, enter Human Resource.

d.

In the Title and Description section, in the Description text box, enter Human Resource site collection.

e.

In the Web Site Address section, in the URL text box, enter hr.

f.

In the Primary Site Collection Administrator section, in the User name text box, enter user06 and press Enter.

g.

In the Secondary Site Collection Administrator section, in the User name text box, enter GLOBAL\Administrator and press Enter.

h.

Click OK two times.

i.

Access the http://wss/sites/hr site and choose Site Actions→Site Settings.

j.

In the Users and Permissions section, click the Site collection administrators link, and add the user central, mcalla, rbaker, bwheeler, and user01 to user12 as site collection administrators.

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On the WSS server, login as Administrator and choose Start→Microsoft SharePoint 2010 Products→SharePoint 2010 Central Administration.

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a.

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1.

or

Create Site Collections in Microsoft SharePoint Foundation

E

1.

Create the finance site collection.

a.

On the Central Administration site, on the Application Management page, in the Site Collections section, click Create site collections.

Introduction

xxiii

INTRODUCTION

d.

In the Web Site Address section, in the URL text box, enter finance.

e.

In the Primary Site Collection Administrator section, in the User name text box, enter user06 and press Enter.

f.

In the Secondary Site Collection Administrator section, in the User name text box, enter GLOBAL\Administrator and press Enter.

g.

Click OK two times.

h.

Access the http://wss/sites/finance site and choose Site Actions→Site Settings.

i.

In the Users and Permissions section, click the Site collection administrators link, and add the user central, rbaker, mcalla, and bwheeler, user01 to user12 as site collection administrators.

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Create the corcom## site collection.

On the Central Administration site, on the Application Management page, in the Site Collections section, click Create site collections.

b.

On the Create Site Collection page, in the Title and Description section, in the Title text box, enter Corporate Communications Site Collection.

c.

In the Title and Description section, in the Description text box, enter Corporate Communications Site Collection.

d.

In the Web Site Address section, in the URL text box, enter corcom##.

e.

In the Primary Site Collection Administrator section, in the User name text box, enter user06 and press Enter.

f.

In the Secondary Site Collection Administrator section, in the User name text box, enter GLOBAL\Administrator and press Enter.

g.

Click OK two times.

h.

Access the http://wss/sites/finance site and choose Site Actions→Site Settings.

i.

In the Users and Permissions section, click the Site collection administrators link, and add the user central, rbaker, mcalla, and bwheeler, user01 to user12 as site collection administrators.

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a.

In the Our Global Company team site, add new links. On the Our Global Company team site, in the Links section, click Site Links.

b.

Click the add new link link.

c.

In the URL section, in the Type the Web address text box, type http://wss/sites/ finance.

d.

In the URL section, in the Type the description text box, typr Finance Site Collection.

e.

Click Save.

a.

On the Our Global Company team site, in the Links section, click Site Links.

b.

Click the add new link link.

c.

In the URL section, in the Type the Web address text box, type http://wss/sites/hr.

d.

In the URL section, in the Type the description text box, type Human Resource Site Collection.

DO

a.

In xxiv

on

In the Title and Description section, in the Description text box, enter Finance site collection.

st

4.

c.

ct

3.

On the Create Site Collection page, in the Title and Description section, in the Title text box, enter Finance.

ru

While creating the Corcom## site collection, in place of ##, substitute the student numbers based on the number of students taking the course.

b.

Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION e.

Click Save.

Create a Product Library## Document Library on the Human Resource Site Collection Navigate to the Human Resources site collection.

2.

Choose Site Actions→New Document Library.

3.

On the New page, in the Name text box, type Product Library##

4.

In the Description text box, type Product Library

5.

In the Document Template section, from the Document Template drop-down list, select the Microsoft Excel 97–2003 spreadsheet option.

6.

Click Create.

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1.

Ed

Create an Interview Feedback## Document Library on the Human Resource Site Collection 2.

Choose Site Actions→New Document Library.

3.

On the New page, in the Name text box, type Interview Feedback##.

4.

In the Description text box, type Interview feedback for the post of HR executive.

5.

In the Document Template section, from the Document Template drop-down list, select the Microsoft Excel 97–2003 spreadsheet option.

6.

Click Create.

7.

On the Interview Feedback## page, select the Documents tab. Click New Folder.

8.

On the New Folder dialog box, in the Name text box, type Documents on Interview Feedback## and click Save.

9.

On the Interview Feedback## page, click the Documents on Interview Feedback## folder icon.

While creating the Interview Feedback## library, in place of ##, substitute the student numbers based on the number of students taking the course. While creating the HR Review Meeting## library, in place of ##, substitute the student numbers based on the number of students taking the course.

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Navigate to the Human Resources site collection.

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1.

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While creating the Product Library## library, in place of ##, substitute the student numbers based on the number of students taking the course.

10. In the New group, choose Upload→Upload Multiple Documents.

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11. On the Upload Document: Interview Feedback## page, in the Upload Document section, expand the My Computer→C:\084697Data folder. 12. Click the Managing Document Libraries folder link.

13. On the right side, check the Interviewers Feedback.xlsx, List of candidates selected.xlsx, and List of Colleges.xlsx check boxes.

DO

st

14. Scroll down and click OK.

15. In the Internet Explorer message box, select the Yes option.

1. 2. 3. 4.

In

Create an HR Review Meeting## Document Library on the Human Resource Site Collection Navigate to the Human Resources site collection.

Choose Site Actions→New Document Library. On the New page, in the Name text box, type HR Review Meeting##. In the Description text box, type HR review meeting.

Introduction

xxv

INTRODUCTION 6.

Click Create.

Create the Recruitment Subsite. b.

Choose Site Actions→New Site.

c.

For Title, type Recruitment.

d.

For Description, type Recruitment subsite.

e.

For URL name, type recruitment.

f.

In the Permissions section, select the Use unique permissions option.

g.

Click Create.

h.

On the Set Up Groups for this Site page, in the Visitors to this Site section, select Create a new group and assign user02 as the visitor and add user07 as a member and also add mcalla, GLOBAL\Administrator, rbaker, bwheeler, and central, user01 to user12 as owners of the site.

i.

Click OK.

E

b.

Click Site Actions→New Document Library.

c.

For Name, type Resume Database##.

d.

For Description, type Document repository for Resumes.

e.

For Document Version History, click Yes.

f.

For Document Template, select Microsoft Word Document.

g.

Click Create.

h.

Upload the file C:\084697Data\Setup\Jeff Pike.resume.doc to this library. For Version Comments, type Original draft.

i.

Upload the file C:\084697Data\Setup\Jay Adams.doc to this library. For Version Comments, type Original draft.

j.

Upload the file C:\084697Data\Setup\Jim Hance.doc to this library. For Version Comments, type Original draft.

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Access the Recruitment subsite.

or

a.

On the Recruitment subsite, create the Policy## document library. a.

Access the Recruitment subsite.

b.

Click Site Actions→New Document Library.

c.

For Name, type Policy##.

d.

For Description, type Resignation Policy.

e.

For Document Version History, click Yes.

f.

For Document Template, select Microsoft Excel 97–2003 spreadsheet.

g.

Click Create.

On the Recruitment subsite, create the Employee Lists## list.

a. xxvi

Ed

On the Recruitment subsite, create the Resume Database## document library.

In 4.

iti

Access the Human Resource site collection.

st

3.

a.

DO

2.

Create the Recruitment subsite.

ct

1.

on

In the Document Template section, from the Document Template drop-down list, select the Microsoft Excel 97–2003 spreadsheet option.

ru

While creating the Resume Database## library, in place of ##, substitute the student numbers based on the number of students taking the course.

5.

Access the Recruitment subsite. Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION Under All Site Content, click Create.

d.

Under Custom Lists, click Custom List.

e.

For Name, type Employee Lists##.

f.

For Description, type Employee Lists.

g.

Click Create.

h.

Access the Employee Lists## list and click Add new item.

i.

In the Title section, type Our Global Company Employee List.

j.

Click Attach File and upload the file C:\084697Data\Setup\Employee List of Our Global Company.docx to this list.

k.

Click Attach File and upload the file C:\084697Data\Setup\Draft Employee List of Our Global Company.docx to this list.

l.

Click Save.

on

While creating the Employee Lists## list, in place of ##, substitute the student numbers based on the number of students taking the course.

iti

While creating the Confirmed Employees## list, in place of ##, substitute the student numbers based on the number of students taking the course.

Ed

On the Recruitment subsite, create the Confirmed Employees## list. b.

Click Lists.

c.

Under All Site Content, click Create.

d.

Under Custom Lists, click Custom List.

e.

For Name, type Confirmed Employees##.

f.

For Description, type Name and profiles of confirmed employees.

g.

Click Create.

h.

Access the Confirmed Employees## list, and click Add new item.

i.

In the Title section, type Confirmed Employees of Our Global Company.

j.

Click Attach File and upload the file C:\084697Data\Setup\Confirmed Employee List of Our Global Company.docx to this list.

k.

Click Attach File and upload the file C:\084697Data\Setup\Draft Confirmed Employee List of Our Global Company.docx to this list.

l.

Click Save.

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Create the Employees and Managers discussion board.

E

Access the Recruitment subsite.

or

a.

Access the Recruitment subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Discussion Board.

d.

For Name, type Employees and Managers##.

e.

For Description, type Discussion Board for employees and managers.

f.

Click Create.

DO

a.

Create the Internal Job Openings announcement. a.

Access the Recruitment subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Announcements.

d.

For Name, type Internal Job Openings.

e.

For Description, type Announcement Board for internal job openings.

In

7.

c.

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6.

Click Lists.

st

5.

b.

Introduction

xxvii

INTRODUCTION

h.

In the Title section, enter Internal Job Opening.

i.

In the Body section, enter Project Leads Required!

j.

Click Save.

Create the Employee Referral Scheme announcement.

on

Access the Internal Job Openings announcement and click the Add new announcement link.

Access the Recruitment subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Announcements.

d.

For Name, type Employee Referral Scheme.

e.

For Description, type Announcement Board for Employee Referral Scheme.

f.

Click Create.

g.

Access the Employee Referral Scheme announcement and click the Add new announcement link.

h.

In the Title section, enter Exciting Employee Referral Scheme.

i.

In the Body section, enter Please refer your candidate and enjoy exciting perks.

j.

Click Save.

Ed

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E

On the Recruitment subsite, create the New Candidate Application## form library. Access the Recruitment subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Libraries, click Form Library.

d.

For Name, type New Candidate Application##.

e.

For Description, type InfoPath form for new candidate.

f.

For Document Version History, click Yes.

g.

If necessary, for Document Template, select Microsoft InfoPath form.

h.

Click Create.

i.

Upload the file C:\084697Data\Setup\Pica Gudio.xml to this library. For Version Comments, type Original draft.

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9.

g.

or

8.

Click Create.

ct

While creating the New Candidate Application## form library, in place of ##, substitute the student numbers based on the number of students taking the course.

f.

Upload the file C:\084697Data\Setup\Jay Adams.xml to this library. For Version Comments, type Original draft.

k.

Upload the file C:\084697Data\Setup\Don Hall.xml to this library. For Version Comments, type Original draft.

st

j.

Upload the file C:\084697Data\Setup\Jim Hance.xml to this library. For Version Comments, type Original draft.

DO

l.

10. Add the Employee Lists01 list as a web part. Access the Recruitment subsite.

b.

Click Site Actions→Edit Page.

c.

Select the Insert tab, in the Web Part group, click Web Part.

d.

In the Lists and Libraries section, select the Employee Lists01 option and click Add.

e.

Click Exit Edit Mode.

In

a.

xxviii

Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION Create the Benefits and Compensation Subsite.

4.

b.

Choose Site Actions→New Site.

c.

For Title, type Benefits and Compensation.

d.

For Description, type Benefits and Compensation subsite.

e.

For URL name, type bc.

f.

In the Permissions section, select the Use unique permissions option.

g.

Click Create.

h.

On the Set Up Groups for this Site page, in the Visitors to this Site section, select Create a new group and assign user03 as the visitor and add user08 as a member and also add rbaker, mcalla, GLOBAL\Administrator, bwheeler, and central, user01 to user12 as owners of the site.

i.

Click OK.

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Access the Human Resource site collection.

While creating the Benefits Library## library, in place of ##, substitute the student numbers based on the number of students taking the course.

On the Benefits and Compensation subsite, create the Work Environment## document library. b.

Click Site Actions→New Document Library.

c.

For Name, type Work Environment##.

d.

For Description, type Work Environment documents.

e.

For Document Version History, click Yes.

f.

For Document Template, select Microsoft® Excel® Spreadsheet.

g.

Click Create.

h.

Upload the file C:\084697Data\Setup\Work Environment Sheet1.xlsx to this library. For Version Comments, type Original draft.

i.

Upload the file C:\084697Data\Setup\Work Environment Sheet2.xlsx to this library. For Version Comments, type Original draft.

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Access the Benefits and Compensation subsite.

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a.

On the Benefits and Compensation subsite, create the Benefits Library## document library.

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Access the Benefits and Compensation subsite.

b.

Click Site Actions→New Document Library.

c.

For Name, type Benefits Library##.

d.

For Description, type Benefits Library documents.

e.

For Document Version History, click Yes.

f.

For Document Template, select Microsoft Word Document.

g.

Click Create.

h.

Upload the file C:\084697Data\Setup\Benefits Library.doc to this library. For Version Comments, type Original draft.

i.

Upload the file C:\084697Data\Setup\Draft Benefits Library.doc to this library. For Version Comments, type Original draft.

NO T

a.

DO

3.

While creating the Work Environment## library, in place of ##, substitute the student numbers based on the number of students taking the course.

a.

st

2.

Create the Benefits and Compensation subsite.

In

1.

On the Benefits and Compensation subsite, create the HR Committee Meetings list.

a.

Access the Benefits and Compensation subsite.

Introduction

xxix

INTRODUCTION d.

Under Custom Lists, click Custom List.

e.

For Name, type HR Committee Meetings.For Description, type HR Committee Meetings.

f.

Click Create.

g.

Access the HR Committee Meetings announcement and click Add new item.

h.

In the Title section, enter HR Committee Meetings Participants.

i.

Click Attach File and from the C:\084697Data\Setup folder, attach the List of Participants in HR Committee Meetings-October 2007.docx file.

j.

Click Save.

iti

On the Benefits and Compensation subsite, create the Compensation Review Task list. Access the Benefits and Compensation subsite.

b.

Click Lists.

c.

Under All Site Content, click Create.

d.

Under Custom Lists, click Custom List.

e.

For Name, type Compensation Review Task.

f.

For Description, type Compensation Review Task.

g.

Click Create.

h.

Access the Compensation Review Task announcement and click Add new item.

i.

In the Title section, enter Compensation Review Task.

j.

Click Attach File and from the C:\084697Data\Setup folder, attach the Employee List of Our Global Company.docx file.

k.

Click Save.

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a.

Create the Employees and Managers discussion board. Access the Benefits and Compensation subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Discussion Board.

d.

For Name, type Employees and Managers.

e.

For Description, type Discussion Board for employees and managers.

f.

Click Create.

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Create the Employee of the Month announcement. Access the Benefits and Compensation subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Announcements.

d.

For Name, type Employee of the Month.

DO

a.

In xxx

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Under All Site Content, click Create.

st

7.

c.

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6.

Click Lists.

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5.

b.

e.

For Description, type Employee of the Month.

f.

Click Create.

g.

Access the Employee of the Month announcement and click Add new announcement.

h.

In the Title section, enter Employee of the Month.

Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION In the Body section, enter Haas, Jonathan.

j.

Click Save. Access the Benefits and Compensation subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Announcements.

d.

For Name, type Holiday Benefits.

e.

For Description, type Holiday Benefits.

f.

Click Create.

g.

Access the Holiday Benefits announcement and click Add new announcement.

h.

In the Title section, enter Holiday Benefits.

i.

In the Body section, enter Holiday benefits coming soon. Watch this space!

j.

Click Save.

3.

iti

Ed

Create the Budget subsite. b.

Choose Site Actions→New Site.

c.

For Title, type Budget.

d.

For Description, type Budget subsite.

e.

For URL name, type budget.

f.

In the Permissions section, select the Use unique permissions option.

g.

Click Create.

h.

On the Set Up Groups for this Site page, in the Visitors to this Site section, select Create a new group and assign user04 as the visitor and add user09 as a member and also add schandler, rbaker, mcalla, GLOBAL\Administrator, bwheeler, and central, user01 to user12 as owners of the site.

i.

Click OK.

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Access the Finance site collection.

or

a.

On the Budget subsite, create the Purchase Budget Library## document library. b.

Click Site Actions→New Document Library.

c.

For Name, type Purchase Budget Library##.

d.

For Description, type Purchase Budget Library.

e.

For Document Version History, click Yes.

f.

For Document Template, select Microsoft Office Word Document.

g.

Click Create.

DO

Access the Budget subsite.

st

a.

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2.

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a.

Create the Budget Subsite 1.

While creating the Cash Budget Library## library, in place of ##, substitute the student numbers based on the number of students taking the course.

Create the Holiday Benefits announcement.

NO T

8.

i.

On the Budget subsite, create the Cash Budget Library## document library.

a.

Access the Budget subsite.

b.

Click Site Actions→New Document Library.

c.

For Name, type Cash Budget Library##.

d.

For Description, type Cash Budget Library.

Introduction

xxxi

INTRODUCTION g.

Click Create. Access the Budget subsite.

b.

Click Lists.

c.

Under All Site Content, click Create.

d.

Under Custom Lists, click Custom List.

e.

For Name, type Purchase List.

f.

For Description, type Purchase List.

g.

Click Create.

On the Budget subsite, create the Orders List list. Access the Budget subsite.

b.

Click Lists.

c.

Under All Site Content, click Create.

d.

Under Custom Lists, click Custom List.

e.

For Name, type Orders List.

f.

For Description, type Orders List.

g.

Click Create.

xxxii

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On the Budget subsite, create the Category## list.

E

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a.

Access the Budget subsite.

b.

Click Lists.

c.

Under All Site Content, click Create.

d.

Under Custom Lists, click Custom List.

e.

For Name, type Category##.

f.

For Description, type Business Venture Category.

g.

Click Create.

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a.

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Create the Document Category and the Document Type columns. a.

On the Category## list, select the List tab and choose Settings→List Settings.

b.

On the List Settings page, in the Columns section, click the Create column link.

c.

On the Create Column page, in the Name and Type section, in the Column Name text box, enter Document Category.

d.

Click OK.

e.

On the Category## list, choose Settings→List Settings.

f.

On the List Settings page, in the Columns section, click the Create column link.

g.

On the Create Column page, in the Name and Type section, in the Column Name text box, enter Document Type.

h.

Click OK.

In 8.

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On the Budget subsite, create the Purchase List list.

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7.

For Document Template, select Microsoft Word Document.

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6.

f.

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5.

For Document Version History, click Yes.

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4.

e.

Add items to the Category## list.

a.

On the Category## page, click Add new item.

b.

In the Title text box, type Sales. Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION d.

In the Document Type text box, type JV.

e.

Click Save.

f.

On the Category## page, click Add new item.

g.

In the Title text box, type Production.

h.

In the Document Category text box, type JV.

i.

In the Document Type text box, type JV.

j.

Click Save.

on

In the Document Category text box, type New Venture.

a.

Access the Budget subsite.

b.

Click Lists.

c.

Under All Site Content, click Create.

d.

Under Custom Lists, click Custom List.

e.

For Name, type Repository##.

f.

For Description, type Business Repository.

g.

Click Create.

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On the Budget subsite, create the Repository## list.

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9.

c.

10. Create the Organization, Document Type, and the Number of Documents columns. b.

On the List Settings page, in the Columns section, click the Create column link.

c.

On the Create Column page, in the Name and Type section, in the Column Name text box, enter Organization.

d.

Click OK.

e.

On the Repository## list, choose Settings→List Settings.

f.

On the List Settings page, in the Columns section, click the Create column link.

g.

On the Create Column page, in the Name and Type section, in the Column Name text box, enter Document Type.

h.

Click OK.

i.

On the List Settings page, in the Columns section, click the Create column link.

j.

On the Create Column page, in the Name and Type section, in the Column Name text box, enter Number of Documents.

k.

Click OK.

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11. Add items to the Repository## list.

On the Repository## page, click the Add new item link.

b.

In the Title text box, type JV.

c.

In the Organization text box, type OGC.

d.

In the Document Type text box, type JV.

In

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a.

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E

On the Repository## list, select the List tab and choose Settings→List Settings.

or

a.

e.

In the Number of Documents text box, type 10.

f.

Click Save.

g.

On the Repository## page, click the Add new item link.

h.

In the Title text box, type EFC.

i.

In the Organization text box, type EFC.

Introduction

xxxiii

INTRODUCTION j.

In the Document Type text box, type JV.

k.

In the Number of Documents text box, type 5.

l.

Click Save.

12. Create the Orders and Purchases Discussion Board discussion board. Access the Budget subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Discussion Board.

d.

For Name, type Orders and Purchases.

e.

For Description, type Discussion Board for Orders and Purchases.

f.

Click Create.

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on

a.

13. Create the Purchase List Announcements announcement. Access the Budget subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Announcements.

d.

For Name, type Purchase List Announcements.

e.

For Description, type Purchase List Announcements.

f.

Click Create.

Ed

a.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Announcements.

d.

For Name, type List of New Suppliers.

e.

For Description, type List of New Suppliers.

f.

Click Create.

IC PL

ct

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Access the Budget subsite.

or

a.

E

14. Create the List of New Suppliers announcement.

Create the Profitability Ratios subsite. Access the Finance site collection.

b.

Choose Site Actions→New Site.

c.

For Title, type Profitability Ratios.

d.

For Description, type Profitability Ratios subsite.

e.

For URL name, type pr.

f.

In the Permissions section, select the Use unique permissions option.

g.

Click Create.

h.

On the Set Up Groups for this Site page, in the Visitors to this Site section, select Create a new group and assign user05 as the visitor and add user01 as a member and also add bwheeler, rbaker, GLOBAL\Administrator, mcalla, and central, user01 to user12 as owners of the site.

2.

xxxiv

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a.

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Create the Profitability Ratios Subsite.

Click OK.

On the Profitability Ratios subsite, create the Monthly Turnover Reports document library.

Microsoft® SharePoint® Foundation 2010 - Level 2

c.

For Name, type Monthly Turnover Reports.

d.

For Description, type Monthly Turnover Reports.

e.

For Document Version History, click Yes.

f.

For Document Template, select Microsoft Word document.

g.

Click Create.

On the Profitability Ratios subsite, create the Equity Holders document library. Access the Profitability Ratios subsite.

b.

Click Site Actions→New Document Library.

c.

For Name, type Equity Holders.

d.

For Description, type Equity Holders.

e.

For Document Version History, click Yes.

f.

For Document Template, select Microsoft Office Word Document.

g.

Click Create.

Ed

iti

a.

c.

For Name, type Preference Holders.

d.

For Description, type Preference Holders.

e.

For Document Version History, click Yes.

f.

For Document Template, select Microsoft Office Word document.

g.

Click Create.

a.

Access the Profitability Ratios subsite.

b.

Click Lists.

c.

Under All Site Content, click Create.

d.

Under Custom Lists, click Custom List.

e.

For Name, type Sales Books List.

f.

For Description, type Sales Books List.

g.

Click Create.

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On the Profitability Ratios subsite, create the Sales Books List list.

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Click Site Actions→New Document Library.

IC

b.

PL

Access the Profitability Ratios subsite.

or

a.

E

On the Profitability Ratios subsite, create the Preference Holders document library.

DO

On the Profitability Ratios subsite, create the Cash Books List list. a.

Access the Profitability Ratios subsite.

b.

Click Lists.

c.

Under All Site Content, click Create.

d.

Under Custom Lists, click Custom List.

e.

For Name, type Cash Books List.

f.

For Description, type Cash Books List.

g.

Click Create.

In

6.

Click Site Actions→New Document Library.

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5.

b.

ru

4.

Access the Profitability Ratios subsite.

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3.

a.

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INTRODUCTION

7.

Create the Stakeholders’s Discussion Board discussion board.

Introduction

xxxv

INTRODUCTION Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Discussion Board.

d.

For Name, type Stakeholders’s Discussion Board.

e.

For Description, type Stakeholders’s Discussion Board.

f.

Click Create.

Create the Quarterly Profit announcement.

on

b.

Access the Profitability Ratios subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Announcements.

d.

For Name, type Quarterly Profit.

e.

For Description, type Quarterly Profit.

f.

Click Create.

iti

a.

Create the E.P.S. (Earnings Per Share) announcement.

Ed

Access the Profitability Ratios subsite.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Communications, click Announcements.

d.

For Name, type E.P.S. (Earnings Per Share).

e.

For Description, type E.P.S. (Earnings Per Share).

f.

Click Create.

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a.

AT

9.

Access the Profitability Ratios subsite.

or

8.

a.

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ct

Need top-level step.

Access the Finance site collection.

b.

Click Site Actions→View All Site Content. Click Create.

c.

Under Tracking, click Project Tasks.

d.

For Name, type Q4 Audit##.

e.

For Description, type Q4 Audit Project Task List.

f.

Click Create.

g.

On the Items tab, in the New group, click New Item.

h.

In the Title text box, type Q4 Audit Deadline

i.

In the Assigned To text box, type mcalla and press Enter.

j.

In the Start Date text box, type 10/01/2010

k.

In the Due Date text box, type 12/31/2010

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st In l.

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a.

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1.

IC

Create the Q4 Audit## Project Task List on the Finance Site Collection

Click Save.

Create Instructor and Student Computers Follow these steps to create instructor and student computers: 1. Install Windows Vista Business with the following parameters:

xxxvi

Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION —

Students: computer 01 through computer 12

—

Instructor: central

Administrator Password: !Pass1234

—

Domain: ourglobalcompany.com

—

IP Address: Students: 192.168.1.1 through 192.168.1.12

—

Instructor: 192.168.1.101

Subnet Mask: 255.255.255.0

—

Preferred DNS Server: 192.168.1.200

Assign the user as Administrator to the local machine. Open the Computer Management console.

b.

Expand Local Users And Groups.

c.

Click Groups.

d.

Double-click Administrators.

e.

Click Add.

f.

Click Advanced.

g.

Click Find Now.

h.

Select the user name for the computer.

i.

Click OK three times.

j.

Close Computer Management.

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2.

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— Default Gateway: 192.168.1.200

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—

—

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—

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Computer Name:

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—

4.

Install and activate Microsoft Office 2010 Professional Plus.

5.

On the course CD-ROM, open the 084_697 folder. Then, open the Data folder. Run the 084697dd.exe self-extracting file located within. This will install a folder named 084697Data on your C drive. This folder contains all the setup and data files that you will use to complete this course.

6.

Log on to the GLOBAL domain as user## (password !Pass1234).

7.

To set the Internet Explorer home page to http://wss/default.aspx.

DU

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Start Internet Explorer.

b.

Choose Tools→Internet Options.

c.

In the Home Page section, for Address, type http://wss/default.aspx and click OK.

d.

Close Internet Explorer.

Configure Microsoft Office Outlook 2010. Open Microsoft Office Outlook 2010.

In

a.

DO

a.

st

8.

PL

Perform a typical installation of Internet Explorer 8.0.

ct

3.

b.

In the Outlook 2010 Startup wizard, click Next.

c.

Click Next.

d.

Verify that the correct email address is displayed and click Next.

e.

If necessary, check Manually Configure Server Settings, and provide the outgoing and incoming mail server names (dc.ourglobalcompany.com), then click Next.

Introduction

xxxvii

INTRODUCTION Click Next.

g.

Click Finish.

h.

Restart Microsoft Office Outlook 2010.

i.

When prompted to synchronize RSS feeds, click Yes.

j.

When prompted about Desktop Search, check Do not show this message again, and click No.

k.

Log off.

on

f.

Configure Microsoft Office Outlook 2010 in all student computers for user06. Log in to windows as user06.

b.

Open Microsoft Office Outlook 2010.

c.

In the Outlook 2010 Startup wizard, click Next.

d.

Click Next.

e.

Verify that the correct email address is displayed and click Next.

f.

If necessary, check the Manually Configure Server Settings check box and provide the outgoing and incoming mail server names (dc.ourglobalcompany.com), then click Next.

g.

Click Next.

h.

Click Finish.

i.

Restart Microsoft Office Outlook 2010.

j.

When prompted to synchronize RSS feeds, click Yes.

k.

When prompted about Desktop Search, check the Do not show this message again check box and click No.

l.

Log off.

E AT

IC

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Ed

iti

a.

PL

Configure Microsoft Office Outlook 2010 in all student computers for mcalla. b.

Open Microsoft Office Outlook 2010.

c.

In the Outlook 2010 Startup wizard, click Next.

d.

Click Next.

ru

DU

Log on to windows as mcalla.

ct

a.

f.

If necessary, check Manually Configure Server Settings, and provide the outgoing and incoming mail server names (dc.ourglobalcompany.com), then click Next.

g.

Click Next.

h.

Click Finish.

i.

Restart Microsoft Office Outlook 2010.

j.

When prompted to synchronize RSS feeds, click Yes.

k.

When prompted about Desktop Search, check the Do not show this message again check box and click No.

In l.

DO

NO T

Verify that the correct email address is displayed and click Next.

st

e.

Log off.

Configure Microsoft Office Outlook 2010 in all student computers for bwheeler.

xxxviii

a.

Log on to windows as bwheeler.

b.

Open Microsoft Office Outlook 2010.

Microsoft® SharePoint® Foundation 2010 - Level 2

INTRODUCTION d.

Click Next.

e.

Verify that the correct email address is displayed and click Next.

f.

If necessary, check Manually Configure Server Settings, and provide the outgoing and incoming mail server names (dc.ourglobalcompany.com), then click Next.

g.

Click Next.

h.

Click Finish.

i.

Restart Microsoft Office Outlook 2010.

j.

When prompted to synchronize RSS feeds, click Yes.

k.

When prompted about Desktop Search, check the Do not show this message again check box and click No.

l.

Log off.

Due to multiple users accessing this option, it will get enabled by the first user accessing this option and the other users accessing this page after that will find this option enabled.

iti

on

In the Outlook 2010 Startup wizard, click Next.

Install Microsoft .NET Framework 3.5 SP1.

Download or copy the Microsoft .NET Framework 3.5 sp1 setup file to WSS. You can place it in a folder such as Software on the hard drive.

b.

In Windows Explorer, navigate to the location of the Microsoft .NET Framework 3.5 sp1 setup file, and double-click the file name.

c.

Click Run.

d.

Check the I have read and accept the terms of the licensing agreement check box.

e.

Click Install.

f.

If necessary, provide the Internet connection.

g.

If necessary, click the icon on the taskbar to monitor the installation.

h.

When the installation is complete, click Exit.

IC

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9.

c.

PL

DU

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10. In the Instructor machine, from the InfoPath application, publish the NewCandidateApplicationForm.xsn form template from the C:\084697Data\Setup\ folder.

ru

Install Microsoft Office SharePoint Designer 2010 2.

Perform the installation accepting the default settings.

In

DO

NO T

In the Instructor machine, install the Microsoft Office SharePoint Designer 2010 application.

st

1.

Introduction

xxxix

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NOTES

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Microsoft® SharePoint® Foundation 2010 - Level 2

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LESSON 1

LESSON 1

Lesson Time 2 hour(s)

DU

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st

E

Create a web part.

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•

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Brand a site collection.

or

•

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You will: • Describe SharePoint site hierarchy.

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In this lesson, you will brand a site collection.

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Branding a Site Collection

Lesson 1: Branding a Site Collection

1

LESSON 1 Introduction

on

In this course, you will manage groups of related team sites and subsites in addition to their separate site components. One of the simplest and most effective management tasks you can perform for a group of related sites is to provide it with a similar look and feel. In this lesson, you will brand SharePoint sites.

iti

Team sites are not individual entities but exist within a larger framework. For instance, recruitment, benefits and compensation, and grievances are individual team sites that collectively fall under the group called human resources. Therefore, it would be ideal for all these related sites to have a uniform look and feel in terms of color, layout, and navigation. Microsoft SharePoint Foundation 2010 caters to this need by providing options that enable you to create a customized brand image for a group of sites.

Ed

TOPIC A

Describe the SharePoint Site Hierarchy

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or

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E

You have performed basic administration of individual team sites as a team site owner. Responsibilities increase with every role change. Now, you may need to administer groups of related sites and subsites. But for you to be able to perform your role, you will need to understand the various levels of hierarchy that exist in SharePoint Foundation. In this topic, you will describe the SharePoint site hierarchy.

PL

ct

As you grow in an organization, your roles and responsibilities also change. Likewise, as you move from managing a single team site to managing groups of sites, it is critical for you to understand the various components and their levels in the SharePoint hierarchy.

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In

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A web application comprises the Internet Information Services (IIS) site and its own content databases, which enable you to host sites and store content in the sites. A SharePoint Foundation web application has at least one content database that is created by default when the web application is created, and more content databases can be added depending on specific requirements. The SharePoint web application consists of one or more site collections. A site collection contains group of sites and subsites within it. The site collection has a top-level site, which enables users to navigate to the subsites present within the site. The subsites within a site collection form the fourth level of the SharePoint hierarchy. Every SharePoint site is composed of lists, libraries, and other web parts, which constitute the last level of the SharePoint site hierarchy.

st

In this course, students with prior site owner experience will progress to performing the tasks of a site collection administrator. This requires the student to understand the overall framework within which a SharePoint site exists. After covering site collection administration, students will then proceed on on to perform advanced administrative operations such as creating and deleting site collections, setting quotas, and managing users of the site collection using Central Administration.

SharePoint Foundation is a secure web-based collaboration platform that facilitates easy access to team members and information. It is a collection of several sites and subsites, composed of data components such as lists, libraries, and web parts. However, these sites are part of a layered architecture. At the top of the SharePoint hierarchy are the server farms. A server farm is a collection of interconnected computers that enables processing capabilities beyond that of a single computer. A server farm consists of one or more web applications.

ru

SharePoint Site Hierarchy

DU

The SharePoint Site Hierarchy

2

Microsoft® SharePoint® Foundation 2010 - Level 2

on

LESSON 1

Figure 1-1: The SharePoint site hierarchy.

iti

Databases A database is a collection of organized data, which ensures that the data be easily accessed, managed, and updated. Computer databases contain a collection of data records or files, such as sales, product catalogs and inventories, and customer details.

Ed

Internet Information Services Internet Information Services (IIS) is a web server application specifically designed to be used with Microsoft Windows. A web server is a computer that enables you to host websites and deliver content on web pages. IIS is tightly integrated with the operating system, and so it is relatively easy to administer.

E

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Web Applications and Site Collections A web application will have one or more of its own content databases, but every site collection belongs to one database. This database can be shared among site collections that exist in the same web application. Further, security policies, such as authentication and enabling anonymous users, can be set only at the level of web application.

PL

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Site Collections

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SharePoint Shared Services Often, you may be in need for services such as search and user profiles, for more than one web application. In such instances, you can set up the service for one time and then share it across several web applications. A Shared Service Provider (SSP) enables you to share such services across several web applications.

DO

Site Collections

In

st

Definition: A site collection is a virtual logical container consisting of one or more elements for grouping sites and subsites. A site collection consists of a top-level site and one or more subsites within it. Subsites in a site collection are sets of websites that share the same owner and administration settings, security, navigation, and content structures. A site collection or its top-level website is the first-level of hierarchy displayed in the bread crumb. Though users of a subsite may not have access to every website in the site hierarchy, they can view those sites on the top-link bar. Users and groups can be assigned default rights at the site collection level. Users can be created at any site level and their rights can be modified at any subsite, or item level. For some kinds of administrative tasks, the site collection and its top-level website can be considered a single entity.

Lesson 1: Branding a Site Collection

3

LESSON 1

Ed

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Example: In any organization, there will be several departments such as human resources, administration, production, marketing and maintenance. Each department may have several subdivisions. A human resource department may have a recruitment division, benefits and compensation division, and a grievances division. Therefore, we can have a site collection and a top-level site for HR. And, each subdivision can have individual subsites. This site and the subsites together form a group, which is called a site collection.

or

AT

SharePoint Site Administration Levels

E

Figure 1-2: A site collection.

st In

Site collection administrators

4

DU

They define policies to assign permissions to individual users or groups at the web application level, perform all administrative tasks in central administration site for the server and the server farm, and assign administrators to manage shared services. Farm administrators do not have access to individual sites or their content.

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Server administrators

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Farm administrators

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Description

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Administrator Group

IC

All SharePoint site hierarchy levels have a corresponding administration group that maintains and manages various components.

They perform administrative tasks on a local server at the web application level. The tasks include installing new applications, deploying web parts, and creating new web applications and new IIS web sites. Like farm administrators, these administrators do not have access to individual sites. They have full control over site collections and perform administrative tasks on all websites within a site collection. They have access to all the sites and their content.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 Description

Site owners

They have full control over a particular site within a site collection. They perform administrative tasks for the site, list, library, or any web part in that site. They receive all email notifications such as, request for site access and pending automatic deletion of inactive sites.

on

Administrator Group

iti

The Central Administration site is a separate website that is available in SharePoint Foundation to perform administrative tasks at the farm, web application, or site collection level.

Ed

Site Collection Administrator vs. Site Owner Tasks A site owner is responsible for managing an individual site within a site collection. He creates sites, adds web parts, lists, and libraries, assigns permissions to users who can access the site, plans for the look and feel of the site, manages navigation options within a site, and assigns workflow tasks to users. But a site owner cannot delete a site.

Central administration site will be covered in detail in the later lessons.

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A site collection administrator creates a site collection and manages the top level site and all subsites in a site collection. He can also delete a site from a site collection, plan the structure of a site collection, create navigation options for all sites in a site collection, create workflows, administer a site collection by modifying settings, and perform site maintenance. The site collection administrator accesses Central Administration to perform advanced administrative tasks. On the other hand, a site owner does not have access to the central administration site and is restricted to the maintenance of one site.

PL

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Service Application Administrators and Feature Administrators Service Application and Feature administrative levels exist if shared services are deployed in a web application. Service application administrators configure settings for a specific service application such as advanced search features in a server farm. However, they cannot create a service application in a farm or perform any farm level operations. Feature administrators are responsible for managing a specific feature of a service application such as audiences or user profile. They do not manage the entire service application.

Lesson 1: Branding a Site Collection

5

LESSON 1

ACTIVITY 1-1 Describing the SharePoint Site Hierarchy

on

Scenario: As a site collection administrator, you would like to administer SharePoint sites; for this, you want to familiarize yourself with SharePoint site hierarchy. Understanding the SharePoint site hierarchy can help you administer sites effectively, because you can plan for the top-level site and various subsites.

Select the option that is specifically configured to run SharePoint sites. ✓ b) IIS site c) Server farm d) SharePoint site collection

Select the option which is at the top level of the SharePoint hierarchy. ✓ a) Server farm c) IIS site

or

b) Web application

AT

2.

Ed

a) Web application

IC

d) SharePoint Server

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a) Budget

b) Expenses ✓ c) Finance

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In

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d) Accounts Payable

PL

Select the option that is the most logical choice to be the top-level site with the other options as the subsites.

DU

3.

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1.

How You Do It

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What You Do

6

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1

TOPIC B

on

Create a Custom Look and Feel for a Site Collection

You are familiar with the SharePoint site hierarchy and the position of a site collection in the SharePoint site hierarchy. As a site collection administrator, you want to ensure that all subsites within a site collection have a consistent look and feel. In this topic, you will create a custom look and feel for a site collection.

Ed

iti

As a site collection administrator, you will often want to maintain a familiar branding across related sites in a site collection. You may want to maintain a consistent theme and modify the navigation options so that users have a familiar feel in moving around the sites. By using the master pages and site templates in SharePoint Foundation 2010, you can ensure that your site collection has a unique yet unified identity that suits your specific requirements.

SharePoint Master Pages

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SharePoint Master Pages

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Definition: A SharePoint master page determines content, such as headers, navigation, and color schemes, which can be reused across web pages. Master pages enhance the look and feel of a site and help in branding a site collection. They enable you to ensure a consistent look and feel across sites and improve the usability of the site. Master pages can also be used to develop the page layout, navigational elements, common content, and the content for the linked pages according to client requirements. The default master page is stored on the Master Page Gallery page and only one master page can be set as the default master page for a site.

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Example:

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You can design a master page using Microsoft Office SharePoint Designer 2007.

Figure 1-3: A SharePoint master page.

Lesson 1: Branding a Site Collection

7

LESSON 1 Site Templates

on

A site template provides you with a predefined site design and enables you to create websites for specific purposes. There are two categories of templates, Collaboration and Meetings.

Site Template

Collaboration

The templates in the collaboration category enable you to create a template that facilitates information collaboration among users. It contains templates such as Team Site, Blank Site, Document Workspace, Group Work Site, and Blog.

Meetings

The templates in the meetings category enable you to create a template that facilitates structured collaboration rather than just a casual sharing of information. It contains templates such as Basic Meeting Workspace, Blank Meeting Workspace, Decision Meeting Workspace, Social Meeting Workspace, and Multipage Meeting Workspace.

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Category

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Site Templates vs. Master Pages

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or

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A site owner can create SharePoint sites using a site template. The site thus created will be based on the selected site template. A master page can be used to change the appearance and the look and feel of specific pages in a site. A site template can be reused to create sites, whereas a master page can be applied to specific sites or desired web pages in a site.

PL

The Solution Gallery Page

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The Solution Gallery page displays all custom solution templates available in a site and subsites within it. A solution template is designed to assist you in defining, organizing, and developing the essential parts and features of a SharePoint site.

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The Solution Gallery: Solutions page contains a group of icons on the Solutions tab to work with templates.

Planning Site Navigation

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By using all the navigational elements effectively, you can ensure that users have easy access to information on your site. The common navigational elements include bread crumbs, quick launch bar, and tree view.

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Planning Site Navigation

In

Guidelines: To plan for site navigation, the site collection administrator should consider several factors: • Draft a site navigation structure.

•

8

•

Create a hierarchical structure of the site collections and sites that you plan to create.

•

Make sure that your structure allows for any expansion in future.

Determine which sites inherit the top link bar.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 Use unique navigation if you want the Home tab of a site to open that site’s home page instead of the inherited navigation.

•

Determine the additional links to be added manually to the top link bar.

Decide upon other site navigation options. •

Customize the Quick Launch bar by adding new links and changing the order of the links.

•

Enable the tree view for the site users to display the site content hierarchically.

on

•

•

iti

If a site inherits navigation from its parent site, say the top-level site of the site collection, then the navigation is said to be inherited. If a site has a navigation technique specifically designed for it, it is said to have unique navigation.

Ed

Example: As a site administrator of OGC you are planning the site navigation of the Human Resource site collection. You decide to include subsites named Recruitment, Benefits and Compensation, and Grievances. The subsites will inherit navigation from the toplevel Human Resource site. But, the Grievances site will have unique navigation because you want the home tab to display the top-level site.

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Figure 1-4: Site navigation.

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The top link bar will have links to all subsites. On the Quick Launch bar, you decide that the Interview Feedback library be placed on the top, because the members of the department will often access this library. You also decide not to enable tree view because presently the Human Resource site collection has only three subsites and a tree view is helpful when there are multiple subsites within sites in a site collection.

Lesson 1: Branding a Site Collection

9

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LESSON 1

Ed

Figure 1-5: Unique navigation of the Grievances site.

How to Create a Custom Look and Feel for a Site Collection

2.

Choose Site Actions→Site Settings.

3.

From the Galleries section, click the Master pages link.

4.

On the Master Page Gallery page, on the Documents tab, in the New group, click Upload Document to upload a master page.

PL

b.

In the browser window, in the Master Page Gallery — Upload Master Page dialog box, click Browse.

c.

Navigate to the desired folder and open the desired file.

d.

If necessary, uncheck the Add as a new version to existing files check box to remove versioning.

e.

Click OK.

f.

On the Master Page Gallery page, click Save.

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Choose Upload Document to upload a single document.

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a.

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•

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Upload a single document.

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Access the desired site URL in a browser.

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1.

•

10

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To upload a master page:

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Procedure Reference: Upload a Master Page

Upload multiple documents. a.

From the Upload Documents drop-down menu, click Upload Multiple Documents to upload multiple documents.

b.

Add the necessary documents. •

On the Master Page Gallery — Upload Master Page page, drag and drop the desired file(s).

•

Or, click Browse for files instead link and choose the desired file(s). Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 c.

Click Done.

Procedure Reference: Change Master Page Gallery Navigation Options To change master page gallery navigation options: Access the desired site URL in a browser.

2.

Choose Site Actions→Site Settings.

3.

From the Galleries section, click the Master pages link.

4.

On the Master Page Gallery page, on the Library tab, in the Settings group, click Library Settings.

5.

Change the title, description, and navigation options, and enable the Quick Launch option.

iti

on

1.

In the General Settings section, click the Title, description and navigation link.

b.

If necessary, in the Name and Description section, change the gallery name and description.

c.

In the Navigation section, under the Display this document library on the Quick Launch option, select Yes to create a link to the master page gallery on the Quick Launch bar.

d.

Click Save.

AT

Procedure Reference: Customize the Look and Feel of a Site To customize the look and feel for a site:

or

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a.

2.

Choose Site Actions→Site Settings.

3.

On the Site Settings page, in the Look and Feel section, click the desired link to select the desired customization.

PL

IC

Navigate to the desired site.

ct

1.

•

Click the Quick Launch link and select the desired link to customize the Quick launch bar.

•

Click the Top link bar link and select the desired link to change the order or add a new link.

•

Click the Tree view link to enable Tree view.

•

Click the Site theme link and select the desired option to modify the site’s theme.

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Click the Title, description, and icon link and perform the desired customization to customize the site’s title, description, and icon.

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•

Procedure Reference: Save a Site as a Template

In

To save a site as a template: 1.

In your browser, access the desired site.

2.

Choose Site Actions→Site Settings.

3.

On the Site Settings page, in the Site Actions section, click the Save site as template link.

Lesson 1: Branding a Site Collection

11

LESSON 1 On the Save as Template page, in the File Name section, in the File name text box, enter the desired file name.

5.

In the Name and Description section, in the Template name text box, enter the desired template name.

6.

If necessary, in the Name and Description section, in the Template description text box, enter the description for the template.

7.

If necessary, in the Include Content section, check the Include Content check box.

8.

Click OK.

on

4.

To upload a solution to the solution gallery:

iti

Procedure Reference: Upload a Solution to the Solution Gallery Navigate to the desired site collection.

2.

Choose Site Actions→Site Settings.

3.

On the Site Settings page, in the Galleries section, click the Solutions link.

4.

In the Solutions Gallery: Solutions page, on the Solutions tab, click Upload Solution.

5.

In the Solution Gallery– Upload Solution dialog box, in the Upload Solution section, click Browse.

6.

In the Choose File to Upload dialog box, navigate to the desired folder and select the desired file and click Open.

7.

In the Solution Gallery– Upload Solution dialog box, click OK.

8.

On the Solutions Gallery: Solutions page, on the Solutions tab, click Activate.

9.

In the Solution Gallery– Activate Solution dialog box, on the View tab, click Activate.

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1.

12

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1

ACTIVITY 1-2 Before You Begin: 1. Log in to Windows with the username user## and password !Pass1234. In the User name text box, replace the ## with the student number assigned to you.

on

Creating a Custom Look and Feel for a Site Collection

Ensure that you have full rights over the Corporate Communications site collection.

3.

In the browser window, in the address bar, type http://wss/sites/corcom## to navigate to the Corporate Communications site collection.

iti

2.

Ed

Scenario: As the site collection administrator of the Corporate Communications site collection, you want to implement a modified site design for the home page of site collection. Your SharePoint site designer has provided you with a master page containing the unique brand design. You also want to customize the navigation options for the site and save this site page as a template. And you want to use the new template to create a new sub site for group communications.

E

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NO T DO

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 1: Branding a Site Collection

13

LESSON 1 What You Do 1.

How You Do It

Upload the HR.master master page.

An optional activity on how to create a master page is available in the appendix.

a. Choose Site Actions→Site Settings.

on

b. On the Site Settings page, in the Galleries section, click the Master pages link. c. On the Master Page Gallery page, observe that the default.master master page is present.

iti

d. On the Master Page Gallery page, on the Documents tab, in the New group, choose Upload Document→Upload Document.

Ed

e. In the Master Page Gallery - Upload Master Page dialog box, click Browse. f.

Navigate to the C:\084697Data\Branding a Site Collection folder.

E

g. In the Choose File to Upload dialog box, select HR.master and click Open.

In 14

IC

In the Master Page Gallery – HR.master dialog box, type HR## and click Save.

j.

Observe that the HR##.master master page is added to the Master Page Gallery page.

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PL

i.

NO T DO

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or

AT

h. In the Version Comments section, in the Version Comments text box, type Customized master page and click OK.

Due to multiple users loading the same master page, the results will be based on the first user who uploads the page.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 2.

Enable the Quick Launch bar for the master page.

a. On the Master Page Gallery page, on the Library tab, in the Settings group, click Library Settings.

on

b. On the Document Library Settings page, in the General Settings section, click the Title, description and navigation link.

iti

c. On the General Settings page, in the Navigation section, under the Display this document library on the Quick Launch option, select Yes to create a link to the master page gallery on the Quick Launch bar. d. Click Save.

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IC PL

DU

NO T DO

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e. Observe that Master Page Gallery is now visible on the Quick Launch bar.

Lesson 1: Branding a Site Collection

15

LESSON 1 3.

Change the Corcom## site’s description and logo.

a. On the Quick Launch bar, click the Shared Documents link.

on

b. On the Documents tab, in the New group, choose Upload Document→Upload Document. c. In the Shared Documents - Upload Document dialog box, click Browse.

iti

d. In the Choose File to Upload dialog box, navigate to the C:\084697Data\Branding a Site Collection folder and select banner and click Open.

Ed

e. Click the banner item and copy the URL link. f.

Click OK.

E

g. If necessary, navigate to the Corcom## site.

j.

On the Title, Description, and Icon page, in the Description text box, click after collection and press the Spacebar.

DU

NO T

k. Type for recording communications.

l.

DO

IC

In the Look and Feel section, click the Title, description, and icon link.

PL

i.

In the Logo URL and Description section, in the URL text box, right-click and choose Paste.

m. If necessary scroll down, and on the Title, Description, and Icon page, click OK.

In

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AT

h. At the top-left corner of the page, choose Site Actions→Site Settings to navigate to the Site Settings page.

16

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1

a. On the Site Settings page, in the Look and Feel section, click the Site theme link.

Set a theme for home page of Corcom## site collection.

Ed

4.

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on

n. Observe that the new logo is now displayed on the Corcom## site.

AT

E

b. On the Site Theme page, in the Select a Theme section, select Cay and click Apply.

IC

a. In the Look and Feel section, click the Quick launch link.

PL

Customize the Quick Launch bar on the home page of Corcom## site collection.

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5.

or

c. Observe that the Cay theme has been applied to the Corcom## site.

DU

b. On the Quick Launch page, click the Change Order link.

In Lesson 1: Branding a Site Collection

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d. From the Discussions drop-down list, select 2 and click OK. e. On the Quick Launch page, click the New Heading link.

DO

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c. From the Lists drop-down list, select 1.

f.

On the New Heading page, in the Type the Web address text box, click after“http://” and type wss/sites/ corcom##/default.aspx

g. In the Type the description text box, type Corporate Communications site collection and click OK.

17

LESSON 1 6.

Save the Corcom## site as a template and activate the template.

a. Choose Site Actions→Site Settings. b. In the Site Actions section, click the Save site as template link.

on

c. In the File Name section, in the File name text box, type Corcom##

iti

d. In the Name and Description section, in the Template name text box, type Corcom Site Template## e. In the Template description text box, type New site template to be applied for new sites in Corcom site collection. Scroll down and click OK.

Ed

f.

g. Observe the message indicating the successful creation of the template and click the user solution gallery link.

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IC

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j.

On the Solution Gallery page, observe that the Status of Corcom Site Template## is Activated.

PL

If necessary, in the Solution Gallery — Activate Solution dialog box, on the View tab, click Activate and Close.

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k. Navigate to the home page of Corporate Communications site collection.

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i.

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h. If necessary, on the Solution Gallery page, click the drop-down menu next to Corcom Site Template## and select Activate.

18

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 7.

Create a new Group Site## site using the Corcom Site Template##.

a. Choose Site Actions→New Site.

on

b. On the New SharePoint Site page, in the Title and Description section, in the Title text box, type Group Site## c. In the Description text box, type Use this site to record group communications.

iti

d. In the Web Site Address section, In the URL name text box, type groupsite##

e. In the Template Selection section, on the Custom tab, verify that Corcom Site Template## is selected.

f.

Ed

In the URL name text box, replace the ## with the student number assigned to you.

Scroll down and click Create.

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AT

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g. In the browser window, observe that the Group Site## site has been created using the Corcom Site Template## template.

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TOPIC C

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h. Scroll down to view the entire page.

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Create a Custom Site Layout

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You have created a unique identity for your site collection. But it is not enough to just customize the navigation and look of your sites. The site layout is also very critical in ensuring that the users are able to use the information presented on a web page effectively. Therefore, you may want to add or modify the existing regions to customize your site structure as per the needs. In this topic, you will create and manage web parts.

In

Imagine constructing a house. You have a plan that shows the layout of the house. This describes the location of rooms in the house as you desire. Similarly, for a SharePoint site, layout helps you to decide the position of information in a site so that the users can find the required information quickly. All sites cannot have the same layout. You can modify the existing layout to present the information on your site effectively.

Lesson 1: Branding a Site Collection

19

LESSON 1 SharePoint Web Parts

on

Web parts are containers that hold information of a web page on a SharePoint site. A web part is an integrated set of controls for creating web sites that enable users to modify the content, appearance, and behavior of web pages directly in a browser. Web parts improve business productivity and efficiency by allowing you to customize a site to meet your business needs. A SharePoint page is built by integrating web parts into a web page. SharePoint Foundation allows you to use default web parts such as announcements, calendar, and contacts and also allows you to create custom web parts that suit your business needs. The web part page has a collection of web parts designed for a specific purpose. Web parts can be added directly to wiki pages, content pages, publishing pages, and web part pages.

iti

The New Web Part Page

Ed

The New Web Part Page consists of various sections that enable you to create a web part page.

Section

Enables You To

Specify the file name of the web part page.

Name

Specify a layout template that will map the web part in different zones on the page.

Layout

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AT

E

Save the web part in a document library.

Save Location

IC

Web Part Categories

Lists and Libraries

Add announcements, schedule calendar events, maintain contacts, add links, store shared documents, manage site assets, create and store pages on a site, add tasks, and hold team discussion.

In

Media and Content

People

NO T DO

st Documents

DU

Consists of Web Parts that Enable You To

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Web Part Category

Content Roll up

20

PL

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Microsoft SharePoint Foundation 2010 offers several categories of built-in web parts.

Relate simple form controls to other web parts, demonstrate a slideshow of images in the picture library, and Display eXtensible Markup Language (XML) and apply eXtensible Stylesheet Language Transformations (XSLT) to the content.

Displays documents relevant to the current user. Store formatted text, hyperlinks, images, tables on a page, display an image, display another web page on the current web page, and exhibit a silverlight application. Display or add a list of users and groups who have permission to use the site. This list appears on the document workspace site, which also enables you to display tasks assigned to the current user.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1

on

eXtensible Markup Language (XML) eXtensible Markup Language is a mechanism to identify structures in documents containing structured information. Structured information contains both content (words, pictures, etc.) and some indication of what role that content plays. XML schema refers to the data structure of an XML document and ensures that the XML elements linked to it follow the defined structure.

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eXtensible Stylesheet Language (XSL) eXtensible Stylesheet Language is used to create a new XML document with the content of an existing XML document. XSL Transformations (XSLT) is a language to transform an XML document into another XML document, or another type of document that is recognized by a browser, such as HTML and XHTML.

Ed

Hyperlinks A hyperlink is an element in an electronic document that acts as a reference to content in the same document or in some other document. It takes the user to the required content automatically once the user clicks on it.

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The Web Part Gallery Page

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The Silverlight Application A Silverlight application is an interactive application developed based on .NET framework. The .NET framework is a common environment for building, deploying, and running web services and web applications for computers running on Microsoft Windows operating systems.

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Create and upload web parts, open and check out web parts, manage the permissions and properties of web parts, configure alerts whenever a change is made on the web part, email links, manage copies of web parts, and manage workflows associated with the web parts. View the web part format, work with datasheets, manage views of a web part, open a web part with Access, or with Windows Explorer, customize the web parts, and manage gallery settings.

DO

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Documents

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Navigate to the desired page.

Browse

Library

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Enables You To

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Option

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The Web Part Gallery page provides you with options that allow you to view and manage web parts used in a site collection.

In

The Gallery Settings Page The Gallery Settings page has various sections that enable you to customize a gallery.

Lesson 1: Branding a Site Collection

21

LESSON 1 Enables You To

List Information

View information about the web part gallery.

General Settings

Change the title, description, and navigation options for a web part, manage advanced settings and validate data in a column using formula.

Permissions and Management

Configure permissions and workflow settings.

Communications

Configure settings for communication methods such as RSS and emails.

Columns

Create a column and set various properties in a column.

Views

Create custom views.

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Section

E

Web Part Properties

Ed

Advanced Settings The Advanced Settings page contains options to open documents in browser, choose a URL destination that appear on the custom menu for the current list, perform search, specify Offline Client Availability options, permit editing of data using datasheet, and specify settings to launch actions such as new and edit in dialog boxes.

DU

You can change the title, height, and width of a web part page. You can customize the display of a shared web part using the Chrome State and Chrome Type options. You can set properties for hiding a web part, specify the direction of the text in the web part, and specify the Zone and the Zone Index. You can set properties for actions such as whether the web part can be minimized, closed, or hidden, for allowing web part connections, and allowing editing of the web part in the personal view. You can also specify the web part description and set options with respect to help, web part icon, and error message settings.

In

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Advanced

You can modify the current view or choose another view for the web part.

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Layout

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List Views

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Description

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Property

Appearance

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You can change the appearance, layout, and other settings of web parts using various web part properties.

22

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 Description

AJAX Options

You can display a refresh button right on the list, or set it up to refresh automatically at an interval instead of having to refresh the browser manually to see any changes to data on the screen. By enabling asynchronous load, you can load data from the server without disturbing the functioning of the current page.

on

Property

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Web Part Display Options You can modify the appearance of a shared web part by setting a fixed or variable height and width. You can also display the web part in a minimized or a normal mode using the Chrome State option. The individual components of a web part such as title and border display can be set using the Chrome Type option.

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The Web Part Zone and Zone Index The web part zone is a container of web parts that enables you to set the page layout of a web part and also group and organize web parts on a web page. You need to specify the web part zone while adding a web part to a web page. Only the web parts within a web part zone can be modified by users. The zone index enables a site owner to specify the position of a web part in a web part zone, when the zone contains more than one web part.

IC

or

Asynchronous Java Script and XML (AJAX) Asynchronous Java Script and XML is a group of interrelated web development techniques that can be used by end users to create interactive web applications.

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Asynchronous Load Asynchronous load is the process of loading of data to a server without disturbing the display and behavior of an existing page.

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Web Part Views

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Miscellaneous Properties Using miscellaneous properties, you can use a sample XML file to enable data view in SharePoint Designer, link the web part to an external XSL file for data view, store the data view for certain number of seconds, and initiate connected web parts, when the page initially loads in the browser. The connection property is applicable only for web parts with connected data views.

In

Web parts in Microsoft SharePoint Foundation 2010 can be displayed and edited in two views. In the shared view, you can add and edit a web part that will appear to all its users. In the personal view, you can add and edit a web part and only you will be able to view the changes. The other users will be able to see only the shared view of the web part.

Lesson 1: Branding a Site Collection

23

LESSON 1 Web Part Connections

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Web part connections enable you to modify data in a web part based on an action performed in another web part. You can enhance the usability of your web page by providing menus and use web part connections to connect and exchange data among web parts. A source web part can be connected to the destination web part by sending a table or row of data to the destination web part, or by receiving parameters or filter values from the destination web part. For example, a user has been assigned a task and once he has completed the task, he needs to inform his manager. If there is such a need, you can establish connection between the task and announcement web parts, so that once the task is completed, it is reflected in the site in the form of announcement.

Ed

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Establishing Web Part Connections To establish connections between web parts on different web part pages, use a web design program, such as Microsoft Office SharePoint Designer 2010, that is compatible with Microsoft SharePoint Foundation. Web Part Connection List Types Web part connections can be established only among lists that support tabular data such as Announcements, Contacts, Events, and Issues.

AT

Procedure Reference: Create a Web Part Page

or

To create a web part page:

2.

Access the Create page. • On the Quick Launch bar, click the All Site Content link and on the All Site Content page, click the Create link.

PL

IC

Navigate to the desired site.

ct

1.

Or, choose Site Actions→More Options.

DU

•

4.

In the Name section, enter the desired name for the page.

5.

If necessary, check the Overwrite if file already exists check box to overwrite the existing page.

6.

In the Layout section, from the Choose a Layout Template list box, select the desired layout.

NO T

On the Create page, click the Web Part Page link.

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3.

st In

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How to Create a Custom Site Layout

If necessary, in the Save Location section, from the Document Library dropdown list, select the desired library where the page will be stored.

8.

On the New Web Part Page, click Create.

DO

7.

Procedure Reference: Add Web Parts to a Page

24

To add web parts to a web page: 1.

Navigate to the desired site.

2.

Choose Site Actions→Edit Page.

3.

In the desired location, click the Add a Web Part link. Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 4.

On the Page tab, select the required web parts and click Add.

Procedure Reference: Configure a Web Part To configure a web part: Navigate to the desired site.

2.

Choose Site Actions→Edit Page.

3.

For the desired web part, click the drop-down arrow and choose Edit Web Part.

4.

In the tool pane, set the desired property and click Apply and OK.

iti

Procedure Reference: Add a Web Part to a Custom Group

on

1.

To add a web part to a custom group: In the browser, access the desired site.

2.

Choose Site Actions→Site Settings.

3.

On the Site Settings page, in the Galleries section, click Web Parts.

4.

On the Web Part Gallery page, for the desired web part, click the Edit button.

5.

In the Web Part Gallery— dialog box, in the Group section, add the desired group. From the Group section, select an existing group.

•

Or, select the Specify your own value option, and in the text box, specify the desired value.

AT

IC

Click Save.

ct

PL

Procedure Reference: Import a Web Part To import a web part:

E

•

or

6.

Ed

1.

2.

In the desired web part zone, click Add a Web Part.

3.

In the Browse tab, click the drop-down Upload a Web Part down arrow and click Browse.

4.

In the Choose File to Upload dialog box, navigate to the desired folder and select the desired web part, and click Open.

5.

Click Upload.

To export a web part:

NO T

DO

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Procedure Reference: Export a Web Part

DU

In the desired site, choose Site Actions→Edit Page.

ru

1.

In the desired site, choose Site Actions→Edit Page.

2.

In the desired web part zone, click Add a Web Part.

3.

From the Content Rollup category, click HTML Form Web Part.

4.

Click the down arrow near HTML Form Web part and select Export.

In

1.

Lesson 1: Branding a Site Collection

25

LESSON 1 Procedure Reference: Edit a Web Part To edit a web part: In the browser window, navigate to the desired site.

2.

Choose Site Actions→Edit Page.

3.

In the desired web part, from the Shared Documents drop-down menu, click Edit Web Part to edit the web part.

4.

In the tool pane, change the desired properties and click OK.

on

1.

Procedure Reference: Establish Web Part Connections Between Web Parts

iti

To establish a web part connection between web parts:

In the browser window, navigate to the desired site.

2.

Choose Site Actions→Edit Page.

3.

In the desired web part, click the drop-down button and choose Connections and select the desired web part connection option. Select Send Row of Data To and click the desired web part. In the Configure Connection– Web Page Dialog wizard, select the desired connection type. On the Choose Connection tab, from the Connection Type drop-down list, select Get Filter Values From and click Configure to filter or sort data from a column of the desired web part.

•

On the Choose Connection tab, from the Connection Type drop-down list, select Get Parameters From and click Configure to get parameters from the desired web part.

AT

E

•

IC

or

•

Ed

1.

•

Select Get Parameters From and click the desired web part. In the Configure Connection– Web Page Dialog dialog box, select the desired columns in both the web parts to get parameters from the desired web part.

DU

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Select Get Filter Values From and click the desired web part. In the Configure Connection– Web Page Dialog dialog box, select the desired columns in both the web parts to filter or sort data from a column of the desired web part.

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•

PL

Select Send Table To and click the desired web part to send a table to the destination web part.

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•

DO

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You can remove a connection between web parts by following the same procedure as in the case of establishing connections to open the Configure Connection — Web Page Dialog dialog box. In the Configure Connection — Web Page Dialog dialog box, click Remove Connection. In the Message from web page message box, click OK to remove the established connection between web parts.

In

Procedure Reference: Customize a Web Part Gallery

26

To customize a web part gallery: 1.

In the browser, access the desired site.

2.

Click Site Actions→Site Settings.

3.

From the Galleries section, click Web Parts.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 4.

On the Library tab, in the Settings group, click Library Settings.

5.

Customize the title, description, and navigation options.

b.

If necessary, in the Name and Description section, change the gallery name and description.

c.

In the Navigation section, under the Display this document library on the Quick Launch option, select Yes to create a link to the master page gallery in the Quick Launch bar.

d.

Click Save.

on

On the Gallery Settings page, in the General Settings section, click the Title, description and navigation link.

In the Field Order section, for the desired fields, from the Position from Top drop-down list, select a value and click OK to change the web part column ordering.

or

Customizing a Web Part Gallery

Disable the pop-up blocker in the browser.

PL

3.

ct

In the Address bar, type http://wss/sites/corcom##

IC

Before You Begin: 1. If necessary, open the browser window. 2.

E

ACTIVITY 1-3

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b.

iti

Customize the web part column ordering. a. On the Gallery Settings page, in the Columns section, click Column ordering.

Ed

6.

a.

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Scenario: You would like to create a web part page and add announcements, tasks, and links to update the visitors of the corcom## site about company events. You would like to change the column ordering of the group column that will be viewed by the site visitors and export the logo from the site. Also, you want to establish connection between Tasks and Announcements web parts so that the changes made to the tasks are visible on the announcements. In addition, you want to view the layout you created on the home page of Corporate Communications site collection.

DO

In

st

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 1: Branding a Site Collection

27

LESSON 1 What You Do

How You Do It

1.

a. Choose Site Actions→More Options.

Create a web part page.

on

b. On the Create page, in the Pages and Sites section, click the Web Part Page link. c. On the New Web Part Page, in the Name section, in the Name text box, type Corcom##

Add the Announcements and Tasks web parts to the Corcom01 web part page.

a. In the Header section, click the Add a Web Part link.

Ed

2.

iti

d. Scroll down and on the New Web Part Page, click Create.

b. On the Page tab, in the Web Parts list, verify that Announcements is selected.

E

c. Click Add.

PL

DU

b. In the Announcements - New Item dialog box, in the Title text box, type Weekly Communications

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c. In the Body text box, type ESOP details will be released soon!

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ru st In 28

IC

or

a. In the Header section, in the Announcements web part, click the Add new announcement link.

Add an announcement using the Announcements web part.

ct

3.

AT

d. In the Header section, click the Add a Web Part link and in the Web Parts list, select Tasks and click Add.

d. Click the date picker next to the Expires text box and select a date one week from now.

e. If necessary, scroll down to view the date. f.

On the Announcements - New Item dialog box, click Save.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 4.

Add a task using the Tasks web part.

a. In the Header section, in the Tasks web part, click the Add new item link.

on

b. In the Tasks - New Item dialog box, in the Title text box, type Tasks for the day c. In the % Complete text box, type 20

d. In the Assigned To text box, enter mcalla

Click the date picker next to the Due Date text box and select today’s date.

Ed

f.

iti

e. Scroll down and in the Description text box, type Please fill in the time card for this week.

g. If necessary, scroll down to view the date.

AT

a. In the Announcements## web part, click the down arrow and from the drop-down menu, choose Connections→Get Filter Values From→Tasks.

IC

Access the Configure Connection – Web Page Dialog wizard to connect the Announcements## and Tasks## web parts.

or

5.

E

h. In the Tasks - New Item dialog box, click Save.

PL

DU

DO

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c. In the Tasks## web part, observe that a double-headed arrow is visible indicating that connection has been established.

In

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b. In the Configure Connection -- Webpage Dialog dialog box, from the Provider Field Name drop-down list, select Modified and click Finish.

Lesson 1: Branding a Site Collection

29

LESSON 1 6.

Add and configure a Links web part.

a. In the Header section, click the Add a Web Part link.

on

b. On the Page tab, in the Web Parts category, select Links and click Add. c. In the Links web part, click the Add new link link.

iti

d. In the Links - New Item dialog box, in the Type the Web address text box, click after http:// and type wss/sites/hr/bc/ default.aspx

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e. In the Links - New Item dialog box, in the Notes text box, type Benefits and Compensation and click Save.

30

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 7.

Change the view and set the Zone property for the Links web part.

a. From the Links web part drop-down menu, choose Edit Web Part.

on

b. On the Links tool pane, from the Selected View drop-down list, select . c. In the Message from webpage message box, click OK.

iti

d. Expand Layout, scroll down, and from the Zone drop-down list, select Right Column.

f.

Ed

e. Expand AJAX Options, scroll down and scroll to the right and check Show Manual Refresh Button, click Apply and then click OK. Observe that the refresh button visible near the web part.

is

E

AT

or

g. On the Page tab, in the Page Actions group, click Make Home Page.

DO

NO T

DU

On the Home page of the Corporate Communications site collection, observe that a new layout based on Corcom## web part page is visible.

In

st

ru

j.

PL

Navigate to the home page of the corporate communications site.

ct

i.

IC

h. In the Message from webpage message box, click OK.

Lesson 1: Branding a Site Collection

31

LESSON 1 8.

Add the MSImage.dwp web part to a custom group.

a. Choose Site Actions→Site Settings. b. On the Site Settings page, in the Galleries section, click the Web parts link.

on

c. On the Web Part Gallery page, for the MSImage.dwp web part, in the Group column, observe that Media and Content is displayed.

iti

d. On the Web Part Gallery page, for the MSImage.dwp web part, click the Edit button.

Ed

e. In the Web Part Gallery - MSImage.dwp dialog box, in the Group section, verify that the Specify your own value option is selected. In the text box, triple-click and type Image and scroll down and click Save.

E

IC

PL

DU

b. On the Gallery Settings page, in the General Settings section, click the Title, description and navigation link. c. In the Navigation section, under the Display this gallery on the Quick Launch option, select Yes and click Save.

NO T

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In

DO

st

10. Change the ordering of the web part gallery columns by displaying the Group column as the last column.

32

a. On the Web Part Gallery page, check the MSImage.dwp item and on the Library tab, in the Settings group, click Library Settings.

or

Customize web part gallery navigation settings.

ct

9.

On the Web Part Gallery page, for the MSImage.dwp web part, in the Group column, observe that Image is displayed.

AT

f.

a. Scroll down and in the Columns section, click the Column ordering link.

b. On the Change Field Order page, for the field name Group, from the Position from Top drop-down list, select 5. c. Observe that the Group column has the fifth position in the column order and scroll down and click OK.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 1 a. Scroll down and on the Quick Launch bar, click the Corporate Communications Site Collection link.

11. Export the site image web part.

on

b. On the Quick Launch bar, click the Shared Documents link. c. Choose Site Actions→Edit Page. d. Click the Add a Web Part link.

Observe that HTML Form Web Part is added to the page.

Ed

f.

iti

e. Select the Browse tab, and in the Categories list, click Forms and in the Web Parts list, verify that HTML Form Web Part is selected and click Add.

E

g. Place the mouse pointer at the right end, below the Add a Web Part section, click the drop-down arrow and choose Export.

In the Save As dialog box, click Save.

j.

In the Download complete dialog box, click Close.

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IC

i.

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Lesson 1 Follow-up

AT

or

h. In the File Download dialog box, click Save.

DO

1.

st

In this lesson, you created a specific branding for your sites and subsites in a site collection, and also customized the layout of your site collection to enhance user experience. You also added individual web parts and established web part connections. These ensure that your site collection is custom-made to meet your specific requirements. Why would you use a master page vs. a site template?

2.

In

Answers will vary but may include: a master page can be used when a consistent layout for multiple sites is required and site templates can be used when a site is designed for a specific need and a specific template is essential for that purpose. What types of web part connections would you implement in your site? Why?

Answers will vary but may include: connections between Announcements, Tasks, and Contacts, because, when a task is linked to announcements, it is possible to transfer data to the announcements web part based on the changes made to the task. Also, whenever a new contact is added, it can be related to announcements so that is more visible.

Lesson 1: Branding a Site Collection

33

AT

DO

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NOTES

34

Microsoft® SharePoint® Foundation 2010 - Level 2

on

LESSON 2

LESSON 2

Lesson Time 1 hour(s), 30 minutes

DU

DO

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ct ru In

st

E

Customize existing lists.

AT

•

IC

Work with lists.

or

•

PL

You will: • Perform calculations on a list data.

Ed

In this lesson, you will manage lists in a site collection.

iti

Managing Lists

Lesson 2: Managing Lists

35

LESSON 2 Introduction You have created a customized look and feel for a site collection. SharePoint sites have several components to store information. Lists form a very integral part of sites. In this lesson, you will perform advanced operations on a list and manage lists in a site collection.

iti

on

By using a presentation that is generic in its content and approach, you will lose out on audience interest. An effective presentation is one that is customized to meet the exact requirement of the target audience. Microsoft SharePoint Foundation 2010 provides default built-in lists with which you can create custom lists that you can use and customize your business needs such as managing issues, tracking projects, or scheduling events. It also enables you to create custom lists to suit the specific requirements of your teams.

TOPIC A

Ed

Perform Calculations on List Data

or

AT

E

You have used master pages and site templates to provide a custom brand image to sites within a site collection. A site collection consists of several content storage structures such as lists and libraries. Information stored in lists can be used to compute critical data for business processing. Therefore, you may need to set options that enable business users to perform the required calculations. In this topic, you will apply formulas and functions to a list column, which enables functional managers to perform calculations on them.

IC

PL

ct

Organizations need to perform business tasks such as payroll processing that may require mathematical computations. Microsoft SharePoint Foundation 2010 provides many formulas and functions that will enable you to set options with which functional managers can perform calculations on a list data to generate reports.

A formula is a set of mathematical equations that can be used to perform calculations on values in a calculated column of a list or library. All formulas begin with an equal sign (=) and contain various components, such as functions, column references, constants, and operators.

NO T DO

st

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Formulas

DU

Formulas

In

Figure 2-1: A formula calculating sum of two numbers.

Formula Categories Different categories of formulas can be applied to a calculated column in a list or library.

36

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 Enables You To

Conditional

Test a mathematical condition. The formula will return either a Yes or a No value.

Date and Time

Perform calculations on date and time values.

Mathematical

Perform mathematical calculations such as addition, subtraction, multiplication, and find the difference between numbers.

Text

Perform calculations on text values.

Currency

Perform calculations based on the currency type.

iti

on

Formula Category

Functions

ct

E AT

IC

Figure 2-2: DATE function.

Functions

PL

or

Ed

A function is a built-in formula that contains a structure, a function name followed by arguments within parentheses, valid returns, and nesting level limits. The function name is the abbreviated name of the function. Functions require arguments, which are values that the function uses to perform its calculations. Function arguments can be numbers, column references, text, constants, formulas, other functions, or logical values. The valid returns obtained by the function must match the argument type. A function can be nested up to eight levels.

DU

How to Perform Calculations on a List Data Procedure Reference: Create a Calculated Column in a List

NO T

ru

To create a calculated column in a list: 1.

Open the desired list or library.

2.

Access the Create Column page. • On the List tab, in the Settings group, click List Settings.

DO

In the Columns section, click the Create column link.

st

•

On the Create Column page, in the Name and Type section, in the Column name text box, enter the desired name.

4.

In the Name and Type section, from the The type of information in this column is option, select Calculated (calculation based on other columns).

In

3.

5.

In the Additional Column Settings section, in the Description text box, enter the desired description.

6.

From the Insert Column list box, select the desired columns and click Add to formula.

Lesson 2: Managing Lists

37

LESSON 2 From the The data type returned from this formula is option, select the desired option. •

Select Single line of text and if necessary, uncheck the Add to default view and the Add to all content types check boxes.

•

Display in the Number format. Select Number.

b.

If necessary, from the Number of decimal places drop-down list, select the desired option.

c.

If necessary, check the Show as percentage check box.

d.

If necessary, uncheck the Add to default view and the Add to all content types check boxes.

on

a.

iti

7.

Content types are reusable settings that determine the attributes of a document, folder, or list item.

Ed

If necessary, from the Number of decimal places drop-down list, select the desired number of decimal places.

c.

If necessary, from the Currency format drop-down list, select the desired option. The options include the common currencies of the world such as $ and £.

d.

If necessary, uncheck the Add to default view and the Add to all content types check boxes.

b.

If necessary, from the Date and Time Format option group, select the desired option.

c.

If necessary, uncheck the Add to default view and the Add to all content types check boxes.

DU

If necessary, select Yes/No.

If necessary, uncheck the Add to default view and the Add to all content types check boxes.

Click OK.

In

st

8.

AT

In the Additional Column Settings section, under The data type returned from this formula is, select Date and Time.

PL

a.

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•

IC

Display in the Date and Time format.

E

b.

or

Select Currency.

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•

a.

DO

•

Display in the Currency format.

ct

•

38

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2

ACTIVITY 2-1 Before You Begin: In the Address bar, type http://wss/sites/finance/default.aspx and press Enter.

on

Using Formulas on a Calculated Column

iti

Scenario: The finance site collection administrator has created the Q4 Audit## project task list. The finance manager would like you to configure settings to retrieve the mid term date of the Q4 audit task, to help him track the effort of the audit project based on the mid term date of the task.

Ed

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

What You Do

E

a. On the Quick Launch bar, in the Lists section, click the Q4 Audit## link.

AT

Navigate to the Create Column option.

or

1.

How You Do It

IC

b. On the List tab, in the Settings group, click List Settings.

PL

DU

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In

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c. Scroll down and in the Columns section, click the Create column link.

Lesson 2: Managing Lists

39

LESSON 2 2.

Create a calculated column for the Q4 Audit## list.

a. On the Create Column page, in the Name and Type section, in the Column name text box, type Q4 Audit Mid Term Date

on

b. Under The type of information in this column is, select Calculated. c. In the Additional Column Settings section, in the Description text box, type Q4 Audit Mid Term Date

iti

d. Scroll down.

e. In the Insert Column list box, select Start Date and click the Add to formula link. In the Formula text box, click after the text and type +45

Ed

f.

E

g. In the The data type returned from this formula is section, select the Date and Time option.

AT

In the Views section, click the All tasks link.

j.

In the Name section, check the Make this the Default View check box and click OK.

PL

IC

i.

DU

k. Access the Q4 Audit## project task list. Click the Q4 Audit Deadline item.

NO T

l.

DO

m. Observe that the calculated column Q4 Audit Mid Term Date has been added to the project task list and click Close.

In

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h. On the Create Column page, click OK.

40

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2

TOPIC B

on

Create Custom Lists You have performed calculations on a list. But there may be instances when information to be shared does not fit in the format of any of the available templates. In this topic, you will create a custom list to meet the unique needs of teams.

iti

There may be instances when existing information cannot fit into a predefined format. Creating a tailor-made list enables you to present and store information efficiently. Microsoft SharePoint Foundation 2010 provides many options to create lists; this enables the team members to work effectively.

Custom Lists

E

Custom Column Options

Ed

A custom list is a list type where you can specify a combination of columns and information. When you create a custom list, you must specify the desired name and whether it should be displayed on the Quick Launch bar. You can create a custom list in the datasheet view and also build a list by importing a spreadsheet. You can also create external lists. Security and permission can be applied to a custom list similar to built-in lists.

Used To Store

ct

Data Type

Lookup

In

Yes/No

st

AT

NO T

Date and Time

Drop-down lists, radio buttons, or check boxes with the custom values you specify. Integer or fractional numbers. Monetary values, in any supported currency format. Date and time values.

DO

Currency

ru

Number

IC

Multiple lines of text, such as comments or feedback information.

Multiple Lines of Text Choice

DU

Single lines of text.

Single Line of Text

PL

or

Custom column options can be used to specify the name and types of data that your column can contain. These options can also be used to specify whether data is required in the column, enforce unique values, and specify the maximum number of characters that can be entered, as well as a default value for the column.

A reference to data stored in a list or other source on the current site. A yes or no value, displayed as a check box in your list.

Person or Group

A reference to either the users or specific groups containing users.

Hyperlink or Picture

A URL that points to either a hyperlink or a picture.

Lesson 2: Managing Lists

41

LESSON 2 Used To Store

Calculated

A value calculated from the values in other columns in your custom list.

External Data

A reference to fields in external content types.

on

Data Type

URL is an acronym for Uniform Resource Locator that enables you to access another object such as another site, or access a picture.

iti

List Creation Options

Ed

Microsoft SharePoint Foundation provides you with options to create custom lists to suit your requirements.

List Creation Method

Description

You can open the list as a web page that lets you add or edit items one at a time and specify your own combination of columns and information.

Custom List

E

You can display the list in a data sheet (spreadsheet) format that is well suited for data entry.

Custom List in Datasheet View

or

AT

You can create a list that has same columns and contents as the existing Excel spreadsheet.

Import Spreadsheet

PL

IC

You can create a list that references data within external content types.

External List

DU

ct

How to Create Lists

Procedure Reference: Create a Custom List

ru

To create a custom list:

2.

On the Home page, on the Quick Launch bar, click All Site Content.

3.

On the All Site Content page, click Create.

4.

In the Custom Lists section, click the type of link you would like to create. • Click the Custom List link to create a custom list.

In 42

5.

DO

NO T

Open the browser and navigate to the desired site.

st

1.

•

Click the Custom List in Datasheet View link to create the list in a spreadsheet mode.

•

Click the Import Spreadsheet link to create a list using an imported spreadsheet and under Import Spreadsheet, enter the location in the File location text box for the file to be imported.

•

Click the External List link to create an external list.

In the Name text box, enter the desired name for your list.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 If necessary, in the Description text box, type the description of the new list.

7.

In the Navigation section, choose the Yes or the No option.

8.

Click Create.

ACTIVITY 2-2 Creating a Custom List

iti

Setup: In the Address bar, type http://wss/sites/hr/default.aspx and press Enter.

on

6.

You can add the URL http://wss/sites/hr/default.aspx to the Internet Explorer’s favorites list.

E

Ed

Scenario: The HR department has a difficult time sharing information about employees on vacation. Currently, employees announce their vacation schedule to other members of the department, but these notices get mixed up with other announcements and therefore are difficult for reference. As the site owner for your company’s HR department site, you want to create a list with employee names and their vacation schedule.

AT

IC

DU

NO T

b. On the All Site Content page, click Create. c. On the Create page, in the Custom Lists section, click the Custom List link. d. On the New page, in the Name text box, type Vacation Schedules## e. Click Create.

In

st

a. On the Home page, on the Quick Launch bar, click the All Site Content link.

DO

Create a custom list for recording vacation schedules.

ru

1.

How You Do It

ct

What You Do

PL

or

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 2: Managing Lists

43

LESSON 2 2.

Modify the Title column to display the employee name.

a. On the Vacation Schedules## page, on the List tab, in the Settings group, click List Settings.

on

b. On the List Settings page, in the Columns section, click the Title link. c. In the Column name text box, type Employee Name

3.

iti

d. Scroll down and click OK.

a. On the Home page, on the Quick Launch bar, click the All Site Content link.

Create a custom list for recording project expenses.

Ed

b. On the All Site Content page, click Create. c. On the Create page, in the Custom Lists section, click the Custom List link.

AT

E

d. On the New page, in the Name text box, type Project Expenses##

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PL

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c. In the Column name text box, type Expense Item d. Scroll down and click OK.

DO

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b. On the List Settings page, in the Columns section, click the Title link.

In

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a. On the List tab, in the Settings group, click List Settings.

DU

Modify the Title column to display the expense items.

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4.

or

e. Click Create.

44

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2

TOPIC C

on

Customize List Settings You have created custom lists to match your business requirements. However, there may be instances when you may want to customize an existing list instead of creating a new one. SharePoint provides you with options to customize the settings of built-in lists to cater to your specific needs. In this topic, you will customize an existing list.

iti

In instances when you are racing against time, you may not be able to create a custom list. Microsoft SharePoint Foundation 2010 provides you with options that enable you to customize and modify an existing built-in list to suit your requirement. Customizing an existing list enables you to save your time and effort and also meet the required specifications.

Ed

List Columns

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Site Columns

E AT

IC PL

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Figure 2-3: List columns.

List Columns

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List Columns are columns created for use within a single list. List columns store information about every item in a list. You can specify the various properties, such as title, description, expiry date and time, and author information, of a list column. You can add columns to sort, group, and create multiple views of your lists.

In

Site columns are defined at the site level and not restrained to one specific list. They are available for use in all lists and libraries in a site collection. Site columns are also referred to as column templates or column definitions. A predefined site column can also be redefined to be used as a list column for a specific list.

Lesson 2: Managing Lists

45

LESSON 2 Column Ordering

on

Column ordering enables you to customize and modify the ordering of columns within a list or library. Column ordering is also referred to as the field order. When additional items or columns are inserted into a list or library, you can use the Position From Top option to modify the order of fields within a list or library.

List Settings

Various settings can be applied to a list. In the General Settings section, you can change the title, description and navigation options of a list. You can also change the advanced settings such as item-level permissions, specify whether attachments are enabled, and enable search options. You can also specify whether the list can be accessed by offline clients and enable editing of list items using a datasheet. You can also specify whether any new list item being added or edited is displayed either as a dialog box or within a site page. You can also specify the validation settings in order to validate the data within list columns.

iti

List Settings

Ed

The Versioning settings page provides you with options that enable you to record and store information about the usage of a specific list. Versioning enables you to number and save the version into the version history. You can specify whether changes made to the list should remain in a draft mode until approved, or whether another version needs to be created whenever you edit the list, and also whether users can view draft items in a list.

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You can use the options in the Permissions and Management section to delete a list, save a list as a template, and to manage the permissions and workflow settings. You can use the options in the Communications section to configure incoming email and RSS settings. You can also use the List Settings page to manage the content types, and list columns and views.

In

Figure 2-4: Common list settings.

46

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 The Connect and Export Group

on

The Connect & Export group consists of various options that enable a list owner to synchronize the list items with SharePoint Workspace, and connect and synchronize the list items to Outlook to enable Outlook users to view list items as an email. You can export the list data to Excel and open the list content in Access. You can also create reports using Visio, a program that can be used to view data graphically, and export the list tasks to Microsoft Project for creating schedules.

Incoming E-Mail Settings

Ed

How to Customize List Settings

iti

A site owner can enable users to add items to a list by configuring the incoming email settings for a list. The site owner can set options to save email attachments, set options to enable users to save original emails, send email meeting invitations to users, and also create email security policies based on list permissions to enable only authorized users to receive emails.

Procedure Reference: Add Columns to a Custom List To add columns to a custom list:

2.

In the Columns section, click the Create column link.

3.

On the Create Column page, in the Column name text box, enter a column name.

4.

In the The type of information in this column is section, select the required option.

5.

If necessary, in the Additional Column Settings section, specify the additional column settings.

6.

If necessary, in the Column Validation section, in the Formula text box, enter the desired formula.

7.

If necessary, in the User message text box, enter the desired user message.

8.

Click OK.

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On the List tab, in the Settings group, click List Settings.

or

1.

Procedure Reference: Edit a Custom List with Microsoft Access To edit a custom list in a data sheet:

2.

If necessary, in the Open in Microsoft Office Access dialog box, select the required option. • Select the Link to data on the SharePoint site option to create a link. Select the Export a copy of the data option to export a copy.

In

•

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On the List tab, in the Connect & Export group, click Open with Access.

st

1.

In the Connect to dialog box, type your site user name, for example: User Name username@domainDOMAIN\username.

3.

Click OK.

Lesson 2: Managing Lists

47

LESSON 2 Procedure Reference: Change Incoming E-Mail Settings in a List To change incoming e-mail settings in a list: Only certain types of lists can be configured to receive incoming emails.

Navigate to the desired list.

2.

On the List tab, in the Settings group, click List Settings.

3.

On the List Settings page, in the Communications section, click the Incoming e-mail settings link.

4.

On the Incoming E-Mail Settings: page, in the Incoming E-Mail section, under Allow this list to receive e-mail, select Yes and in the E-mail address text box, type the desired email address.

5.

If necessary, in the E-Mail Attachments section, under Save e-mail attachments, select Yes to save the email attachments.

6.

If necessary, in the E-Mail Security section, under E-mail security policy, select Accept e-mail messages based on list permissions to integrate incoming email settings with the list permissions.

7.

On the Incoming E-Mail Settings: page, click OK.

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1.

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Procedure Reference: Add a Template to the List Template Gallery Navigate to the desired list.

2.

Choose Site Actions→Site Settings.

3.

On the Site Settings page, in the Galleries section, click the List templates link.

4.

If necessary, upload a template to the List Template Gallery page. a. On the Documents tab, in the New group, click Upload Document.

IC

PL

In the Choose File to Upload dialog box, navigate to the desired folder and select the desired file and click Open. Click OK.

e.

If necessary, in the List Template Gallery - dialog box, enter the desired title and description.

f.

Click Save.

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d.

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If necessary, delete a list template from the List Template Gallery. a. On the List Template Gallery page, for the desired list item, click the Edit Document Properties link.

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5.

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In the List Template Gallery - Upload Template dialog box, click Browse.

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c.

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1.

b.

48

AT

To add a template to the List Template Gallery:

b.

In the List Template Gallery: dialog box, on the Edit tab, in the Actions group, click Delete Item.

c.

In the Message from webpage message box, click OK.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 Procedure Reference: Export the List as a Spreadsheet To export the list as a spreadsheet: Navigate to the desired list and on the List tab, in the Connect & Export group, click Export to Excel.

2.

In the File Download dialog box, click Save.

3.

In the Save As dialog box, navigate to the desired location and click Save.

4.

In the Download Complete dialog box, click Close.

on

1.

To add versioning to a list:

iti

Procedure Reference: Add Versioning to Lists Access the desired list.

2.

On the List tab, in the Settings group, click List Settings.

3.

On the List Settings page, in the General Settings section, click the Versioning settings link.

4.

In the Content Approval section, under Require content approval for submitted items, select Yes.

5.

In the Item Version History section, under Create a version each time you edit an item in this list, select Yes.

6.

If necessary, under Optionally limit the number of versions to retain, check the desired check boxes to specify the number of versions and draft versions that will be stored.

7.

In the Draft Item Security section, under Who should see draft items in this list, select the desired option.

8.

Click OK.

E

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1.

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To create a public view:

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Procedure Reference: Create a Public View

DU

Similarly, you can add versioning to discussion boards, document libraries, and form libraries.

Open the list for which a view is to be created.

2.

In the Manage View group, click Create View.

3.

On the Create View page, in the Choose a view format section, select a view.

st

1.

Select the Standard View to view data on a web page.

•

Select the Calendar View to view data as a daily, weekly, or monthly calendar.

•

Select the Access View to launch the Microsoft Office Access application to create forms that are based on this list.

In

DO

•

•

Select the Datasheet View to view the data in an editable spreadsheet format.

•

Select the Gantt View to view the list items in the Gantt chart view.

•

Select the Custom View in SharePoint Designer to create a custom view in the SharePoint Designer application.

Lesson 2: Managing Lists

49

LESSON 2 4.

On the Create View page, fill the required information and click OK.

Procedure Reference: Work with Validation Settings for a List To work with the validation settings for a list: On the List tab, in the Settings group, click List Settings.

2.

On the List Settings page, in the General Settings section, click the Validation settings link to navigate to the Validation Settings page.

3.

On the Validation Settings page, in the Formula section, in the Insert Column list box, select the desired columns and click the Add to formula link.

4.

If necessary, in the Formula text box, modify the desired formula.

5.

In the User Message section, in the User Message text box, enter the desired message text.

6.

On the Validation Settings page, click Save.

Ed

iti

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1.

Procedure Reference: Work with Advanced Settings for a List To work with advanced settings for a list:

On the List tab, in the Settings group, click List Settings.

2.

On the List Settings page, in the General Settings section, click the Advanced settings link to navigate to the Advanced Settings page.

3.

On the Advanced Settings page, in the Content Types section, select the desired option to enable content type management.

4.

In the Item-level Permissions section, specify the read access and create and edit access item-level permission levels.

5.

In the Attachments section, under Attachments to list items are, select Enabled to enable users to attach files to list items.

6.

In the Folders section, select the desired option to enable users to create new folders.

7.

In the Search section, select the desired option to enable the list items to appear in search results.

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1.

9.

In the Datasheet section, specify the desired option to enable editing of list items using a datasheet.

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In the Offline Client Availability section, specify the desired option that will enable the list items to be synchronized to offline clients.

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8.

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10. In the Dialogs section, select the desired option to specify if any new list item

being added or edited is displayed either as a dialog box or within a page.

In

11. On the Advanced Settings page, click OK.

50

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2

ACTIVITY 2-3 Adding Columns to Custom Lists •

on

Data Files: Vacation Schedules List

2.

On the Quick Launch bar, click the Vacation Schedules## link.

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Before You Begin: 1. In the browser window, type http://wss/sites/hr

Ed

Scenario: The HR manager responsible for project allocation wants to allocate projects to all employees in his team. Availability of resources is an important factor to allocate project dates. You have been asked to create a list that has start and end dates for employees to share their vacation information. You would also like to save it for future use and customize the list as per the HR manager’s requirements.

E

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 2: Managing Lists

51

LESSON 2 What You Do

How You Do It

1.

a. On the List tab, in the Settings group, click List Settings.

Add a column to include the start date of a vacation entry.

on

b. On the List Settings page, in the Columns section, scroll down and click the Create column link. c. On the Create Column page, in the Column name text box, type Vacation Start

iti

d. In the The type of information in this column is section, select the Date and Time option.

Ed

e. Scroll down.

In the Additional Column Settings section, under Require that this column contains information, select the Yes option.

E

f.

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g. If necessary, scroll down to view the Date and Time Format section.

DO

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Click OK.

In

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h. Under Date and Time Format, select the Date & Time option.

52

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 2.

a. Scroll down and on the List Settings page, in the Columns section, click the Create column link.

Add a column to include the end date of a vacation entry.

on

b. On the Create Column page, in Column name text box, type Back To Work Date c. In the Name and Type section, under The type of information in this column is, select the Date and Time option.

iti

d. Scroll down.

f.

Ed

e. In the Additional Column Settings section, under Require that this column contains information, select the Yes option.

In the Additional Column Settings section, under Date and Time Format, select the Date & Time option.

Access the list using Microsoft Access.

a. Select the Home tab.

PL

3.

E

AT

g. Click OK.

IC

or

Time and date can be set according to your convenience.

In Lesson 2: Managing Lists

DU

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c. On the List tab, in the Connect & Export group, click the Open with Access button.

d. If necessary, minimize the Access application. e. In the Open in Microsoft Office Access dialog box, in the Would you like to link or export this list section, verify that the Link to data on the SharePoint site option is selected.

DO

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b. On the Quick Launch bar, in the Lists section, click Vacation Schedules## link.

f.

In the Open in Microsoft Office Access dialog box, click OK.

53

LESSON 2 4.

Add items to the list using Microsoft Access.

a. In the Tables section, double-click the Vacation Schedules## option.

on

b. In the first row of the Employee Name field, type Scott Bishop c. In the first row of the Vacation Start field, enter the desired date.

iti

d. In the first row of the Back To Work Date field, enter the desired date. e. In the second cell under the Employee Name column, click and type Alan Steiner In the second cell under the Vacation Start column, enter the desired date.

Ed

f.

g. In the second cell below the Back To Work Date column, enter the desired date.

E

AT

In the third cell under the Vacation Start column, enter the desired date.

j.

In the third cell below the Back To Work Date column, enter the desired date.

DU

PL

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i.

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k. On the Quick Launch bar, click the Save button to save the data. l.

Close the Microsoft Access application.

DO

m. Refresh the Internet Explorer window.

n. Observe the items listed in the Vacation Schedules## list.

In

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h. In the third cell under the Employee Name column, click and type Clair Hector

54

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 5.

a. On the List tab, in the Connect & Export group, click Export to Excel.

Export the list as a spreadsheet.

on

b. In the File Download dialog box, click Save. c. Navigate to the C:\084697Data\ Managing Lists folder.

iti

d. Click Save.

e. In the Download complete dialog box, click Close. Save the Vacation Schedules01 list as a template.

a. In the Settings group, click List Settings.

Ed

6.

b. On the List Settings page, in the Permissions and Management section, click the Save list as template link.

E

AT

or

c. On the Save as Template page, in the File name text box, type Vacation Template##

IC

PL

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d. On the Save as Template page, in the Name and Description section, in the Template name text box, type Vacation Template##

DO

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On the Operation Completed Successfully page, click OK.

In

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f.

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e. On the Save as Template page, click OK.

Lesson 2: Managing Lists

55

LESSON 2 7.

Add a new column to the project expenses list to calculate the cost.

a. Navigate to the Human Resource site collection.

on

b. On the Quick Launch bar, click the Project Expenses## link. c. On the List tab, in the Settings group, click List Settings.

iti

d. On the List Settings page, in the Columns section, scroll down and click the Create column link. e. On the Create Column page, in the Column name text box, type Cost In the Name and Type section, under The type of information in this column is, select Number.

Ed

f.

g. Scroll down and click OK.

a. Navigate to the Project Expenses## list.

E

Add items to the project expenses list.

AT

8.

IC

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b. Click the Add new item link to add an new item.

PL

DU

d. In the Cost text box, type 2000 e. Click Save.

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f.

Click the Add new item link to add a new item.

DO

g. In the Expense Item text box, type Hotel Bills and press Tab. h. In the Cost text box, type 1000 i.

Click Save.

In

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c. In the Expense Item text box, type SME Effort

56

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 9.

a. On the List tab, in the Settings group, choose List Settings.

Create a Datasheet view and set it as the default view.

on

b. Scroll down and in the Views section, click the Create view link. c. On the Create View page, in the Choose a view format section, click the Datasheet View link.

iti

d. On the Create Datasheet View page, in the Name section, in the View Name text box, type Datasheet view of project expenses

f.

Ed

e. Check the Make this the default view check box.

In the Columns section, uncheck the Display check box for the Attachments column.

E

g. Scroll down and expand the Totals option.

AT

DU

Expand Item Limit and under Number of items to display, select Limit the total number of items returned to.

l.

NO T

k. In the text box, double-click and type 50 Click OK.

DO

m. Observe the total expense items and the total cost.

In

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j.

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For the Expense Item column, from the Total drop-down list, select Count.

ct

i.

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h. For the Cost column, from the Total dropdown list, select Sum.

Lesson 2: Managing Lists

57

LESSON 2 10. Enable the “New Folder” command for the list.

a. On the List tab, in the Settings group, click List Settings to navigate to the List Settings page.

on

b. In the General Settings section, click the Advanced settings link.

iti

c. On the Advanced Settings page, scroll down and in the Folders section, under Make “New Folder” command available, select Yes to enable the creation of a new folder. d. Click OK.

Ed

e. Navigate to the Project Expenses## list. f.

Select the Items tab.

IC

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g. In the New group, observe that the New Folder command is enabled.

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h. Navigate to the home page of the Human Resource site collection.

58

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2

ACTIVITY 2-4 Managing Advanced List View Options

on

Scenario: You are working with the Human Resource department head and he is on vacation. Till he returns, you have additional site owner responsibilities for the HR site collection. You would like to create, classify, and prioritize the important tasks within the function.

1.

How You Do It

Ed

What You Do

iti

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Create the Monthly Report task.

a. On the Quick Launch bar, in the Lists section, click the Tasks link.

E

b. Click the Add new item link.

AT

or

c. In the Tasks - New Item dialog box, in the Title text box, type Monthly Report##

PL

IC

d. From the Priority drop-down list, select High.

In the Assigned To text box, type mcalla and press Enter.

NO T

g. Scroll down and in the Due Date text box, type 12/31/2010

DO

h. In the Tasks - New Item dialog box, click Save.

In

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f.

DU

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e. In the % Complete text box, type 0

Lesson 2: Managing Lists

59

LESSON 2 2.

Create the Weekly Report task.

a. Click the Add new item link. b. In the Tasks - New Item dialog box, in the Title text box, type Weekly Report##

on

c. From the Status drop-down list, select In Progress. d. In the % Complete text box, type 30

f.

iti

e. In the Assigned To text box, type bwheeler and press Enter.

Scroll down and in the Due Date text box, type 12/13/2010

3.

Create the Daily Report task.

Ed

g. In the Tasks - New Item dialog box, click Save.

a. Click the Add new item link.

or

AT

E

b. In the Tasks - New Item dialog box, in the Title text box, type Daily Report##

IC

c. From the Status drop-down list, select In Progress.

PL

DU

e. In the Assigned To text box, type bwheeler and press Enter.

NO T

f.

Scroll down and click the Date Picker next to the Due Date text box and select today’s date.

DO

g. In the Tasks - New Item dialog box, click Save.

In

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d. In the % Complete text box, type 60

60

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 4.

Create the Client Feedback task.

a. Click the Add new item link. b. In the Tasks - New Item dialog box, in the Title text box, type Client Feedback##

on

c. From the Priority drop-down list, select High.

d. From the Status drop-down list, select In Progress.

f.

iti

e. In the % Complete text box, type 50

In the Assigned To text box, type mcalla and press Enter.

Ed

g. Scroll down and click the Date Picker next to the Due Date text box and scroll down and select next Monday’s date.

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h. In the Tasks - New Item dialog box, click Save.

Lesson 2: Managing Lists

61

LESSON 2 5.

Create the Priority view.

a. On the List tab, in the Manage Views group, click Create View.

on

b. In the Choose a view format section, click the Standard View link. c. On the Create View page, in the View Name text box, type Priority##

iti

d. Scroll down and expand Group By and from the First group by the column dropdown list, select Priority.

Ed

e. Scroll down and expand Style and in the View Style list box, select Boxed, no labels. f.

Scroll down and click OK.

E

g. On the Priority01 page, expand the first Plus sign to view the data grouped by priorities.

IC PL

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In

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AT

h. Observe the data grouped by priorities. On the Priority01 page, expand the second Plus sign to view the data grouped by priorities.

62

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 6.

Create the Assigned To view.

a. On the List tab, in the Manage Views group, click Create View.

on

b. In the Choose a view format section, click the Standard View link. c. On the Create View page, in the View Name text box, type Assigned To##

iti

d. Scroll down and expand the Group By section and from the First group by the column drop-down list, select Assigned To.

f.

Ed

e. Scroll down and expand Style and in the View Style list box, select Basic Table. Scroll down and click OK.

E

g. On the Tasks page, expand the first Plus sign to view the data grouped by task owner.

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h. On the Tasks page, expand the second Plus sign to view the data grouped by task owner.

Lesson 2: Managing Lists

63

LESSON 2 7.

Create the Status view.

a. On the List tab, in the Manage Views group, click Create View.

on

b. In the Choose a view format section, click the Standard View link. c. On the Create View page, in the View Name text box, type Status##

iti

d. Scroll down and expand Group By and from the First group by the column dropdown list, select Priority. e. From the Then group by the column drop-down list, select Assigned To. Scroll down and expand Style and from the View Style list box, select Newsletter.

Ed

f.

g. Scroll down and click OK.

AT

IC

or

j.

On the Tasks page, expand the second Priority sign and expand Assigned To to view the data grouped by priorities and task owners.

PL

Observe the data grouped by priorities and task owners.

DU

ct

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k. Observe the data grouped by priorities and task owners. l.

Navigate to the Home page.

DO

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i.

In

st

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h. On the Tasks page, expand the first Plus sign and expand Assigned To to view the data grouped by priorities and task owners.

64

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 2 Lesson 2 Follow-up In this lesson, you used formulas and functions to perform calculations on list data. You also created custom lists and customized existing lists. Lists enable you to manage the organization’s business processes such as payroll or sales in an electronic format. What customization would you do to an existing list? Why?

on

1.

Answers will vary but may include: customizing the options for modifying title, description, and navigation of the list that will improve the usability of the list, customizing the list views and customizing the versioning settings to manage multiple updates to a list item. What types of lists would you like to create to share project and scheduling information with other team members? Why?

iti

2.

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Ed

Answers will vary but may include: custom lists for managing issues that will enable a site collection administrator to manage project issues and lists, to manage project schedules to manage the department’s projects.

Lesson 2: Managing Lists

65

AT

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NOTES

66

Microsoft® SharePoint® Foundation 2010 - Level 2

on

LESSON 3

LESSON 3

Lesson Time 50 minutes

E AT

DU

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Create library templates.

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•

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You will: • Perform advanced operations on a library.

Ed

In this lesson, you will manage document libraries.

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Managing Libraries

Lesson 3: Managing Libraries

67

LESSON 3 Introduction You have managed lists in a site collection. Libraries are the other most common content storage structure in a site collection. In this lesson, you will perform advanced operations on libraries, create templates for future use, and also secure a library.

iti

on

Imagine you have a library that contains books on software. When new books are added to the library, you would like to ensure their relevance, number them to ensure easy access, and also take precautionary measures to secure rare editions. Libraries on your SharePoint site function in a similar manner. You can manage libraries by validating the content that is added to them, facilitating easy access to information, managing user access permission, and instilling measures to secure them.

TOPIC A

Ed

Perform Advanced Operations on a Library

AT

E

In this lesson, you will manage libraries. As a site collection administrator, you will need to configure and apply advanced settings, so that the users can use the data in the libraries efficiently. In this topic, you will perform advanced operations on a library.

IC

PL

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There may be instances when a user might have created a library for a specific purpose or project. Once the purpose is served, as a site collection administrator you may want to delete the library in order to avoid congestion in the site. Also you may want to make the library visible for offline clients to enable them to work outside the office; or make the library a default location to store pictures and images.

DU

The Advanced Settings Page

Content Types

st

Custom Send To Destination

In

Folders

68

NO T

Advanced Setting Section

Allows You To

Manage content types on this library. This setting is not available for wiki libraries.

DO

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The Advanced Settings page has sections that enable you to configure settings on content types, search, offline client availability, document templates, and folders.

Manually specify the Send To recipient from within the library.

Enable the ″New Folder″ command so that the users can create new folders as well as new documents directly within the document library.

Search

Permit the contents of the library to be returned as search results.

Offline Client Availability

Make the library downloadable for offline clients.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 3 Allows You To

Site Assets Library

Configure the library as the default location for storing images or other files, the user uploads to their wiki pages.

Datasheet

Enable user to edit large amounts of data in the form of tables consisting of rows and columns, using datasheet.

Dialogs

Launch the new, edit, and display actions in a dialog. If this option is not enabled, then these actions would navigate into a full page.

iti

on

Advanced Setting Section

Using content types, you can set properties to associate with a list or a library item, specify the workflows that can be associated, and also specify the templates.

Ed

Advanced Settings of a Document Library The Advanced Settings page of a document library includes all the same advanced settings as picture and wiki libraries, as well as two additional sections that are specific to documents.

Document Templates

Choose a template to be used as the basis for all new files created in this document library.

AT

PL

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Open browser-enabled documents in the client or browser by default.

ct

Opening Documents in the Browser

E

Allows You To

or

Advanced Setting Section

The Validation Settings Page

DU

NO T

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The Delete This Document Library Option You can delete a document library using the Delete this document library link in the Permissions and Management section of the Document Library Settings page. Similarly, you can delete a picture library or wiki library using the delete option on the library settings page.

DO

The Validation Settings Page

In

st

The Validation Settings page allows you to validate data in a current column when new items are saved to a current list and also to provide a description to the user about a valid item. The Formula section allows you to choose a column whose value is to be validated and to specify a valid value for the column that you chose. The User Message section enables you to instruct users of the type of content that is valid for the chosen column.

Lesson 3: Managing Libraries

69

Ed

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LESSON 3

Figure 3-1: The Validation Settings page.

E

How to Perform Advanced Operations on a Library

AT

Procedure Reference: Delete a Document Library

or

To delete a document library:

2.

On the Quick Launch bar, in the Documents section, click the desired document library.

3.

On the page, on the Library tab, in the Settings group, click Library Settings.

4.

On the Document Library Settings page, in the Permissions and Management section, click the Delete this document library link.

5.

In the Message from web page message box, click OK.

6.

On the Quick Launch bar, in the Documents section, observe that the is not listed.

PL

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Navigate to the desired site.

ct

1.

DO

st

You can delete a wiki library or a picture library in a similar way.

Procedure Reference: Configure Advanced Settings to a Document Library

In

To configure advanced settings to a document library:

70

1.

Navigate to the desired site.

2.

On the Quick Launch bar, click the desired document library.

3.

On the Library tab, in the Settings group, click Library Settings.

4.

In the General Settings section, click the Advanced Settings link.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 3 On the Advanced Settings page, in the Content Types section, under Allow management of content types, select Yes to display each content type on the new button so that the library has a unique set of columns, workflows and other behaviors.

6.

In the Document Templates section, in the Template URL text box, type the URL of the desired template.

7.

In the Opening Documents in the Browser section, under Default open behavior for browser-enabled documents, select the desired option. • Select the Open in the client application option to open the browserenabled documents in the client.

on

5.

Select the Open in the browser option to open the browser-enabled documents in the browser.

•

Select the Use the server default (Open in the browser) option to open the documents in the browser by default.

iti

•

In the Custom Send To Destination section, in the Destination name text box, type the desired destination name and in the URL text box, type the desired URL of the Send To recipient from within the library. This destination will appear to the users in the context menu for the list.

9.

In the Folders section, under Make ″New Folder″ command available, select Yes to make the New Folder command available.

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8.

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10. In the Search section, under Allow items from this document library to appear

AT

or

in search results, select Yes to allow the library contents appear in the search results.

11. In the Offline Client Availability section, under Allow items from this docu-

IC

ment library to be downloaded to offline clients, select Yes to make the library content visible for offline clients.

PL

12. In the Site Assets Library section, under Should this document library be a

DU

ct

site assets library, select Yes to make the library as the default location to store images or other files that users upload to their wiki pages. 13. In the Datasheet section, under Allow items in this document library to be

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edited using the datasheet, select Yes to allow items in the library be edited using datasheet. 14. In the Dialogs section, under Launch forms in a dialog, select Yes to launch the

new, edit, and display forms in a dialog and click OK to apply the settings.

DO

st

In a similar way, you can configure advanced settings to a wiki library and a picture library.

Procedure Reference: Configure Validation Settings for a Document Library To configure validation settings for a document library: Navigate to the desired site.

2.

On the Quick Launch bar, click the desired document library.

3.

On the Library tab, in the Settings group, click Library Settings.

4.

In the General Settings section, click the Validation Settings link.

In

1.

Lesson 3: Managing Libraries

71

LESSON 3 On the Validation Settings page, in the Formula section under the Insert column list box, select the desired column whose value is to be validated and click Add to formula link.

6.

In the Formula section, in the Formula text box, observe that the chosen column has been added.

7.

In the Formula section, in the Formula text box, type the valid value for the column that you chose.

8.

In the User Message section, in the User Message text box, specify instructions to users about what type of content is valid for the chosen column.

9.

On the Validation Settings page, click Save to apply the settings to the library.

iti

on

5.

ACTIVITY 3-1

Ed

In a similar way, you can configure validation settings for a wiki library and a picture library.

or

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Setup: Navigate to the Human Resource site collection.

E

Performing Advanced Operations on a Document Library

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PL

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Scenario: A document library, called HR Review Meeting##, exists in the human resource site collection. You no longer need the library because the information in the library has been moved to another library. Also, you want to enable offline clients to be able to download the documents in the Interview Feedback## library. You would like to ensure that the documents in the Interview Feedback## library are visible in the search results.

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

72

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 3 What You Do Delete the HR Review Meeting## document library.

a. On the Quick Launch bar, in the Libraries section, click the HR Review Meeting## link.

on

1.

How You Do It

b. On the HR Review Meeting## page, on the Library tab, in the Settings group, click Library Settings.

iti

c. On the Document Library Settings page, in the Permissions and Management section, click the Delete this document library link.

Ed

d. In the Message from webpage message box, click OK.

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IC PL

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e. On the Quick Launch bar, in the Documents section, observe that HR Review Meeting## library is no longer visible.

Lesson 3: Managing Libraries

73

LESSON 3 2.

Configure Advanced Settings on a document library.

a. Navigate to the Interview Feedback## page.

on

b. On the Interview Feedback## page, on the Library tab, in the Settings group, click Library Settings. c. On the Document Library Settings page, in the General Settings section, click the Advanced settings link.

iti

d. On the Advanced Settings page, scroll down to view the Search section.

Ed

e. In the Search section, under Allow items from this document library to appear in search results, verify that Yes option is selected. In the Offline Client Availability section, under Allow items from this document library to be downloaded to offline clients, verify that Yes option is selected.

E

Click OK.

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f.

or

g. Navigate to the Human Resource site.

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PL

On the Search Results page, observe that the Interview Feedback file is displayed.

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i.

j.

Navigate to the Home page of Human Resource site collection.

In

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h. In the Search this site text box, type Interview Feedback and click the search button.

74

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 3

TOPIC B

on

Create a Library Template You have applied advanced settings on a library to be able to manage library data effectively. Now, you may want to create library templates so you can apply the template and create several libraries as per business requirements. In this topic, you will create library templates that can be used to create libraries.

iti

Libraries are used to store documents or pictures and have a specific template. Instead of creating templates every time you need to create a library, you can use an existing library template for your needs. This will enable you to save time and effort that you need to spend for developing an entirely new library template.

Ed

Document Templates

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Document Templates

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Document templates are predefined templates used to create and upload appropriate documents to a library. While creating a document library, you can specify the library name and description, navigation options, incoming e-mail settings, and the version history. The options on the New page can be used to create custom libraries that require a document template.

Figure 3-2: Default document templates.

DO

st

There are no options on the New page of a wiki library or a picture library that enable you to specify a template.

The Save as Template Page

In

The Save as Template page can be used to save a library as a template for future use. Users can use a saved template to create document or picture libraries. You can specify the name and also provide a specific description to the template using options such as File Name and Name and Description. The Include Content option can also be used to include all items in a library. The Save document library as template option is not available for a wiki library.

Lesson 3: Managing Libraries

75

LESSON 3 Library Settings

on

The Library Settings command on the Settings tab enables you to customize the usage settings of a library. The library settings page consists of five sections.

Enables You To

General Settings

Set options with respect to validating content, approval, document version, search, and offline client availability.

Permissions and Management

Delete the library, assign permissions to the library and manage workflow settings.

Communications

Set options for RSS settings and e-mail settings.

Columns

View information about each picture or document in the library such as Created By, Modified By, Checked Out To and Indexed Columns. You can also create a new column according to your need.

Ed

iti

Section

Enable or disable various views such as default view and mobile view and create a custom view for the library.

Views

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or

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Document Library Settings The Document Library Settings page of a document library consists of a section called Content Types in addition to the library settings page of wiki library and picture library. The Content Types section enables you to add a content type to the library and make a content type as the default content type.

PL

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Information Rights Management (IRM) is a feature in SharePoint Foundation that helps to protect sensitive documents from being misused or distributed without permission. IRM encrypts and secures downloaded documents by limiting the rights of users who can read files, so that they can be prevented from performing actions such as printing copies of the files or copying text from them. A Rights Management Services (RMS) server needs to be installed to enable the IRM feature in SharePoint.

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Information Rights Management

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Information Rights Management

Figure 3-3: Information Rights Management. Encryption is the process of transforming information such that it is unreadable to anyone except those possessing special knowledge. Encryption is used to facilitate secret communication.

76

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 3

on

IRM on Lists and Libraries IRM can be used with SharePoint’s existing user access controls to provide an additional level of security for content stored in lists or libraries. You can use IRM on lists or libraries to limit the dissemination of sensitive content. For example, you have a list to share information about future business plans with select business representatives. IRM can be used to prevent these individuals from sharing this content with other employees in the company.

iti

Rights Management Services The Rights Management Services is a standard that provides security on any kind of document that is uploaded or created in the application. Implementation of IRM features requires separate version of RMS server available from Microsoft that can be installed in the Windows Server or any other third party RMS server configured at your end.

Ed

How to Create a Library Template Procedure Reference: Create Document Library Templates To create document library templates:

2.

Navigate to the page.

3.

On the page, in the Settings group, click Library Settings.

4.

On the Document Library Settings page, on the Library tab, in the Permissions and Management section, click the Save document library as template link.

5.

On the Save as Template page, in the File Name section, in the File name text box, type as desired.

6.

In the Name and Description section, in the Template name text box, type as desired.

7.

In the Template description text box, type as desired.

8.

In the Include Content section, check the Include Content check box if you want the new libraries of this template to include content from the current document library and click OK.

AT

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E

Navigate to the site in which you want to create the document library template.

or

1.

Procedure Reference: Create Picture Library Templates To create picture library templates:

2.

Navigate to the page.

3.

On the page, choose Settings→Picture Library Settings.

4.

On the Picture Library Settings page, in the Permissions and Management section, click the Save picture library as template link.

5.

On the Save as Template page, in the File Name section, in the File name text box, type as desired.

6.

In the Name and Description section, in the Template name text box, type as desired.

In

DO

Navigate to the site in which you want to create the picture library template.

st

1.

Lesson 3: Managing Libraries

77

LESSON 3 7.

In the Template description text box, type as desired.

8.

In the Include Content section, check the Include Content check box if you want the new libraries of this template to include content from the current picture library and click OK.

on

ACTIVITY 3-2 Before You Begin: 1. Navigate to the Interview Feedback## page.

iti

Creating a Document Library Template

Ed

Scenario: The interview feedback library format has been considered very effective by the HR team. So the HR executive has asked you to make some changes to the title, have a different default view, and then save the existing library as a template.

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DO

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st

E

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

78

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 3 What You Do

a. On the Interview Feedback## page, on the Library tab, in the Settings group, click Library Settings.

Modify the Title column’s name and make Explorer View as the default view.

b. If necessary, scroll down.

on

1.

How You Do It

c. In the Columns section, under Column (click to edit), click the Title link.

iti

d. On the Change Column page, in the Name section, in the Column name text box, type Feedback## and click OK.

On the Interview Feedback## page, on the Library tab, in the Connect & Export group, click the Open with Explorer button.

E

f.

Ed

e. Navigate to the Interview Feedback## page.

AT

or

g. Observe that all the folders and documents in the library are visible in the window.

NO T

b. On the Document Library Settings page, in the Permissions and Management section, click the Save document library as template link. c. On the Save as Template page, in the File Name section, in the File name text box, type Feedback##

DO

ru st In Lesson 3: Managing Libraries

PL

a. On the Interview Feedback## page, on the Library tab, in the Settings group, click Library Settings.

DU

Create a library template.

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2.

IC

h. Close the window.

d. In the Name and Description section, in the Template name text box, type Interview Feedback Template## e. In the Template description text box, type Use this template to store documents on interview feedback. and click OK.

79

LESSON 3 On the Operation Completed Successfully page, click the list template gallery link on the third line.

on

f.

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g. On the List Template Gallery page, verify that the Feedback## is displayed.

Ed

h. Navigate to the Home page of Human Resource site collection.

E

Lesson 3 Follow-up

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or

Why would you create a library template?

PL

1.

AT

In this lesson, you performed advanced operations on a library, created library templates, and also secured a library by applying IRM on a library. Libraries are a critical content storage structure in a SharePoint site. Therefore, it is critical that you manage libraries efficiently to enable easy and secure access to users.

Would you apply IRM to a library? Why?

DU

2.

ct

Answers will vary but may include: ensuring that the navigation is easy for the users and the required information are available consistently in all the libraries in a site collection.

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In

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Answers will vary but may include: ensuring that the files are not copied or tampered with.

80

Microsoft® SharePoint® Foundation 2010 - Level 2

on

LESSON 4

LESSON 4

Lesson Time 1 hour(s), 15 minutes

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Managing Form Libraries

E AT

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DO

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Customize form templates using InfoPath.

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•

PL

You will: • Create a form library.

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In this lesson, you will manage form libraries in a site collection.

Lesson 4: Managing Form Libraries

81

LESSON 4 Introduction

on

You have managed document and picture libraries in a site collection. Forms are one of the most used types of information gathering and storage. Your organization may also be using various types of forms to gather information that can be stored and used for future reference. Using Microsoft SharePoint Foundation, you can help teams manage and work with electronic forms efficiently. In this lesson, you will work with form libraries.

iti

Forms are used to gather information. Organizations use various types of forms to collect information on projects and employees. Today, electronic forms are used to collect information quickly, efficiently, and reliably. Form libraries in Microsoft SharePoint Foundation can be used to manage forms efficiently using various features such as layouts and controls that make it easy to access and organize forms.

Ed

TOPIC A

Create a Form Library

In this lesson, you will manage form libraries. The first step in managing form libraries is to create the libraries you need. In this topic, you will create a form library.

AT

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In

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Example:

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Definition: A form is a document type that enables users to collect, store, and retrieve information. A form contains one or more controls into which users can enter data; using these controls, users can also select data from predefined choices. Data is collected in forms by using containers such as text boxes, drop-down lists, list boxes, or option buttons. A form can be used to collect user opinions or answers to a common issue.

ru

Forms

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Forms

E

Every organization has a need to collect and maintain data. However, maintaining and documenting information that is stored in a variety of formats can be a tedious task. By creating a form library in Microsoft SharePoint Foundation 2010, you can store and manage electronic forms in a form library.

Figure 4-1: A form with containers and controls.

82

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4

on

Types of Forms There are different types of forms that can be stored in a Microsoft SharePoint Foundation 2010 form library. A form can be used to receive feedback from site users, or to gather and submit information. A form can be created based on the Microsoft Office InfoPath form document template or by using the Microsoft Office SharePoint Designer software.

Microsoft Office InfoPath 2010

iti

Microsoft Offıce InfoPath 2010 is a form management tool that enables users to create and use dynamic forms for gathering information. InfoPath also enables users to use forms that are attached to various types of existing data such as text, number, and date. You can use the Microsoft InfoPath Designer 2010 software to design a form based on the various form templates. You can use the Microsoft InfoPath Filler 2010 software to fill in the form information.

In this course, we will be using Microsoft Office InfoPath 2010 to create a form to be used in a SharePoint Site.

Ed

Microsoft Office InfoPath 2010 consists of two software components. Microsoft InfoPath Designer 2010 software is used to design a form based on the various form templates and Microsoft InfoPath Filler 2010 software is used to fill in the form information.

The Ribbon

E

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Figure 4-2: The Ribbon.

The Ribbon

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The Ribbon forms the main user interface of InfoPath 2010. It consists of a series of contextual tabs such as Home, Insert, and Page Design, which enable a user to perform tasks in order to design a form. All tasks within a tab in the ribbon are categorized into different groups that consist of different commands to execute the tasks.

Lesson 4: Managing Form Libraries

83

LESSON 4 Form Libraries Definition: A form library is a repository of various forms, used to store, update, and manage forms. A form library is based on predefined form templates and stores XML-based forms created by Microsoft InfoPath. A form library has a name and an optional description.

on

Form Libraries

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Ed

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Example:

PL

Figure 4-3: A form library.

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How to Create a Form Library

DU

Procedure Reference: Create a Form Library Using Microsoft SharePoint Foundation 2010

ru

To create a form library using Microsoft SharePoint Foundation 2010: Open the desired Microsoft SharePoint Foundation 2010 site.

2.

Display the New page.

Display the New page using the Create menu. Choose Site Actions→More Options.

b.

On the Create page, in the Libraries section, click the Form Library link.

In

•

84

3.

DO

a.

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•

NO T

1.

Or, display the New page using the All Site Content page.

a.

On the Quick Launch bar, click All Site Content.

b.

On the All Site Content web page, click Create.

c.

In the Libraries section, click the Form Library link.

On the New page, in the Name and Description section, in the Name text box, type the desired form name.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 In the Name and Description section, in the Description text box, type the desired description for the form.

5.

In the Navigation section, under the Display this document library on the Quick Launch option, select No so that the form library is not displayed on the Quick Launch bar.

6.

In the Incoming E-Mail section, under Allow this document library to receive e-mail, select Yes and in the E-mail address text box, enter the desired email address to enable the form library to receive e-mail.

7.

In the Document Version History section, under the Create a version each time you edit a file in this document library option, select Yes to create a version whenever an item is edited in the library.

8.

In the Document Template section, from the Document Template drop-down list, select the desired form template.

9.

On the New page, click Create.

iti

on

4.

To apply a sample form template in InfoPath:

Ed

Procedure Reference: Apply Sample Form Templates in InfoPath

2.

In the Available Form Templates section, under the desired category, select the desired form template. Some of the popular form templates are based on SharePoint lists, SharePoint form libraries, e-mail templates, Blank template, and Blank(InfoPath Filler) templates.

3.

In the right pane, click the Design this Form button to open the selected form in the InfoPath interface.

4.

Design the form and add the desired controls to the form. The most commonly used controls are Text Box, Rich Text Box, Drop-Down List Box, Combo Box, List Box, Date Picker, Check Box, Button, and Section.

5.

Display the Save As dialog box.

AT

IC

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On the Ribbon, Choose File→Save.

•

Or, on the Quick Access toolbar, click the Save button.

NO T

•

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E

Choose Start→All Programs→Microsoft Office→Microsoft InfoPath Designer 2010.

or

1.

7.

In the Save As dialog box, navigate to the desired location.

8.

In the File name text box, type the desired name for the form.

9.

From the Save as type drop-down list, select InfoPath Web Browser Form Template (*.xsn) to save the form as a template.

10. Click Save to save the form.

DO

If necessary, in the Microsoft Office InfoPath message box, click OK.

st

6.

In

11. If necessary, on the Ribbon, choose File→Close to close the form.

Procedure Reference: Create a Form Library Using InfoPath To create a form library using InfoPath: 1.

Choose Start→All Programs→Microsoft Office→Microsoft InfoPath Designer 2010.

Lesson 4: Managing Form Libraries

85

LESSON 4 Open the desired form template in the design mode in InfoPath.

3.

On the Ribbon, choose File→Publish to display the Publishing Wizard.

4.

In the right pane, in the Publish section, click the SharePoint Server button.

5.

In the Enter the location of your SharePoint or InfoPath Forms Services site drop-down list, specify the location of the SharePoint site and click Next.

6.

If necessary, in the Connect to sharepoint server dialog box, type the user name and password to connect to the SharePoint site.

7.

Select the Form Library option to create a form library and click Next.

8.

In the Publishing Wizard, select the Create a new form library option and click Next.

9.

In the Name and Description text boxes, specify a name and description for the new form library and click Next.

iti

on

2.

10. If necessary, in the Column Name list box, add form data available as column

Ed

names on a SharePoint site. a.

Click Add.

b.

In the Select a Field or Group dialog box, select the desired field or group to promote as a form library and click OK.

11. In the Publishing Wizard, click Next.

E

12. In the Publishing Wizard, click Publish.

or

AT

13. Check the Open this form library check box and click Close.

15. Close the form in InfoPath.

PL

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Procedure Reference: Add Forms to a Form Library

DU

To add forms to a form library:

Access the desired form library in Microsoft SharePoint Foundation 2010.

2.

On the Documents tab, in the New group, click New Document.

ru

1.

Enter the necessary information in the form fields.

4.

Choose File→Save.

5.

In the Save As dialog box, navigate to the desired folder and in the File name text box, type the desired name.

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3.

st In

IC

14. Close the SharePoint site.

In the Save As dialog box, click Save.

7.

Close the Microsoft Office InfoPath window.

8.

If necessary, in the browser window, choose View→Refresh to refresh the form library view to see your entry.

DO

6.

Procedure Reference: Upload Forms to a Form Library

86

To upload forms to a form library: 1.

Access the desired form library in Microsoft SharePoint Foundation 2010.

2.

Upload forms to a form library. Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 On the Documents tab, in the New group, click Upload Document to upload a single document.

b.

In the - Upload Document dialog box, in the Name text box, enter the desired name or click Browse.

c.

In the Choose File to Upload dialog box, navigate to the desired folder and select the desired file and click Open.

d.

If necessary, uncheck the Overwrite existing files check box so that an existing file is not overwritten.

e.

Click OK.

on

a.

Upload multiple forms.

iti

a.

On the Documents tab, in the New group, click Upload Multiple Documents to upload multiple documents.

b.

In the – Upload Multiple Documents dialog box, drag the desired files or click the Browse for files instead link and select the desired files.

c.

If necessary, uncheck the Overwrite existing files check box so that an existing file is not overwritten.

d.

Click OK.

e.

Click Done.

AT

or

Procedure Reference: Modify an Existing Form Library Template

E

•

Upload a single form.

Ed

•

To modify an existing form library template:

2.

On the Library tab, in the Settings group, click Library Settings.

3.

In the General Settings section, click Advanced settings.

4.

On the Advanced Settings page, in the Document Template section, below the Template URL text box, click the Edit Template link to open the form editor.

5.

In the editor, modify the form template by making changes to the design of the form and save the form.

PL

DU

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IC

Open the desired form library.

ct

1.

Procedure Reference: Modify a Form Library Template Using InfoPath To modify a form library template using InfoPath:

2.

In the Available Form Templates section, under the desired category, select the desired form template and in the right pane, click Design this Form.

3.

In the Data Connection Wizard dialog box, in the Enter the location of the SharePoint site list box, type the URL of the site and click Next.

In

DO

Open the Microsoft InfoPath Designer 2010 application.

st

1.

4.

In the Data Connection Wizard dialog box, select the desired form library and click Open.

5.

In the Microsoft Office InfoPath dialog box, click Yes.

6.

Modify the form library template and then save it.

Lesson 4: Managing Form Libraries

87

LESSON 4 Procedure Reference: Save a Form Library As a Template To save a form library as a template: Open the desired form library.

2.

On the Library tab, in the Settings group, click Library Settings.

3.

In the Permissions and Management section, click Save form library as template.

4.

On the Save as Template page, in the File Name section, in the File name text box, type the desired file name.

5.

In the Name and Description section, in the Template name text box, type the desired template name.

6.

If necessary, in the Name and Description section, in the Template description text box, type the description for the template.

7.

If necessary, in the Include Content section, check the Include Content check box.

8.

Click OK.

Ed

iti

on

1.

Procedure Reference: Customize the Form Library Versioning Settings To customize the form library versioning settings: Open the desired form library.

2.

On the Library tab, in the Settings group, click Library Settings.

3.

In the General Settings section, click the Versioning settings link.

4.

In the Content Approval section, select Yes to enable content approval for submitted items.

5.

In the Document Version History section, select the desired options to specify if a version needs to be created each time a file is edited in the document library.

6.

In the Draft Item Security section, select an option to specify the users who will be able to view the drafts in the document library.

7.

In the Require Check Out section, select the desired option to specify whether users should check out the documents before making changes in the document library.

8.

Click OK.

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1.

DO

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Procedure Reference: Change the Default View of a Form Library

In

To change the default view of a form library:

88

1.

Open the desired form library.

2.

On the Library tab, in the Settings group, click Library Settings.

3.

In the View (click to edit) section, click the desired view.

4.

On the Edit View web page, in the Name section, check the Make this the default view check box.

5.

On the Edit View web page, click OK.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 Procedure Reference: Work with Validation Settings for a Form Library To work with the validation settings for a form library: On the Library tab, in the Settings group, click Library Settings.

2.

On the Form Library Settings page, in the General Settings section, click the Validation settings link to navigate to the Validation Settings page.

3.

On the Validation Settings page, in the Formula section, in the Insert Column list box, select the desired columns and click the Add to formula link.

4.

If necessary, in the Formula text box, modify the desired formula.

5.

In the User Message section, in the User Message text box, enter the desired message text.

6.

On the Validation Settings page, click Save.

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Ed

ACTIVITY 4-1

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1.

Creating a Form Library

E

AT

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Before You Begin: In the browser window, in the Address bar, if necessary, type http://wss/sites/hr to navigate to the Human Resource site collection.

IC

PL

ct

Scenario: The benefits and compensation department manager wants to collect and record all overtime compensation claims by employees. To fulfill his requirements, you need to create a form library that can be posted on the site with the appropriate forms, for employees to fill out their claims.

DU

NO T DO

In

st

ru

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 4: Managing Form Libraries

89

LESSON 4 What You Do 1.

How You Do It

Create a Compensation form library.

a. On the Top link bar, select the Benefits and Compensation tab.

on

b. Choose Site Actions→More Options. c. In the Libraries section, click the Form Library link.

iti

d. On the New page, in the Name and Description section, in the Name text box, type Compensation Form##

Ed

e. n the Description text box, type Form for claiming overtime compensation. f.

Scroll down to view the Document Template section.

DO

st In 90

AT

Observe that the Compensation Form## form library is added to the Benefits and Compensation subsite.

j.

Navigate to the home page of the Benefits and Compensation site.

DU

PL

IC

i.

a. On the Documents tab, in the New group, choose Upload Document→Upload Document.

NO T

Add a form to the form library.

ru

2.

ct

or

h. Click Create.

E

g. In the Document Template section, observe that Microsoft InfoPath form is set as the default document template.

b. In the Compensation Form## - Upload Document dialog box, click Browse. Navigate to the C:\084697Data\Managing Form Libraries folder. c. Select Don Hall.xml and click Open. d. Click OK.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4

Navigate to the Home page of the Benefits and Compensation site.

iti

f.

on

e. Observe that the form has been uploaded to the form library.

Ed

ACTIVITY 4-2 Status Report.xsn

Setup: Microsoft InfoPath 2010 is installed.

or

•

AT

Data Files:

E

Creating a Form Library Using InfoPath

IC

PL

DU

ct

Scenario: The corporate communications department manager would like you to create a place on the HR site where employees can fill out their status reports. However, he does not have an existing template, so you need to use a sample template to create a library to which forms, including status report forms, can be added.

NO T

DO

In

st

ru

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 4: Managing Form Libraries

91

LESSON 4 What You Do

How You Do It

1.

a. Choose Start→All Programs→Microsoft Office→Microsoft InfoPath Designer 2010 to launch the Microsoft Office InfoPath 2010 application.

on

Open a sample template in InfoPath.

b. Choose File→Open and in the Open in Design Mode dialog box, navigate to the C:\084697Data\Managing Form Libraries folder.

2.

iti

c. Select the Status Report.xsn file and click Open. a. Choose File→Save As.

Save the form template.

Ed

b. In the Save As dialog box, navigate to the C:\084697Data\Managing Form Libraries folder.

AT

IC PL

DU

NO T DO

In

st

ru

ct

or

d. Click Save.

E

c. In the File name text box, triple-click and type Status Report##

92

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 3.

a. Choose File→Publish.

Create a form library on the HR site using the InfoPath Status Report form template.

b. In the Publish section, click the SharePoint Server button.

on

c. In the Enter the location of your SharePoint or InfoPath Forms Services site text box, type http://wss/sites/hr and click Next.

iti

d. In the What do you want to create or modify section, verify that the Form Library option is selected and click Next.

f.

Ed

e. In the What do you want to do section, verify that the Create a new form library option is selected and click Next. In the Publishing Wizard, in the Name text box, click and type Status Report##

E

AT

or

g. In the Publishing Wizard, in the Description text box, type Status Report for work items and click Next.

DU

In the Publishing Wizard, check the Open this form library check box and click Close.

DO

NO T

k. Observe that the Status Report## form library has been created.

In

st

ru

j.

PL

In the Publishing Wizard, verify the form information and click Publish.

ct

i.

IC

h. In the Publishing Wizard, accept the default column names and click Next.

Lesson 4: Managing Form Libraries

93

LESSON 4 4.

Add a form to check whether the Status Report## form library is functioning as intended.

a. On the Documents tab, in the New group, click New Document.

on

b. In the STATUS REPORT form, in the Report Date text box, enter today’s date and press Tab. c. In the Project text box, type Java and press Tab.

iti

d. If necessary, in the Auto Complete message box, click No. e. In the Prepared By text box, type Programmer and press Tab. In the Manager Name text box, type Maria Calla and press Tab.

Ed

f.

E

g. In the E-mail Address text box, type user##@ourglobalcompany.com and press Tab.

DO

NO T

DU

PL

IC

In the Summary text box, type Fixes completed. Ready for client upload.

In

st

ru

ct

i.

AT

or

h. In the Department text box, type Application Development and press Tab.

94

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 5.

Save the form in the Status Report## form library.

a. Choose File→Save.

on

b. In the Save As dialog box, in the Status Report## library, in the File name text box, type the desired file name. c. In the Save As dialog box, click Save. d. Close the InfoPath applications.

f.

iti

e. In the browser window, click Refresh.

In the Windows Internet Explorer message box, click Retry.

Ed

g. Observe that the form has been added to the Status Report## form library.

AT IC

or

TOPIC B

E

h. Close the browser tab.

PL

DU

ct

Customize a Form Template Using InfoPath

NO T

ru

You have created form libraries. Sometimes, there may be a requirement to modify the form template on which the form library is built. In this topic, you will customize form templates using Microsoft Office InfoPath.

In

Form Templates

DO

st

Forms are the most common way of collecting data. However, managing the data thus collected can be a tedious task. Your organization may have numerous cabinets filled with forms collected over the years from both customers and employees. Creating and customizing a template would prove useful in such cases. Microsoft Office InfoPath 2010, form management software, enables users to easily create, manage, customize, publish, and reuse form data using form templates.

An InfoPath form template is a file that defines the data structure, appearance, and behavior of a form. Form data is the actual information that is entered into a form’s containers. When a user fills out a form, the form template files are referenced by the form. Although you can create a form template from scratch, InfoPath offers a set of available form templates that you may use when designing a form. Once a form template is published to a Microsoft SharePoint Foundation 2010 form library, it is referred to as a form library template.

Lesson 4: Managing Form Libraries

Form Templates

95

LESSON 4

Ed

iti

on

InfoPath form templates have a .xsn file extension.

Figure 4-4: A Microsoft InfoPath form template.

AT

E

Types of Form Templates

ct

Popular Form Templates

In 96

IC

Create a form template based on SharePoint lists, SharePoint form libraries, E-Mail templates, the Blank template, and the Blank (InfoPath Filler) templates. Create a form template based on the database that is used for querying and submitting data to an Access or an SQL database and create a web service template that is used for querying and submitting data to a web service used to host the data. An advanced form template can also be an XML or Schema template that is based on an existing XML document or XML schema as the data source. You can also create form templates based on data connection files that enable you to query a SharePoint data source, or convert an existing form into an InfoPath form template. You can base a form on the Document Information Panel form template that can be used to edit the properties of Microsoft Office documents stored in a SharePoint document library.

NO T DO

st

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Advanced Form Templates

PL

Enables You To

DU

Form Template

or

Microsoft Office InfoPath allows a user to design a new form based on different types of form templates available in the application.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 Enables You To

InfoPath 2007 Form Templates

Create a form template based on the Blank or the Blank (InfoPath Filler) InfoPath 2007 form templates.

Template Parts

Create a form template based on the Blank template, and Blank (InfoPath Filler) or the XML or Schema template parts.

on

Form Template

iti

Template Parts

A template part is a reusable component of a form template that can be inserted or updated in multiple form templates. A template part can be based on either the Blank, Blank (InfoPath Filler) or the XML or Schema type of form template.

Ed

InfoPath Form Modes

AT

Form Layout

E

InfoPath provides two different modes for working with forms. The Fill Out This Form mode allows a user to fill details in a form and the Design this Form mode enables a user to design a new form template.

IC

PL

NO T DO

In

st

ru

Example:

Form Layout

DU

ct

or

Definition: Form layout is the process of organizing the components of a form in a specific, visually appealing pattern. Each component of the form can follow a specific layout pattern. InfoPath provides users with different types of layout tables to create specific forms.

Figure 4-5: A form with a custom layout.

Lesson 4: Managing Form Libraries

97

LESSON 4

on

Layout Tables A layout table is a collection of cells used to arrange content in a form. The layout tables contain form elements such as text and controls that can be used for placing and aligning controls on a form, creating header and footer sections, and separating logical groups of controls. By default, layout tables do not have visible borders at runtime. However, in the design mode, the layout table’s border is visible and is represented by dashed lines. Layout tables can be added, formatted, and modified to suit your requirements. The Tables group on the Insert tab on the Ribbon provides layout tables. There are four commonly used layout table types.

Enables Form Designer To

Single Column

Insert a single column table

Two Columns

Insert a two column table

Four Columns

Insert a four column table

Custom Table

Insert a table with the exact number of required rows and columns

Ed

iti

Layout Table Type

Form Controls

AT

E

A control is a graphical user interface object used on forms to display data or choices, or to perform an action. InfoPath offers different categories of controls for designing a form.

or

Form Controls

IC PL

DU

NO T DO

In

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Placing a control on the form’s design surface binds the form to an underlying data source.

Figure 4-6: Form controls.

Control Categories InfoPath consists of various categories of controls that can be used to design a form.

98

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 Consists of

Input

Controls such as text boxes, check boxes, and list boxes that are most often used for data input.

Objects

Objects such as button, calculated value, file attachments, and pictures.

Containers

Form containers such as section, optional section, and repeating section, and repeating table.

on

Control Category

iti

Data Sources

Views

st

AT IC PL

DU

NO T

Figure 4-7: Data sources.

DO

ru

ct

or

Example:

Data Sources

E

Ed

Definition: A data source is an XML-based file that stores the data contained in a form. A data source contains both fields and groups. Each form control is defined by a specific field in a data source. While fields store the data entered into the form, groups contain multiple fields or other groups within them.

Views

In

Definition: A view is a form-specific display setting for presentation of form data. Each InfoPath form has a default view, named View 1 (default), which is displayed when a user fills a form. However, custom views can be created using the Views group on the Page Design tab. Views alter the presentation of a form by controlling what is visible, but they do not change the form template or data.

Lesson 4: Managing Form Libraries

99

LESSON 4 Views are saved with the form template and then applied to the forms.

E

Ed

iti

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Example: For example, one view can be used for printing the form data of status report and another view can be used to hide some of the form details such as the individual status items assigned to an employee.

or

AT

Figure 4-8: A form with a default view.

To create a template part:

PL

ct

Procedure Reference: Create a Template Part

IC

How to Customize a Form Template Using InfoPath

2.

In the Available Form Templates section, in the Template Parts subsection, select Blank, XML or Schema, or the Blank (InfoPath Filler) option.

DU

Launch the Microsoft InfoPath Designer 2010 application.

ru

1.

In the right pane, click the Design Form button.

4.

Design the template part and save the changes.

NO T

3.

st

Procedure Reference: Create a Blank Form Template

In 100

DO

To create a blank form template:

1.

Launch the Microsoft InfoPath 2010 Designer application.

2.

In the Available Form Templates section, in the Popular Form Templates section, select Blank.

3.

In the right pane, click the Design this Form button.

4.

Design the form template and save the changes.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 Procedure Reference: Add Controls to a Form Template To add controls to a form template: Launch the Microsoft InfoPath Designer 2010 application.

2.

In the Microsoft Infopath window, open the desired form template.

3.

On the Home tab, in the Controls group, select the desired controls to add the necessary controls to the form.

4.

If necessary, save the form.

on

1.

To format text on a form: Open the form you want to format in the design mode.

2.

Select the text you want to format.

3.

Apply the desired text formatting.

Ed

1.

iti

Procedure Reference: Format Text on a Form

a.

On the Home tab, in the Format Text group, click the desired button to change the text formatting.

b.

If necessary, in the Format Text group, change the font, font size, or font color of the selected text.

5.

If necessary, format the form with the other options available on the Format Text group.

6.

Save and close the form.

IC

AT

E

In the Format Text group, click the desired button to change the text alignment.

or

4.

ct

To publish a form template to a SharePoint form library:

PL

Procedure Reference: Publish a Form Template to a SharePoint Form Library

2.

Choose File→Publish.

3.

In the Publish section, click the SharePoint Server button.

4.

In the Enter the location of your SharePoint or InfoPath Forms Services site text box, specify the location of the SharePoint site and click Next.

5.

If necessary, in the Connect to dialog box, type the user name and password to connect to the SharePoint site.

6.

Select the Form Library option to create a form library and click Next.

7.

In the Publishing Wizard, select the desired option. • Create a form library.

NO T

DO

st

From the What do you want to do option group, select the Create a new form library option and click Next.

In

a.

DU

Open the form that you want to publish in the design mode in InfoPath.

ru

1.

b.

•

Specify a name and description for the new form library and click Next.

Update the form template in an existing document library. a.

From the What do you want to do option group, select the Update the form template in an existing form library option.

b.

In the Form library to update section, select the desired library.

Lesson 4: Managing Form Libraries

101

LESSON 4 c.

9.

If necessary, in the Column Name list box, add form data available as column names on a SharePoint site. a.

Click Add.

b.

Select the desired field or group to promote as a form library and click OK.

on

8.

Click Next.

Click Next.

10. Verify the form information and click Publish.

11. Check the Open this form library check box and click Close.

iti

12. Close the SharePoint site. 13. Close the form in InfoPath.

Procedure Reference: Work with Views

Ed

To work with views: 1.

Open the desired form in the design mode.

2.

Add a new view. a. On the Page Design tab, in the Views group, click New to display the Add View dialog box.

On the Page Design tab, in the Views group, select the desired view.

b.

Click the Properties button.

c.

In the View Properties dialog box, on the General tab, in the View settings section, check the Set as default view check box to set the selected view as the default one.

DU

PL

IC

a.

Switch between views using the Button control.

ru

On the Home tab, in the Controls group, insert a Button control.

Double-click the Button control to display the Properties tab on the Ribbon under the Control Tools tab.

c.

In the Button group, click Rules.

d.

Click New→Action.

NO T

b.

st In

AT

Set the selected view as the default view.

a.

102

E

From the default view, select the desired sections to cut and paste into the new custom view.

or

c.

e.

If necessary, in the Rules dialog box, in the Name Details for text box, change the default name.

f.

From the Add drop-down list, select Switch views.

g.

In the Rule Details dialog box, from the View drop-down list, select the desired view.

h.

In the Rule Details dialog box, click OK.

DO

4.

In the New view name text box, type the desired name and click OK.

ct

3.

b.

5.

On the Page Design tab, in the Views group, from the View drop-down list, select the desired view and choose Delete to delete the desired view.

6.

In the Delete View message box, click Yes.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4

8.

Rename a view. a.

On the Page Design tab, in the Views group, from the View drop-down list, select the desired view, and click Properties to display the View Properties dialog box.

b.

On the General tab, in the View settings section, in the View name text box, type the desired view name and click OK.

on

7.

Save the form.

Procedure Reference: Add Data Validation To add data validation: Open the desired form in the design mode.

2.

Select the desired control and double-click to display the Properties tab.

3.

On the Properties tab, in the Rules group, click Manage Rules. From the New drop-down list, select Data Validation.

4.

In the Validation and Rules section, click Data Validation.

5.

In the Data Validation dialog box, click Add to insert a data validation rule.

6.

Set the data validation. a. In the Data Validation dialog box, in the If this condition is true section, click the drop-down arrow of the first drop-down list and select the desired field.

AT

E

Ed

iti

1.

c.

Click And to include the next field.

d.

If necessary, add a screen tip.

e.

If necessary, in the Message text box, type the text that you wish to display when the user requests for additional information.

f.

If necessary, check the Show dialog box messages immediately when user enters invalid data check box to automatically show a dialog box message when the user leaves a control blank.

g.

Click OK to save the data validation rules.

PL

DU

ct

ru

IC

Set the condition specific to the field selected.

or

b.

Click OK to save the data validation conditions for the specified field.

8.

If necessary, test the validity by running the form in preview.

NO T

7.

b.

In the Preview window, in the control whose validation you want to check, type the desired text.

DO

On the Quick Access toolbar, click Preview.

st

a.

Click away from the control.

d.

Mouse over the control when a dashed red border appears over the control to check if the corresponding screen tip is displayed.

In

c.

e.

On the Home tab, in the Preview group, click Close Preview.

Lesson 4: Managing Form Libraries

103

LESSON 4

ACTIVITY 4-3 Customizing Form Templates Using InfoPath •

on

Data Files: Overtime Compensation Form.xsn

iti

Scenario: The HR department wants to collect and collate the overtime compensation claims of the employees. As forms need to be created and customized in InfoPath, you have been assigned the task of creating and publishing the overtime compensation form on the Benefits and Compensation site.

Ed

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

E

Create an InfoPath Overtime Compensation Form template in design mode.

a. Launch the Microsoft InfoPath Designer 2010 application.

or

1.

How You Do It

AT

What You Do

IC

PL

DU

b. Select the text in the title.

DO

c. On the Home tab, in the Format Text group, from the Font drop-down list, scroll down and select Times New Roman.

d. In the Format Text group, from the Font Size drop-down list, select 18.

In

st

a. Inside the Title control, type Overtime Compensation Form

NO T

Add a title to the form template, and format the title.

ru

2.

ct

b. In the Available Form Templates section, under the Popular Form Templates section, select the Blank Form option, and in the right pane, click Design Form.

104

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 3.

a. Below the title, click and type Employee Name

Add text box controls for the Employee Name, Employee Code, and Designation.

on

b. On the Home tab, in the Controls group, click the More drop-down arrow and in the Input section, click Text Box.

c. Press Enter and type Employee Code

iti

d. On the Home tab, in the Controls group, click Text Box. e. Press Enter and type Designation

4.

On the Home tab, in the Controls group, click Text Box.

Ed

f.

a. In the Format Text group, from the Font Color drop-down list, select Red.

Add text box controls for the department, overtime hours, date, and amount claimed.

E

b. Press Enter twice and type Department

AT

IC

or

c. On the Home tab, in the Controls group, click Text Box.

PL

d. Press Enter and type Overtime

In Lesson 4: Managing Form Libraries

Press Enter and type Date

NO T

g. On the Home tab, in the Controls group, click the More drop-down arrow and in the Input section, click Date Picker.

h. Press Enter twice and type Amount Claimed

DO

st

ru

f.

DU

ct

e. On the Home tab, in the Controls group, click Text Box.

i.

On the Home tab, in the Controls group, click the More drop-down arrow and in the Input section, click Text Box.

105

LESSON 4 5.

a. Select the Page Design tab.

Add a new view to the form.

b. In the Views group, click New View.

on

c. In the Add View dialog box, in the New view name text box, type Employee View and click OK. d. Type Overtime Compensation Form to enter the form title.

Select the Employee Name, Employee Code, Designation, Department, Overtime, and Date label and text box controls.

Ed

f.

iti

e. On the Page Design tab, from the View drop-down list, select View 1 (default).

g. Right-click and choose Copy.

j.

Observe that the controls are displayed in the Employee View view.

PL

DU

a. Choose File→Save.

NO T

b. In the Save As dialog box, navigate to the C:\084697Data\Managing Form Libraries folder.

DO

c. In the File name text box, triple-click and type Overtime Compensation Form d. Click Save.

In

st

AT

Click below the title and on the Home tab, in the Clipboard group, click Paste.

IC

i.

or ct

Save the form template.

ru

6.

E

h. On the Page Design tab, from the View drop-down list, choose Employee View.

106

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 4 7.

a. Choose File→Publish.

Publish the Overtime Compensation Form to the Compensation Form form library on the Benefits and Compensation subsite.

b. In the Publish section, click SharePoint Server.

on

c. In the Publishing Wizard, in the Enter the location of your SharePoint or InfoPath Forms Services site text box, type http://wss/sites/hr/bc/default.aspx and click Next.

iti

d. Under the What do you want to create or modify section, observe that the Form Library option is selected and click Next.

f.

Ed

e. Under the What do you want to do option, select the Update the form template in an existing form library option. In the Form library to update section, select the Compensation Form## option and click Next.

E

AT

or

g. In the Publishing Wizard, click Next.

In Lesson 4: Managing Form Libraries

PL

Close the InfoPath application.

NO T

a. Access the Benefits and Compensation page. Access the Compensation Form form library.

b. On the Documents tab, in the New group, click New Document.

DO

st

ru

Access the Compensation Form template from the Compensation Form form library.

DU

j.

8.

In the Publishing Wizard, check the Open this form library check box and click Close.

ct

i.

IC

h. In the Publishing Wizard, verify the form information and click Publish.

c. Observe that a new form based on the Compensation Form template has launched in InfoPath. d. Close the InfoPath application.

107

LESSON 4 Lesson 4 Follow-up In this lesson, you managed form libraries. Using form libraries, you can collect, collate, and manage data specific to your business processes efficiently. This will help you store the information using forms online. How critical do you think form libraries are from a business perspective? What types of forms do you think will be uploaded the most?

on

1.

Answers will vary but may include: uploading recruitment related forms such as resumes and leave application forms, and uploading of employee grievance related forms. 2.

What type of InfoPath form template will you use to design a form? Why?

AT

DO

NO T

DU

PL

IC

or ct ru In

st

E

Ed

iti

Answers will vary but may include: Blank to design a template from scratch, Web Service to design a form template based on web services, or Database to design a form template to fetch data stored in databases.

108

Microsoft® SharePoint® Foundation 2010 - Level 2

on

LESSON 5

LESSON 5

Lesson Time 45 minutes

Ed

iti

Managing Content Structures

Apply content types to a list.

DU

DO

NO T

ct ru In

st

AT

•

IC

Create a content type.

or

•

PL

You will:

E

In this lesson, you will manage content structures in a site collection.

Lesson 5: Managing Content Structures

109

LESSON 5 Introduction

on

You have worked with form libraries. With large volumes of data stored on the Microsoft SharePoint Foundation 2010 site in the form of documents, forms, and pictures, you will also need to structure and group data to ensure effective usage. In this lesson, you will use content types to group and manage data in a Microsoft SharePoint Foundation 2010 site.

iti

In a publication, logical sectioning of content is important to ensure that information is presented in a clear and concise manner. Proper classification and grouping of information assists in improving readers’ comprehension of the content presented. Similarly, content types in Microsoft SharePoint Foundation 2010 enable a site collection administrator to classify and group information and documents efficiently.

TOPIC A

Ed

Create a Content Type

You have managed document and form libraries in a site collection. With several users accessing the site, lists, and libraries for information, classification of content can help users access content quickly. In this topic, you will create a content type.

AT

IC

or

PL

Content Types

DU

DO

st

NO T

ct

Definition: Content types are reusable settings that determine the attributes of a document, folder, or list item such as file formats. They allow information in various formats and locations across a site to be organized into logical groups. Content types can be set for an entire site, or for an individual list or library. By using content types, you can set properties to associate with a list or a library item, specify the workflows that can be associated with the content type, and also specify the templates. Content types are independent of any specific list or document library; therefore, you can even assign a given content type for the lists on multiple SharePoint sites. This enables you to centrally define and manage the types of content you store in your site collection.

ru

Content Types

E

Imagine you dump your clothes, books and cutlery on the same shelf. Locating a specific item would turn out to be a tedious task. Items should be classified and placed based on their categories. Items placed in order will not only look neat and tidy but also improve the visibility. With content types, you can organize and classify the data within a site.

In

Example: Suppose you create a content type to represent a work plan for the project Everything For Coffee which is a library in a SharePoint site. This content type can contain several file formats such as a Microsoft Excel document depicting time schedules, a Microsoft Word document containing details on the background of the project, and a PowerPoint presentation illustrating the overall plan of the project. So, the Everything For Coffee library can contain these three file formats. This is a custom content type created for a specific purpose namely to develop a work plan for a project. This content type can be applied to other project plans, so that the file formats of the list or library are defined.

110

Microsoft® SharePoint® Foundation 2010 - Level 2

iti

on

LESSON 5

Figure 5-1: Content type.

Ed

The Site Content Type Column Order Page The Site Content Type Column Order page enables a user to specify columns in a site content type. You can choose the order of the columns in a particular content type. The page can also be used to update the content types in the child site and list as and when the settings of the current page changes.

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Developing Content Types You can develop custom content types for Microsoft SharePoint Foundation using Microsoft Visual Studio 2010. For this purpose, you need to install a separate template in Visual Studio available for download on the Microsoft website.

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The Site Content Types Page

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The Site Content Types page enables you to create and manage content types declared on a site and its parent site. The content types displayed on the Site Content Types page are available for use on a site and its subsites. Microsoft SharePoint Foundation provides default content types that can be configured for an item on a site. The default lists and libraries such as Calendar, Tasks, or Shared Documents have a corresponding content type in the site’s content type gallery.

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Metadata

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The New Site Content Type Page The New Site Content Type page enables you to create a site content type. Settings are initially copied from the parent content type, and future updates to the parent overwrite the settings on the existing type.

Metadata

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Metadata records data about data elements or content type attributes that help in managing and capturing information about a content type. Various metadata attributes are available for a content type. They are Modified, Modified By, and Checked Out To. A site collection administrator can define additional metadata items such as approval status as required.

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LESSON 5

Figure 5-2: Specific metadata attributes.

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Content Type vs. Metadata

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Default Content Types

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Content types are used to categorize content, while metadata is used to enable the effective search for a specific file in content. For instance, consider the library Everything For Coffee. The work plan is the content type, and information about each document and image, such as Title, Created at, Version, and Last Modified at constitute the metadata items. When a user looks for an item in this library, he will use the Title of the document say Project Outline, as the keyword to initiate his search. Content types determine the attributes of a document, folder, or list item, while metadata determine the attributes of a content type. Content types help in the management of metadata and behaviors for a specific type of content.

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Custom Content Types

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Content Type

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Default content types are categorized into groups; this makes it easier for users to locate and use them.

Create a custom content type as per the specifications of a client using Visual Studio. For instance, for the New Products library, you may want to create a custom content type named ″New Products″. This content type can be configured to permit Word documents and Excel sheets to be added to the library. The word document can include product specifications such as features. The Excel sheet can include details such as price, release date, and model number.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 5 Enables You To

Document Content Types

Create a document-based content type that enables you to capture metadata associated with a document. This helps in data retrieval when a user searches through thousands of documents in a site.

Folder Content Types

Create a folder-based content type that defines the metadata for the folder in a list or library. When a folder content type is applied to a folder in a library, it enables you to provide some structure and boundaries for employees, so that they cannot create folders anywhere in the document library.

Group Work Content Types

Create an item-based content type that enables you to capture metadata associated with an item. This helps a user to share information among his group members.

List Content Types

Create a content type based on a list rather than the document or folder content type. It is based on the content property that deals with Share Point list, and further coding can be done to customize the list content type.

Special Content Types

Create a content type that changes the behavior of your list or library when added, by enabling users to add documents of any content type to the library. Unknown documents will be treated as their original content types.

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Content Type

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Planning Content Types

Considerations for Planning Content Types

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By planning content types, you can effectively manage content that exists in a list, library, or a site and also restrict content that will be added in the future. Various factors should be taken into account by site administrators while planning a content type in order to manage the site content effectively.

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Guidelines: • Plan for folder content types by linking a view in a list or library to be available only in folders of a particular content type. This will enable you to display columns in a document only associated with the relevant document type in that folder.

•

Plan for list content types by identifying the columns of metadata associated with the content type, and the associated workflows. You can create a unique list item associated with the list content types.

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Plan for document content types in a list or a library by specifying the settings that should be inherited directly from the document content type or from a content type that is descended from the document content type. This will enable you to inherit important columns such as the Title, and Created By for your document types. You can also associate a template with the content type.

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LESSON 5 •

While planning a content type, identify the parent content type, identify the columns in the parent content type that would be inherited, create the desired columns, associate the desired templates and the desired workflows with the content type.

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Example: As a site administrator, you want to assign content types for the Employees library. You decide to create folders by linking the Word document to relevant folders so that it is the only document type available in those folders. You have specified the settings that should be inherited from the document content type such as Document Template to ensure a consistent look for the documents. You also have a generic document content type for storing employee data, and you have identified lists and libraries that should display data about employees. You have also identified metadata columns such as Created By and Version so that you can track records on who added content and also on the number of times the content has been modified. You have also associated workflows for processing employee data.

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Figure 5-3: Inherited settings for a content type.

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A workflow comprises a series of tasks performed in succession to produce a final outcome.

How to Create a Content Type

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Procedure Reference: Create a Site Content Type

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To create a site content type: 1.

On the Home page, choose Site Actions→Site Settings.

2.

On the Site Settings page, in the Galleries section, click the Site content types link.

3.

On the Site Content Type Gallery page, click the Create link.

4.

On the New Site Content Type page, in the Name and Description section, in the Name text box, type as required.

5.

If necessary, in the Description text box, click and type as required.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 5 Select the Custom Content Types option to create a custom content type.

•

Select the Document Content Types option to create a document-based content type.

•

Select the Folder Content Types option to create a folder-based content type.

•

Select the Group Work Content Types option to create a content type for group interaction.

•

Select the List Content Types option to create a list-based content type.

•

Select the Special Content Types option to create a special content type.

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•

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7.

Under Parent Content Type, from the Select parent content type from dropdown list, select the desired options.

In the Group section, under Put this site content type into, select the desired group. •

From the Existing group drop-down list, select the required option.

•

In the New group text box, type the required group name and click OK.

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6.

Procedure Reference: Upload a Document Template for the Document Content Type To upload a document template for the document content type:

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On the Site Content Types page, click the desired content type.

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You can upload document templates only for document content types and special content types with document as the parent content type.

3.

On the Advanced Settings page, in the Document Template section, select the Upload a new document template option.

4.

In the Upload a new document template section, click the Browse button.

5.

On the Choose File to Upload dialog box, select the desired file and click Open.

6.

On the Advanced Settings page, click OK.

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On the page, in the Settings section, click Advanced Settings link.

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2.

Procedure Reference: View Content Type Metadata Information in a List or Library

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To view content type metadata information in a list or a library: Navigate to the desired list or library.

2.

Click on the desired item and choose View Properties to view its metadata information.

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1.

Lesson 5: Managing Content Structures

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LESSON 5

ACTIVITY 5-1 Data Files: •

Interview Feedback2.doc

Before You Begin: In the Address bar, type http://wss/sites/hr and press Enter.

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Creating a Document Content Type

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Scenario: You are required to create a custom content type to store and classify information about the candidates selected in an interview. You also want to upload a specific template for the content type created and add columns relevant to the content type.

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 5 What You Do

How You Do It

1.

a. Choose Site Actions→Site Settings.

Create a document content type.

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b. On the Site Settings page, in the Galleries section, click the Site content types link. c. On the Site Content Types page, click the Create link.

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d. On the New Site Content Type page, in the Name and Description section, in the Name text box, type Candidates Selected##

Under Parent Content Type, under Select parent content type from drop-down list, verify that the Document Content Types option is selected.

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e. In the Description text box, type Contains Information on Selected Candidates

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g. From the Parent Content Type drop-down list, select Document.

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h. In the Group section, under Put this site content type into, verify that the Custom Content Types option is selected in the Existing group drop-down list and click OK.

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117

LESSON 5 2.

Upload the Interview Feedback2 template for the Document content type.

a. On the Candidates Selected## page, in the Settings section, click the Advanced settings link.

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b. On the Advanced Settings page, in the Document Template section, select the Upload a new document template option.

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c. In the Document Template section, under Upload a new document template, click the Browse button.

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d. In the Choose File to Upload dialog box, navigate to the C:\084697Data\Managing Content Structures in a Site Collection folder, select the Interview Feedback2.doc file, and click Open. e. On the Advanced Settings page, click OK. Click the Navigate Up icon and select Site Content Types.

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g. On the Site Content Types page, in the Custom Content Types section, observe that the new site content type Candidates Selected## is displayed.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 5 3.

Add columns to the Candidates Selected## content type.

a. On the Site Content Types page, under Custom Content Types, click the Candidates Selected## link.

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b. On the Content Type page, in the Columns section, click the Add from existing site columns link.

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c. On the Add Columns to Content Type page, in the Select Columns section, from the Available columns list, select Comments and click Add. d. From the Available columns list, scroll down, select Job Title, and click Add and click OK.

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ACTIVITY 5-2

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Create a Group Work Content Type

Before You Begin: In the Address bar, type http://wss/sites/hr/default.aspx and press Enter.

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e. Navigate to the Home page of the Human Resource site collection.

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Scenario: You have created a custom content type that can be used to classify information on selected candidates. Now, the HR manager wants to view notices regarding the candidates selected in an interview. You are required to classify information in the notice form with regard to the recruitment process.

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

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119

LESSON 5 What You Do

How You Do It

1.

a. Choose Site Actions→Site Settings.

Create a group work content type.

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b. On the Site Settings page, in the Galleries section, click the Site content types link. c. On the Site Content Types page, click the Create link.

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d. On the New Site Content Type page, in the Name and Description section, in the Name text box, type Recruitment Tasks##

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e. In the Description text box, type Information on selected candidates Under Parent Content Type, from the Select parent content type from dropdown list, select the Group Work Content Types option.

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g. From the Parent Content Type drop-down list, select Official Notice.

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On the Site Content Types page, under Custom Content Types section, observe that Recruitment Tasks## is listed.

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Navigate to the Site Content Types page.

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k. Navigate to the home page of Human Resource site collection.

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h. In the Group section, under Put this site content type into, from the Existing group drop-down list, select the Custom Content Types option and click OK.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 5

TOPIC B

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Apply Content Types You have created a content type for a document in a document library. Now you can apply it to your library or list. In this topic, you will apply content type to a list or library.

How to Apply Content Types to a List

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Information stored in lists and libraries are accessed by several site users. Each group of users looks for a specific type of information. Therefore, classifying information in a list by applying appropriate content types enhances the accessibility of information.

Procedure Reference: Turn on Multiple Content Types in a Library

Ed

To turn on multiple content types in a list or library:

2.

On the Library page, check the required document.

3.

On the Library tab, in the Manage Views group, from the Current View dropdown menu, select All Documents.

4.

On the Library tab, in the Settings group, click Library Settings.

5.

On the Document Library Settings page, in the General Settings section, click the Advanced settings link.

6.

On the Document Advanced Settings page, in the Content Types section, under Allow management of content types, select the desired option. • Select the Yes option to allow the management of content types.

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Select the No option to deny the management of content types.

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On the Quick Launch bar, in the Libraries section, click the library to which you want to apply the multiple content types.

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1.

On the Document Advanced Settings page, click OK.

To add a content type to a library:

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Procedure Reference: Add a Content Type to a Library

2.

In the Content Types section, click the Add from existing site content types link.

3.

If necessary, on the Add Content Types page, from the Select site content types from drop-down list, select the desired site content type group.

4.

From the Available Site Content Types list box, select the desired content types.

5.

Click Add.

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Navigate to the desired library’s Document Library Settings page.

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1.

You can apply an existing content type to a list in a similar way.

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LESSON 5 Procedure Reference: Modify the New Button Order of the Default Content Type To modify the new button order of the default content type: Navigate to the desired library’s Document Library Settings page.

2.

In the Content Types section, click the Change new button order and default content type link.

3.

On the Change New Button Order and Default Content Type page, for the desired content type, from the Position from Top drop-down list, select the desired number and click OK.

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ACTIVITY 5-3

Applying an Existing Content Type to a Library

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Setup: In the Address bar, type http://wss/sites/hr and press Enter.

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Scenario: The Human Resource department maintains a separate library on interviewed and selected candidates. Functional department heads in your organization require information on the list of selected candidates. Therefore, you want to uniquely classify these documents based on the Candidates Selected## content type you created and add metadata attributes to the columns.

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b. On the Library tab, in the Settings group, click Library Settings.

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a. On the Quick Launch bar, in the Libraries section, click the Interview Feedback## link.

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Turn on content types in the Interview Feedback## library.

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How You Do It

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What You Do

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

c. On the Document Library Settings page, in the General Settings section, click the Advanced settings link. d. On the Advanced Settings page, in the Content Types section, under Allow management of content types, select Yes and click OK.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 5 2.

a. On the Document Library Settings page, in the Content Types section, click the Add from existing site content types link.

Add content types from the existing site content type.

True or False? The Candidates Selected## content type can be used by functional heads to view information on new candidates.

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3.

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b. On the Add Content Types page, in the Select Content Types section, under the Available Site Content Types list box, select the Candidates Selected## option, and click Add and OK.

✓ True False

a. If necessary, on the Document Library Settings page, scroll down.

Change the order of the default content types.

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4.

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b. On the Document Library Settings page, in the Content Types section, click the Change new button order and default content type link.

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c. On the Change New Button Order and Default Content Type page, in the Content Type Order section, from the first Position from Top drop-down list, select 2 and click OK.

Lesson 5: Managing Content Structures

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LESSON 5 Add metadata attributes to the List of candidates selected.xlsx for the columns based on the Candidates Selected## content type.

a. Navigate to the Interview Feedback## page. b. On the Interview Feedback## page, double-click the Documents on Interview Feedback## folder icon.

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c. Click the drop-down arrow near the List of Candidates Selected.xlsx file and click Edit Properties.

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d. In the Interview Feedback##— List of Candidates Selected.xlsx dialog box, in the Content Type section, click the dropdown arrow and select Candidates Selected##.

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e. Observe that text boxes for Comments and Job Title columns based on the Candidates Selected## content type. In the Comments text box, type Candidates selected on January, 2010

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g. In the Job Title text box, type Programmer and click Save.

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In the Interview Feedback## - List of candidates selected.xlsx dialog box, observe the new columns in addition to the default columns and the metadata attributes for the columns.

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Click Close.

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h. Click the drop-down arrow near List of Candidates Selected.xlsx file and choose View Properties.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 5 6.

View the Candidates Selected## template.

a. On the Human Resource site collection, navigate to the Interview Feedback## document library.

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b. On the Documents tab, choose New Document→Candidates Selected##. c. In the Open Document message box, click OK.

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d. Observe the new template based on the Candidates Selected## content type. e. Close the Microsoft Word application.

Navigate to the Home page of Human Resource site collection.

Lesson 5 Follow-up

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What content types would you use in your personal SharePoint site? Why?

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In this lesson, you applied content types to the content in a library and a list. Microsoft SharePoint Foundation content types help in the efficient management of different data types.

PL

What is the purpose of a content type? How will it enhance content management?

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Answers will vary but may include: document and custom content types, because by using document content types, you can add documents containing information that needs to be shared. By using custom content types you can allow files that you desire to be stored in a list or a library.

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Answers will vary but may include: Categorize content and sequence it. Applying content types will make the content easily manageable. For instance, it helps to define file formats that can exist in a library and thus helps in restricting the content that is added to the library.

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NOTES

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Microsoft® SharePoint® Foundation 2010 - Level 2

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LESSON 6

LESSON 6 Managing Workflows

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Create a custom workflow.

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•

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You will: • Add a workflow.

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In this lesson, you will manage a workflow.

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Lesson Time 1 hour(s), 25 minutes

Lesson 6: Managing Workflows

127

LESSON 6 Introduction

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You have created and used content types in lists and libraries. As several users access the data within sites, add content, and use the documents in them, defined review and validation processes ensure efficient management of site content. Workflows in Microsoft SharePoint Foundation 2010 enable you to build efficiency into task management. In this lesson, you will manage workflows.

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Any successful organization has business processes that are standardized and supported with robust documentation. These processes depend upon how information flows through various functions each of which is responsible for a particular task. These business processes define and help the workflow within an organization so that a structured work hierarchy is maintained. Microsoft SharePoint Foundation 2010 provides workflows that assist in maintaining the work hierarchy automatically.

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TOPIC A

Add a Default Workflow

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You have worked with various content types. Often, content and information within a list or a library need to be evaluated and validated before being uploaded. The process may include several stakeholders who review and finalize the information. In this topic, you will add a default workflow.

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Definition: A workflow is an operational process comprising a sequence of interconnected steps or operations. It can be defined as tasks accomplished by a single individual or a group of people to achieve a specific output. It depicts the flow of work, and helps organize and execute various activities that represent work processes.

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Workflows

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Workflows

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Documents are created and uploaded to the Microsoft SharePoint Foundation 2010 site periodically. It is critical that the documents are reviewed and approved before finally uploading them to the Microsoft SharePoint Foundation 2010 site. As a site collection administrator, you are responsible for the documents uploaded on the site. By adding a workflow, you can ensure that critical documents are tracked and validated before finally being uploaded.

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Similarly, a SharePoint workflow determines the tasks that should be performed, the people who should perform these tasks, and tracks the history of all workflow tasks. The default workflow is the three-state workflow that allows you to mark items as Active, Resolved, or Closed. It enables you to manage the entire life cycle of a process associated with items such as documents, lists, and libraries.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6

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Example: Workflows can be used to manage the recruitment process in which there are several stages and tasks to be accomplished. For instance, once the interview with an applicant is complete, the functional head may incorporate his/her feedback and send the document to the HR manager for approval. The HR manager will either select or reject the candidature of the applicant. Based on whether the applicant has been rejected or selected, there will be specific branching of workflow tasks that enable the decision makers to achieve the desired result.

Figure 6-1: A workflow.

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Predefined Workflows

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Benefits of Workflows Workflows help in integrating the business processes within an organization and facilitates streamlined collaboration among team members. The business processes within a workflow depend upon the tasks that need to be completed by individual team members. These tasks could be implemented for approving a contract, or for approving expenses.

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The three-state workflow is a predefined workflow built into SharePoint Foundation 2010. The three-state workflow consists of three states; initial, middle, and final. The initial state is activated when the first task is initiated. During the initial state, the workflow becomes active after it is initiated by a user and an email is sent to the reviewer.

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When the initial task is completed, the workflow progresses to the middle state and the task within the middle state is triggered to another user. During the middle state, the workflow is resolved by an approver who receives the email and the approver either approves or rejects the document items. When a user completes a task for the middle state, the final stage is reached and the document is either approved or rejected during the final state and the workflow is closed. You can also make a copy of the predefined workflow to use as a starting point when creating a custom workflow.

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The Workflow Approval Process The workflow process enables you to track or validate the document item in the document repository by getting it reviewed by users with approval rights. In SharePoint, the default workflow is the three-state workflow. The reviewer approves or rejects the document items in a document repository. The workflow is fired when a user adds a document to the document library and a mail is sent to the reviewer. The reviewer will

Lesson 6: Managing Workflows

129

LESSON 6

Creating an Efficient Workflow Creating an Efficient Workflow

on

put his/her comments and perform the action of either approving or rejecting the document. The documents approved will be sent to the next reviewer who performs a similar action of either approving or rejecting the item. Finally, the approved document is uploaded to the site and the rejected document is sent back to the user for edits and fixes before finalization.

An efficient workflow is one that streamlines organizational processes and enables business users to perform their day-to-day tasks effectively.

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Guidelines: • Plan for all possible scenarios when a workflow will be needed. Make room to use a workflow for business processes such as finalizing contract negotiation documents, and reporting of expenses, or recruitment processes that can be implemented as a workflow. Decide on the type of workflows to be created and implemented on a site.

•

Decide on the workflow authoring tool that can be used such as Microsoft SharePoint Foundation 2010, SharePoint Designer 2010, or Microsoft Visual Studio 2010.

Ed

•

You may plan to use Microsoft SharePoint Foundation 2010 for authoring the default workflow.

—

You may plan to use Microsoft SharePoint Designer 2010 for authoring a custom workflow.

—

You may plan to use Microsoft Visual Studio 2010 for authoring a custom workflow with custom coding.

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—

•

You need to plan for workflow deployment by hosting the workflow in the appropriate site or within a list or a library.

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You need to plan for workflow security by assigning the appropriate permissions to the workflow and also manage the users who access the workflow.

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•

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Example: As a site administrator of the OGC site, you have to implement a workflow to streamline the expense approval process. You used the SharePoint Foundation 2010 as the authoring tool for creating a default workflow and used Microsoft SharePoint Designer 2010 for creating a custom workflow. You assigned the appropriate permissions to the users of the workflow and deployed the workflow within the HR site.

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Microsoft® SharePoint® Foundation 2010 - Level 2

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LESSON 6

The Approval Status Option

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Figure 6-2: Considerations for an efficient workflow.

Description

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Approval Status Option

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The following table describes the approval status options.

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The Approval status option enables you to set the approval status for documents in a list or a library. When a workflow is used to manage the document approval process, the approval status is added to a list or library. The approval status column contains several values.

The item/file will be visible to all users.

Approved

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The item/file will be returned to its creator and will not appear in public views.

Rejected

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Workflow Settings

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The item/file will remain visible to its creator and all users with the manage lists permission.

Pending

The Workflow Task List

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The Workflow settings option enables a user to change the workflow option for a library or a list. You can add a workflow, modify an existing workflow, and remove a workflow. However, changes made to a workflow that is in progress will not be applied to the list.

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A Task List used with a workflow enables you to keep track of the tasks you need to perform. You can either use an existing task list or create a task list for the workflow. The following table describes the task list options.

Lesson 6: Managing Workflows

131

LESSON 6 Description

Approval Workflow Tasks

You can create a task list for a workflow with this option.

Tasks

You can use this task list option to keep track of the work that you or your team needs to complete.

New task list

You can create a task list to be used by a workflow.

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Workflow Task List

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The Workflow History List

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A history list used with a workflow enables you to generate and view workflow history that contains the history of every task in the task list of the workflow. It includes the date, time, and details of the user who performed the task. You can view workflow history either by using an existing history list or by creating a history list.

History List

Description

You can create a history list for workflow with this option.

Workflow History

PL

How to Add a Default Workflow

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or

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You can create a new history list to be used by a workflow.

New history list

To enable approval status for a library:

On the desired library page, on the Library tab, in the Settings group, click Library Settings.

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1.

In the General Settings section, click the Versioning settings link.

3.

Under Create a version each time you edit a file in this document, select the desired option. • Select the No Versioning option to disallow any versioning. Select the Create major versions option to allow only major versions.

•

Select the Create major and minor (draft) versions option to allow both versions.

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•

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2.

4.

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Procedure Reference: Enable Approval Status for a Library

In the Draft Item Security section, select the desired option. • Select the Any users who can read items option. •

Select the Only users who can edit items option.

•

Select the Only users who can approve items (and the author of the item) option.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 5.

If necessary, in the Require Check Out section, under Require documents to be checked out before they can be edited, select either the Yes or the No option.

6.

Click OK.

To set the workflow state:

on

Procedure Reference: Set the Workflow State Open the browser and navigate to the desired site.

2.

Select the desired subsite.

3.

Select the document or list you want to apply the workflow state to.

4.

Navigate to the List Settings or the Library Settings page.

5.

In the Columns section, click the Create Column link.

6.

On the Create Column page, in the Name and Type section, in the Column Name text box, type the desired name.

7.

Under The type of information in this column is, select the Choice (menu to choose from) option.

8.

In the Additional Column Settings section, in the Description text box, click and type a desired name.

9.

In the Type each choice on a separate line text box, delete the Enter Choice #1 text and type a desired name.

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1.

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text and type as desired.

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10. In the Type each choice on a separate line text box, delete the Enter Choice #2

12. Under Display choice using, select the desired option.

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text and type as desired.

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11. In the Type each choice on a separate line text box, delete the Enter Choice #3

•

Select the Radio Button option to display the column options as a radio button.

•

Select the Checkboxes (allow multiple selections) option to display the column options as check boxes.

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To add a workflow:

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Procedure Reference: Add a Workflow

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13. Click OK.

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Select the Drop-Down Menu option to display the column options as a drop-down list.

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•

Select the document or list you want to add the workflow to.

2.

Navigate to the List Settings or the Library Settings page.

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1.

3.

In the Permissions and Management section, click the Workflow Settings link.

4.

On the Add a Workflow: page, in the Name section, in the Type a unique name for this workflow text box, type the desired name.

5.

In the Task List section, from the Select a task list drop-down list, select the required option.

Lesson 6: Managing Workflows

133

LESSON 6 Select the Tasks option to keep track of the tasks that you or your team needs to complete.

•

Select the New task list option to create a task list to be used by this workflow.

In the History List section, from the Select a history list drop-down list, select the required option. • Select the Workflow History option to create a history list for this workflow. •

on

6.

•

Select the New history list option to create a history list to be used by this workflow.

In the Start Options section, uncheck the Allow this workflow to be manually started by an authenticated user with Participate Permissions check box.

8.

In the Start Options section, check the Start this workflow when a new item is created check box and click Next.

9.

In the Specify what you want to happen when a workflow is initiated section, in the Task Details section, specify the desired options.

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iti

7.

10. In the Specify what you want to happen when a workflow is initiated section,

under E-mail Message Details, in the To text box, type the desired email address. 11. If necessary, in the Specify what you want to happen when a workflow is initi-

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ated section, under E-mail Message Details, in the Subject and Body text boxes, type the desired subject and body of the email.

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12. In the Specify what you want to happen when a workflow changes to its

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middle state section, in the Task Details section, specify the desired options. 13. In the Specify what you want to happen when a workflow changes to its

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middle state section, under E-mail Message Details, in the To text box, type the desired email address.

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14. If necessary, in the Specify what you want to happen when a workflow

15. Click OK.

To initiate a workflow: 1.

On the list page, on the Documents tab, in the New group, click New Document.

2.

In the Open Document message box, click OK.

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Procedure Reference: Initiate a Workflow

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changes to its middle state section, under E-mail Message Details, in the Subject and Body text boxes, type the desired subject and body of the email.

In the selected document template, under the Document Properties — Server drop-down list, in the Title text box, click and type a name as desired.

4.

From the Status drop-down list, select the required option. • Select the Draft option to change the document status to ’draft.’

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3.

•

Select the Reviewed option to change the document status to ’reviewed.’

•

Select the Approved option to change the document status to ’approved.’

5.

If necessary, in the spreadsheet, enter the desired information.

6.

Save the spreadsheet.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 7.

In the Microsoft Office Excel message box, click OK.

8.

In the Edit Offline message box, click OK.

9.

In the Microsoft Office Excel message box, click Yes.

10. If necessary, in the Check In dialog box, in the Version Comments text box,

on

type as desired. 11. Click OK. 12. Close the spreadsheet.

Procedure Reference: Review a Workflow

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To review a workflow: Log in to Windows with the reviewer’s username.

2.

Open Microsoft Office Outlook 2010 and navigate to the Inbox folder.

3.

Open the mail with the desired subject that has been triggered by the workflow.

4.

In the message body, click the URL to launch the document attached to the workflow.

5.

Enter the desired comments and save the document.

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To publish a major version:

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Procedure Reference: Publish a Major Version

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2.

From the Edit drop-down list, select the Publish a Major Version option.

3.

On the Publish Major Version page, in the Comments section, type the desired comments.

4.

Click OK.

To approve a document:

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Procedure Reference: Approve a Document

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On the item page, click the Edit drop-down list.

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2.

In the Approve/Reject dialog box, in the Approval Status section, select the desired option. Select the Approved option to make the item visible to all.

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On the item page, from the Edit drop-down list, select the Approve/Reject option.

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Select the Rejected option to return the item to its creator.

•

Select the Pending option to make the item visible to its creator and all users with manage lists permission.

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•

If necessary, in the Comment section, in the text box, type as required.

4.

Click OK.

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Lesson 6: Managing Workflows

135

LESSON 6

ACTIVITY 6-1 Setting the Workflow States

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Setup: In the Address bar, type http://wss/sites/hr/default.aspx and press Enter.

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Scenario: The HR team wants to review the list of candidates selected for the post of finance executive before sending it to the finance department head for final approval. You want to add a workflow state to enable approval status.

a. On the Quick Launch bar, in the Libraries section, click the Interview Feedback## link.

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Enable the approval status.

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How You Do It

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What You Do

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

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c. On the Document Library Settings page, in the General Settings section, click the Versioning settings link.

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d. In the Content Approval section, select Yes.

e. Scroll down and in the Draft Item Security section, under Who should see draft items in this document library, select the Only users who can edit items option. f.

Click OK.

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b. On the Interview Feedback## page, on the Library tab, in the Settings group, click Library Settings.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 2.

a. On the Document Library Settings page, scroll down and in the Columns section, click the Create column link.

Add a workflow state to the library.

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b. On the Create Column page, in the Name and Type section, in the Column name text box, type Draft Status c. Under The type of information in this column is, select the Choice option.

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d. Scroll down and in the Additional Column Settings section, in the Description text box, type Shows the Status

f.

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e. In the Type each choice on a separate line text box, select the Enter Choice #1 text and type Draft

In the Type each choice on a separate line text box, select the Enter Choice #2 text and type Reviewed

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ACTIVITY 6-2

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g. In the Type each choice on a separate line text box, select the Enter Choice #3 text and type Approved and click OK.

Setup: The Interview Feedback## page is open.

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Adding a Workflow to the Document Library

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Scenario: The document containing the list of selected candidates is sent to a functional manager for review. The manager wants you to add a workflow for the document so that everyone with edit permissions in the HR department can track the status of the document.

In

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 6: Managing Workflows

137

LESSON 6 What You Do

How You Do It

1.

a. On the Interview Feedback## page, on the Library tab, in the Settings group, click Library Settings.

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Open the workflow settings option.

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b. On the Document Library Settings page, in the Permissions and Management section, click the Workflow Settings link.

138

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 2.

Add a workflow to the Interview Feedback## library.

a. On the Add a Workflow page, in the Name section, in the Type a unique name for this workflow text box, type Review Process##

on

b. Scroll down and in the Start Options section, uncheck the Allow this workflow to be manually started by an authenticated user with Edit Item Permissions check box.

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c. In the Start Options section, check the Start this workflow when a new item is created check box. d. Click the Next button.

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g. In the Specify what you want to happen when a workflow is initiated section, scroll down and under E-mail Message Details, in the To text box, click and type [email protected]

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ru st In Lesson 6: Managing Workflows

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In the Specify what you want to happen when a workflow is initiated section, in the Task Title section, from the Include list field drop-down list, select Name.

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f.

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e. On the Customize the Three-state workflow page, in the Specify what you want to happen when a workflow is initiated section, in the Task Title section, in the Custom message text box, triple-click and type Begin New Draft Review

h. In the Body text box, type Please begin the review process for the new draft in Interview Feedback##. i.

Scroll down and in the Specify what you want to happen when a workflow changes to its middle state section, in the Task Title section, in the Custom message text box, triple-click and type Complete Review Process for:

139

LESSON 6 j.

In the Specify what you want to happen when a workflow changes to its middle state section, in the Task Title section, from the Include list field drop-down list, select Name.

Uncheck the Use Task Title check box.

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l.

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k. In the Specify what you want to happen when a workflow changes to its middle state section, under E-mail Message Details, scroll down and in the To text box, click and type [email protected]

m. In the Subject text box, type Complete new draft review

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Running a Workflow

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ACTIVITY 6-3

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o. Click OK.

AT

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n. In the Body text box, type A draft in the Interview Feedback01 library awaits your final review and approval.

Before You Begin: 1. Log in as GLOBAL\mcalla with !Pass1234 as the password. 3.

If necessary, on the Advanced Settings page, specify the template URL as /sites/hr/ Interview Feedback##/Forms/template.xls.

DO

On the Human Resource site collection, navigate to the Interview Feedback## page.

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2.

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Scenario: The HR team is finalizing the recruitment process that is very confidential. The HR manager acts as the site owner for the HR team site and needs to create a document with the name of the selected candidate, publish it, and approve it.

140

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6

E AT

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 6: Managing Workflows

141

LESSON 6 What You Do

How You Do It

1.

a. If necessary, switch to the All Documents view.

Initiate a workflow.

on

b. On the Interview Feedback## page, on the Documents tab, in the New group, choose New Document→Document. c. In the Open Document message box, click OK.

iti

d. If necessary, in the Connect to wss.ourglobalcompany.com dialog box, enter the administrator username and password.

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e. Observe that a Microsoft Excel template opens.

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In the template1 - Microsoft Excel spreadsheet, under the Candidates Selected01 Properties - Server dropdown list, in the Feedback text box, type Interview Feedback Draft

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f.

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g. In cell A1, double-click and type Name and press Enter.

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In cell B1, type Selected and press Enter.

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i. j.

In cell B2, type Yes

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k. Click Save. l.

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h. In cell A2, type Dan Wilson

In the Save As dialog box, in the File name text box, type Interview FeedbackCandidate Selected and click Save.

m. Close the Excel application. n. If necessary, in the Internet Explorer window, click the Refresh button. o. On the Interview Feedback## page, observe that the Interview Feedback– Candidate Selected document is listed.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 2.

a. Log in to Windows as user06 with !Pass1234 as the password and launch Outlook 2010.

Review the document.

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b. If necessary, in the Microsoft Office Outlook message box, click OK. c. If necessary, maximize the Outlook window.

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d. In the Inbox folder, double-click the mail with the subject Tasks - Begin New Draft Review Interview... has been assigned to ....

f.

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e. On the Message window, click the http:// wss/sites/hr/Interview%20Feedback##/ Interview%20Feedback%20-% 20Candidate%20Selected.xlsx URL. In the File Download message box, click Open.

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g. If necessary, maximize the Excel window.

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In the Internet Explorer window, navigate to the Human Resource site collection.

Observe the workflow tasks for the Begin New Draft Review Interview Feedback Candidate Selected.xlsx item.

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k. On the Quick Launch bar, in the Lists section, click the Tasks link.

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Click Save.

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h. In the Microsoft Excel application, click Edit Workbook.

Lesson 6: Managing Workflows

143

LESSON 6 3.

a. Log in to Windows as GLOBAL\mcalla with !Pass1234 as the password and launch Outlook 2010.

Approve the document.

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b. If necessary, maximize the Outlook window. c. In the Inbox folder, double-click the mail with the subject Begin New Draft Review– Interview...has been assigned to you.

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d. If necessary, maximize the Message window.

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e. In the Message (HTML) window, click the http://wss/sites/hr/Interview% 20Feedback01/Interview%20Feedback% 20-%20Candidate%20Selected.xlsx link. f.

If necessary, maximize the Excel window.

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IC

In the Internet Explorer window, navigate to the Human Resource site collection.

j.

On the Quick Launch bar, in the Lists section, click the Tasks link.

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k. Observe the workflow tasks for the Complete Review process for Interview Feedback- Candidate Selected.xlsx item.

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h. Click Save.

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g. In the Microsoft Excel 2010 application, click Edit Workbook.

144

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 4.

a. Navigate to the Interview Feedback## library and switch to the All Documents view.

Approve the reviewed document.

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b. On the Interview Feedback## page, from the Interview Feedback – Candidate Selected drop-down list, select the Approve/Reject option.

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c. In the Approve/Reject dialog box, in the Approval Status section, select the Approved option and click OK.

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TOPIC B

Create a Custom Workflow

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You added the default three-state workflow to components in your site. There may be instances when you may have to create a workflow for a specific requirement. In this topic, you will create a custom workflow.

IC

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Types of Custom Workflows

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The default workflow is the three-state workflow with the states approved, rejected, or pending. Suppose, you need to approve a workflow with more business tasks that need to be implemented before it reaches your approval. In such cases, you can create a custom workflow that suits your requirements.

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Different types of custom workflows are available in SharePoint Foundation 2010. Declarative workflows are based on actions that are translated into rules and can be authored by a user without the need for prior knowledge of coding. Declarative workflows can be authored using the Microsoft SharePoint Designer 2010 software.

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A compiled workflow, is a workflow created using Visual Studio 2010. A compiled workflow can also be built based on actions that are translated into rules and can be authored by a user and can include custom code that can be incorporated by the workflow developer. A compiled workflow is generated by a SharePoint Foundation 2010 server as a precompiled dll file. A declarative workflow is stored on the server as an eXtensible Object Markup Language (XOML) file and is compiled whenever the workflow is started.

In

Choosing a Workflow Authoring Tool You can create a custom workflow to suit your specific requirement. There are various requirements for choosing a workflow authoring tool.

Lesson 6: Managing Workflows

145

LESSON 6 Requirement

Workflow Authoring Tool

Create workflows that consist of actions that need to be authorized by the site administrators

SharePoint Designer is used to author the workflow.

on

Create workflows that are accessed by non-browser Visual Studio 2010 and SharePoint Designer can clients be used to author the workflow. SharePoint Designer is used to author the workflow.

Create workflows that use custom code

Visual Studio 2010 is used to author the workflow.

Create workflows incorporating custom activities that can be created by the author of the workflow

Visual Studio 2010 is used to author the workflow.

Modify a running workflow

Visual Studio 2010 is used to author the workflow.

Publish a workflow

Visual Studio 2010 and SharePoint Designer can be used to author the workflow.

Remotely deploy the workflow

SharePoint Designer is used to author the workflow.

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Create workflows based on Microsoft Visio Professional workflow logic

Visual Studio 2010 is used to author the workflow.

Limit the workflow scope within a site collection

Visual Studio 2010 and SharePoint Designer can be used to author the workflow.

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Microsoft SharePoint Designer 2010 application is used to plan and design custom SharePoint Foundation or SharePoint Server 2010 sites. It can also be used to design various site objects such as lists and libraries, workflows, site pages, wiki page library, site assets, site columns and external content types to suit specific business requirements. You can also use the Microsoft SharePoint Designer 2010 application to configure data sources that can be used to connect with databases, and manage the SharePoint site groups and site permissions. You can also manage subsites using SharePoint Designer 2010.

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Microsoft SharePoint Designer 2010

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Microsoft SharePoint Designer 2010

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Inter-farm accessibility

Figure 6-3: Microsoft Office SharePoint Designer application.

146

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 The SharePoint Designer Environment The SharePoint Designer Environment

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The SharePoint Designer environment uses the Ribbon interface that is a customizable and an organized workspace, which makes it very easy to access the various options and tools in the Designer software. The SharePoint Designer environment consists of five interface regions.

Description

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Open SharePoint Site section

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Consists of the frequently used buttons, such as Save, Undo, Redo, Refresh, Stop, and Preview in Browser. Consists of options that allow you to open a SharePoint site and customize My Site.

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Quick Access Toolbar

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Consists of different menu items. Some of the commonly used menu items include Save, Close Site, Pages, Add Item, Help, Options, and Exit.

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The File Menu

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Interface Region

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Figure 6-4: Microsoft SharePoint Designer environment.

Site Templates section

Consists of options that enable you to create a site based on the given templates.

The Custom Task Wizard

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Consists of options to open a new blank website and add a subsite to My Site.

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New SharePoint Site section

In

The Custom Task Wizard allows you to create a custom task; it contains options to add a name and description to the task. You can also add custom form fields that you want a user to fill in while performing the task.

Lesson 6: Managing Workflows

147

LESSON 6 The Workflow Tab

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The Workflow tab on the Ribbon consists of various groups; these groups consist of different commands that enable you to work with workflows.

Description

Save

Consists of commands to save a workflow, publish the workflow, and check the workflow for errors.

Modify

Consists of commands to set advanced list item properties, change the order of the selected condition, action or scope of the workflow.

Insert

Consists of commands to insert actions, conditions, and steps for defining the workflow. The Insert tab also consists of commands to insert an Else-If branch, parallel blocks, and impersonation steps.

Manage

Consists of commands that enable you to convert to globally reusable workflows, export the workflow to Visio, and configure the workflow settings.

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Group

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Enables you to set the parameters and local variables for the workflow, and set association columns.

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Variables

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The Select Users dialog box allows you to select users to whom you need to assign a task or send an email. It contains the Type a name or E-mail Address text box, where you can type the name of the recipients. The Or select from existing Users and Groups list box displays a list of the names of users from which you can select the users. The Add button allows you to add users to the Selected Users list box, and the Remove button allows you to remove users from the Selected Users list box. The Move Up and Move Down buttons allow you to move the names in the Selected Users list box up and down, respectively.

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The Select Users Dialog Box

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The Select Users Dialog Box

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Workflow Steps A workflow created using SharePoint Designer can contain several steps. A step is a combination of actions and conditions. The first step is initiated when the event specified for the workflow to be initiated is performed while the subsequent steps are initiated upon completion of the previous step.

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Microsoft® SharePoint® Foundation 2010 - Level 2

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LESSON 6

Figure 6-5: The Select Users dialog box.

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Workflow Components

A workflow consists of several components such as events, actions, and conditions. These components instruct the workflow to follow a specific sequence for its successful completion.

Event

An event is a parameter that initiates a workflow. SharePoint Designer, by default provides you with three options to initiate a workflow. You can opt to start the workflow manually from an item, start the workflow when a new item is created, and start the workflow whenever an item is changed. You can also specify custom initiation parameters that you can use to set the workflow to be started manually from an item.

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An action is performed when triggered by an event. A workflow can contain more than one action. Some of the default actions that SharePoint Designer provides are: • Send an Email: Specify the name of the user you want to send the mail to. You can also specify the subject and body content for the email. • Assign a To-do Item: Allows you to display the Custom Task Wizard, which enables you to create a task. The action also contains the option to display the Select Users dialog box to assign the new task to a specific user.

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Action

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Description

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Workflow Component

Lesson 6: Managing Workflows

149

LESSON 6 Description

Condition

Every action is associated with a condition. An action will be performed only when the specified condition is met. Some of the default conditions that SharePoint Designer provides are: • Title field contains keywords: Specify a keyword that needs to be compared with the title field. The workflow is started when the title of the list/library item matches with the specified keyword. • Created by a specific person: Specify the name of a user. The workflow is started when the list/library item, is created by the specified user.

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Workflow Component

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Workflow Associations A workflow can be associated with different site components such as lists, libraries, and content types. Reusable workflows that are authored using Visual Studio 2010 are associated with sites. A user needs to have Full Control permission to associate a workflow with a list or a library. In order to associate a workflow with content types and sites, the user needs to belong to the Site Owners group.

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Workflow Deployment You can deploy a workflow by allowing a user to manually start the workflow. A workflow can also be configured to start automatically when an item is added to a list or library or when an list or library item is modified. When a workflow is started, a new task is added to the task list of the user who is performing the task associated with the workflow. Each user performs the tasks associated with the workflow till the task is finally approved or rejected.

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The Define E-mail Message Dialog Box

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The To text box

The CC text box

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The address book button

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Option

Description Enables you to type email addresses of users to whom you want to send the email.

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The Define E-mail Message dialog box contains options using which you can add user names and the message that needs to be displayed in an email.

Enables you to type the email addresses of the users to whom you want to send a copy of the email. Displays the Select Users dialog box, where you can specify the names of users to whom you want to send the email or a copy of the email.

The Subject text box

Enables you to type the subject for the email.

The body text box

Enables you to type the body text for the email.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 Description

The fx and the Add or Change Lookup buttons

Displays the Lookup for String dialog box that allows you to select the data source and the field to perform the lookup on. The Clear Lookup button allows you to clear the lookup that you have created. The fx and the Add or Change Lookup buttons allow you to specify the lookup for the subject and the body respectively.

on

Option

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How to Create a Custom Workflow

Procedure Reference: Create a Workflow Using SharePoint Designer 2010 To create a workflow using SharePoint Designer 2010:

In the SharePoint Designer 2010 application, open the website in which you want to create a workflow.

2.

Ensure that the website contains the list or library on which the workflow should be based.

3.

In the Navigation Pane, under Site Objects, click Workflows.

4.

On the Workflows tab, in the New group, click List Workflow and from the drop-down list, select the desired list.

5.

In the Create List Workflow - dialog box, in the Name text box, type the desired name.

6.

If necessary, in the Description text box, enter a description for the workflow.

7.

Click OK.

8.

If necessary, in the Step Name text box, type a name for the step.

9.

On the Workflow tab, in the Insert group, from the Condition drop-down list, select the desired option and specify the required values that will be checked for the workflow to be initiated.

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Select the If current item field equals value option and specify the values. Click the field link and from the drop-down list, select the desired field.

—

Click the equals link and from the drop-down list, select the desired parameter.

—

Click the value link and in the text box, type the necessary keyword that needs to be compared with the specified field or, click fx and in the Lookup for String dialog box, from the Source drop-down list, select the required option from where the workflow should lookup for the field and select the required field that has to be compared with the specified field. Click OK.

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1.

•

Select the Title field contains keywords option to specify a keyword that needs to be compared with the title field by clicking the keywords link and typing the required keyword or by opening the Lookup for String dialog box and specifying the required value.

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LESSON 6 Select the Created in a specific date span option to specify the dates during which the elements in the list or library has been created by clicking the date links and typing the desired dates or by opening the Lookup for Date/Time dialog box and specifying the required values.

•

Select the Modified in a specific date span option to specify the dates during which the elements in the list or library has been modified by clicking the date links or by opening the Lookup for Date/Time dialog box and specifying the required values.

•

Select the Created by a specific person option to specify the name of the person who has modified the item in the list or library by clicking the specific person link or by opening the Select Users dialog box and specifying the required values.

•

Select the Modified by a specific person option to specify the name of the person who has modified the item in the list or library by clicking the specific specific person link or by opening the Select Users dialog box and specifying the required values.

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•

10. On the Workflow tab, in the Insert group, from the Action drop-down list, select

the desired action that needs to be performed once the specific condition is fulfilled. • Select Send an Email, click the these users link, and in the Define E-mail Message dialog box, specify the required values. —

In the Subject text box, type the desired subject or click fx and in the Lookup for String dialog box, specify the required values that need to be displayed in the Subject text box.

—

In the body text box, type the required text or click Add or Change Lookup and in the Lookup for String dialog box, specify the required values that have to appear as the body text.

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In the To and CC text boxes, specify the required email addresses.

Select the Assign a To-do Item option and perform the necessary actions.

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Click the a to-do item link and in the Custom Task Wizard, click Next to specify a task, and in the Name text box, type the desired name for the task and then if necessary, in the Description text box type a description. Click Finish to create a task.

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Click the these users link and in the Select Users dialog box, in the Type a Name or E-mail Address text box, type the desired email address and click the Add or in the Or select from existing Users and Groups list box, select the desired user names and click Add. Click OK.

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•

—

11. If necessary, on the Workflow tab, in the Insert group, click Step and perform

steps eight to ten to add a new step to the workflow.

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12. On the Workflow tab, in the Save group, click Check for Errors to check for

any errors in the workflow.

13. If necessary, rectify the highlighted errors by adding the correct keywords or val-

ues. 14. Click Publish. 15. Test the workflow initiation.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 If you have chosen to manually start the workflow, if necessary, import a new document and from the document’s drop-down list select Workflows and then in the Start a New Workflow section, click the necessary workflow link and click Start. Check if the specified action such as sending an email, or assigning a task to / for a specific user has been performed.

•

If you have chosen to automatically start the workflow when an item is created, upload a new document and then check if the specified action has been performed.

•

If you have chosen to automatically start the workflow whenever an item is changed, if necessary, upload a document and then modify the document. Check if the specified action has been performed.

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•

then checking if the specified action has been performed.

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INSTRUCTOR ACTIVITY 6-4

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16. Test the rest of the steps in the workflow by performing the necessary tasks and

Data Files:

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Before You Begin: SharePoint Designer is installed.

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Resume_Developer.doc

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Creating an Approval Workflow Using SharePoint Designer

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Scenario: Now that the Recruitment subsite design and the structure are ready, the recruitment manager has some requirements. She wants to automate certain tasks related to the resume management process. 1. When the HR executive posts a resume to the document library, a task needs to be assigned to the respective functional manager to review the document.

3.

Once the document is checked back into the library with the comment“Approved”, the recruitment manager should receive a mail asking him to schedule an interview.

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The functional manager, on viewing the task, checks out the document, reviews it, and places his comments while checking it back into the library. He also completes the task assigned to him.

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2.

Following are the roles involved and their email IDs. • Renee Baker (Human Resource Executive): [email protected] Maria Calla (Recruitment Manager): [email protected]

•

Bob Wheeler (Functional Manager): [email protected]

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Lesson 6: Managing Workflows

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LESSON 6

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

What You Do

How You Do It

1.

a. Choose Start→All Programs→ SharePoint→Microsoft SharePoint Designer 2010.

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Open the SharePoint site in SharePoint Designer.

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b. In the Microsoft SharePoint Designer window, in the Open SharePoint Site section, click Open Site. c. In the Open Site dialog box, in the Site name text box, click and type http://wss/ sites/hr/recruitment and click Open.

Define a new workflow.

a. In the Navigation Pane, under Site Objects, click Workflows.

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c. In the Create List Workflow – Shared Documents dialog box, in the Name text box, type Approval Workflow

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d. Click OK.

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b. On the Workflows tab, in the New group, click List Workflow and choose Shared Documents.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 3.

a. On the Workflow tab, in the Insert group, from the Condition drop-down list, select If current item field equals value.

Specify the first step for the workflow.

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b. In the newly created condition, click the field link and from the drop-down list, scroll down and select Name. c. Click the equals link and from the dropdown list, select contains.

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d. Click the value link and in the text box, type Developer

f.

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e. Click below the condition and on the Workflow tab, in the Insert group, from the Action drop-down list, scroll down and under Task Actions, select the Assign a To-do Item option. In the newly created action, click the a to-do item link.

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g. In the Custom Task Wizard, click Next to create a task.

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Click the these users link.

Click OK.

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k. In the Select Users dialog box, in the Or select from existing Users and Groups list box, select Maria Calla and click Add.

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In the Description text box, type Please verify the resume. and click Finish to complete the task creation process.

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h. In the Name text box, type Resume Verification and press Tab.

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155

LESSON 6 4.

a. On the Workflow tab, in the Insert group, click Step to specify the next step.

Specify the second step for the workflow.

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b. From the Condition drop-down list, select If current item field equals value. c. In the newly created condition, click the field link and from the drop-down list, select Check In Comment.

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d. Click the equals link and from the dropdown list, select contains. e. Click the value link and in the text box, type Approved Click below the condition and from the Action drop-down list, in the Core Actions section, select the Send an Email action.

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g. In the newly created action, click the these users link.

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In the Select Users dialog box, in the Or select from existing Users and Groups list box, select Bob Wheeler, click Add, and then click OK.

j.

Next to the Subject text box, click fx.

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k. In the Lookup for String dialog box, from the Field from source drop-down list, scroll down and select Name. l.

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h. In the Define E-mail Message dialog box, next to the To text box, click the address book button.

Click OK.

m. Click in the body text box and type Hi, The resume, and then press the Spacebar. n. Below the body text box, click Add or Change Lookup. o. In the Lookup for String dialog box, from the Field from Source drop-down list, scroll down, and select Name.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 p. Click OK. q. Press the Spacebar, type has been approved. and then click OK. a. On the Workflow tab, in the Save group, click Check for Errors to check if the workflow contains any errors.

Check the workflow for errors.

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5.

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b. Observe that there are no errors and in the Microsoft SharePoint Designer message box, click OK.

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d. Click Save.

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c. In the Save group, click Publish to complete workflow creation.

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e. Close the Microsoft SharePoint Designer 2010 application.

Lesson 6: Managing Workflows

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LESSON 6 6.

Test the first step of the approval workflow.

a. Launch Internet Explorer and maximize the browser window.

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b. In the Internet Explorer window, in the address bar, click and type http://wss/ sites/hr/recruitment and press Enter. c. Switch to the GLOBAL\rbaker login account with !Pass1234 as the password.

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d. Navigate to the Shared Documents library. e. On the Documents tab, in the New group, click Upload Document. In the Shared Documents - Upload Document dialog box, click Browse. In the Choose File to Upload dialog box, navigate to the C:\084697Data\Managing Workflows folder and open the Shannon_ Developer.doc document.

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f.

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g. Click OK.

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On the Workflows: Shannon_Developer page, in the Start a New Workflow section, click Approval Workflow.

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i.

In the Approval Workflow page, click Start to manually start the workflow.

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j.

k. In the Tasks list, observe that a new task has been created and assigned to Renee Baker.

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h. On the Shared Documents library, in the Name column, place the mouse pointer over the uploaded document link and from the drop-down list, select Workflows.

l.

Log in to Windows as GLOBAL\mcalla with !Pass1234 as the password.

m. Choose Start→E-mail to launch Microsoft Office Outlook. n. If necessary, maximize the Outlook window. o. Observe that a new email has arrived

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6

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specifying that the resume verification task has been assigned to you.

Lesson 6: Managing Workflows

159

LESSON 6 7.

Test the second step of the approval workflow.

a. In the Inbox, click the new email.

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b. In the Reading Pane, click the Shannon_ Developer.doc link and then in the File Download dialog box, click Open. c. In the Shannon_Developer.doc, from the File menu, choose Manage Versions→ Check Out.

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d. View the document and then from the Microsoft File menu, choose Check In.

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e. In the Check In dialog box, in the Version Comments text box, type Approved. Please schedule an interview. and click OK. f.

Close Shannon_Developer.doc.

g. Launch Internet Explorer.

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On the Quick Launch bar, in the Lists section, access the Tasks list, in the Title column, place the mouse pointer over the new Resume Verification task link and from the drop-down list, select Edit Item.

j.

In the Tasks - Resume Verification dialog box, click Complete Task.

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k. Switch to the GLOBAL\bwheeler login account with !Pass1234 as the password. l.

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h. In the Internet Explorer window, in the address bar, enter the http://wss/sites/ hr/recruitment address.

Choose Start→E-mail to launch Microsoft Office Outlook.

m. Observe that a new email with the specified subject “Recruitment” has arrived in the inbox. n. Close Microsoft Outlook.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 6 Lesson 6 Follow-up In this lesson, you executed a workflow that enabled you to manage the business processes efficiently. Would you use a workflow for tracking documents? Why?

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1.

Answers will vary but may include: using a workflow for determining the current status of the document, and whether the document is pending for approval. 2.

What are the various history list options? Which one would you use frequently?

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Answers will vary but may include: the history list and the new history list that will be used by the workflow.

Lesson 6: Managing Workflows

161

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NOTES

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Microsoft® SharePoint® Foundation 2010 - Level 2

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LESSON 7

LESSON 7

Lesson Time 25 minutes

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Working with Indexing and Searching

Enable search options for a site.

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Index list content.

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You will:

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In this lesson, you will manage indexing and searching options.

Lesson 7: Working with Indexing and Searching

163

LESSON 7 Introduction

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You used workflows to manage critical work processes on a Microsoft SharePoint Foundation 2010 site. With many users accessing the site for varied information, you will need to enable easy access to information from a site. In this lesson, you will work with the indexing and search options available in Microsoft SharePoint Foundation 2010.

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You must have noticed indexes in books. Book readers refer to an index when they want to look up for specific items. In indexes, words are listed with page numbers in alphabetical order. This is particularly useful for novice readers. Similarly, you can index content in a SharePoint site so that users can easily find the information they require.

Index Content

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TOPIC A

You have created workflows to track the status of a work process. To complete the task assigned, users will frequently look for information in a site collection. Therefore, it is critical to index content and ensure easy retrieval of information. In this topic, you will index content.

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Example:

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Figure 7-1: Indexing.

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Definition: Indexing is a data organization mechanism that helps in the speedy retrieval of information. An index is reference list of words or phrases found in a book along with their page numbers. It can include subject words or phrases, and names of people, places, or events that may be relevant and of interest to readers.

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Indexing

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Indexing

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As a site collection administrator, it is critical to ensure that users have easy accessibility to required content. Just as indexes in a book, content in a SharePoint site can be indexed to enable site users find the appropriate content.

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Indexing Purposes

Content indexing enables you to find specific information in a book, journal, manual, website, or database. Index headings are reader friendly and lead directly to all relevant material sought. The fundamental purpose of an index is to help you locate information anticipating your viewpoint. A well-developed index includes appropriate cross references and presents the location of data in a consistent and clear format. In a site, several data storage structures, such as lists,

164

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 7 libraries, discussion boards, wikis, and blogs, exist. And site users will be constantly accessing a site to retrieve information to accomplish their tasks. SharePoint Foundation provides indexing options to make the search process easier. It is particularly effective when applied to columns with a large volume of content. When a particular column is indexed, searches based on that column will be quicker.

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Indexing on SharePoint Site Components For instance as the site collection administrator of HR site collection, you may want to add indexes to critical columns such as Title, Content Type, and Created By. Because, you feel that users may often search for information based on these columns. You decided to add indexes to Interview Feedback library and Vacation Schedules list as they are often accessed by HR team members.

Index Categories

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Microsoft SharePoint Foundation provides you with two main index categories.

Primary Column

Index columns whose values are frequently queried to speed up access to items in the site.

Secondary Column

Create a compound index so that only certain field types can be used in indexing.

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Enables You To

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Index Category

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Secondary Columns All primary columns do not have secondary columns. The Primary Columns for which Secondary Columns can be enabled are Checked Out To, Content Type, Created By, and Modified By.

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Indexing on Two Columns When you look for information from a huge collection of data, indexing on two columns is efficient. For example, your telephone directory is indexed on two columns namely first name and last name. If you have to locate the telephone number of Don Hall, you first look for people with the last name Hall. Among these people, you look for people with the first name Don. Here last name is the primary column and first name is the secondary column. Searching is easier this way than searching for Don Hall in the directory.

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Indexes when enabled on many columns may slow down the performance of the server due to the extra server resources such as memory and processor speeds needed for processing and maintaining indexes. Only the columns whose data is frequently queried must be indexed to achieve optimal performance.

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How to Index Content Procedure Reference: Add Index to a Column To add index to a column: 1.

Navigate to the desired list.

Lesson 7: Working with Indexing and Searching

165

LESSON 7 Open the Settings page.

3.

In the Columns section, click the Indexed columns link.

4.

On the Indexed Columns page, click the Create a new index link.

5.

On the Edit index: page, in the Primary Column section, from the Primary column for this index drop-down list, select the desired primary column. for the desired columns, and click OK.

6.

If necessary, in the Secondary Column section, from the Secondary column for this index drop-down list, select the desired secondary column and click Create.

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2.

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Procedure Reference: Exclude Content in a List or a Library from Appearing in Search Results To exclude content in a list or a library from appearing in search results: Navigate to the desired list or library.

2.

Navigate to the Settings page.

3.

In the General Settings section, click the Advanced settings link.

4.

On the Advanced Settings page, in the Search section, under Allow items from this list to appear in search results, select No and click OK.

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ACTIVITY 7-1

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1.

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Indexing a Column

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In the browser window, in the Address bar, enter http://wss/sites/hr/recruitment to navigate to the Recruitment subsite.

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2.

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Before You Begin: 1. Log in to Windows mcalla with !Pass1234 as the password.

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Scenario: In the Recruitment subsite, there is a list that contains resumes of applicants. The HR department head has specified that he wants to browse through resumes of candidates to match a very urgent job requirement. The HR department manager would also like to access the library containing the feedback about the performance of candidates in an interview. To enable an efficient search, you will need to create indexes on the list columns. You also need to keep the information about the vacation schedules confidential by excluding the items from appearing in search results.

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

166

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 7 What You Do

a. On the Quick Launch bar, in the Libraries section, click New Candidate Application##.

Access the Form Library Settings page for the library New Candidate Application## library.

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1.

How You Do It

b. Select the Don Hall item and on the New Candidate Application## page, on the Library tab, in the Settings group, click Library Settings.

a. On the Form Library Settings page, scroll down and in the Columns section, click the Indexed columns link.

Create an index for the Content Type, Title, and Modified By columns.

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2.

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b. On the Indexed Columns page, click the Create a new index link.

c. On the Edit index page, in the Primary Column section, from the Primary column for this index drop-down list, select Content Type and click Create.

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d. On the Indexed Columns page, click the Create a new index link.

In Lesson 7: Working with Indexing and Searching

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On the Indexed Columns page, click the Create a new index link.

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g. On the Edit index page, in the Primary Column section, from the Primary column for this index drop-down list, select Modified By and click Create.

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e. On the Edit index page, in the Primary Column section, from the Primary column for this index drop-down list, select Title and click Create.

h. On the Indexed Columns page, click the Create a new index link. i.

In the Secondary Column section, from the Secondary column for this index drop-down list, select Content Type and click Create.

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LESSON 7 3.

Exclude the items from the Vacation Schedules01 list so that they do not appear in search results.

a. Navigate to the Home page of Human Resource site collection and, on the Quick Launch bar, in the Lists section, click the Vacation Schedules## link.

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b. On the Vacation Schedules## page, on the List tab, in the Settings group, click List Settings.

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c. On the List Settings page, in the General Settings section, click the Advanced settings link.

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d. On the Advanced Settings page, scroll down and in the Search section, under Allow items from this list to appear in search results, select No.

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Enable Search Options

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TOPIC B

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e. Click OK.

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You have indexed site content. Your site users may want to search for specific content within a site. In this topic, you will enable search options for a site.

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Imagine that several site users are searching for information within a site. Microsoft SharePoint Foundation 2010 provides search options that a site collection administrator can set to enable users find the desired information easily.

The Search and Offline Availability Page

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Search and offline availability enables you to index and search for content within a site. The Search and Offline Availability page enables you to specify whether a site should be displayed in search results, specify the options for indexing ASPX page content, and also to specify whether the site should be available for offline clients.

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The Search and Offline Availability Page

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Microsoft® SharePoint® Foundation 2010 - Level 2

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LESSON 7

Figure 7-2: The Search and Offline Availability page.

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ASPX Pages ASPX pages contain codes consisting of various built-in objects that enable a web developer to create dynamic and interactive web pages. ASPX pages are used for application development. They are also known as web forms and have the ASPX file extension.

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Search Performance

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The Options for Indexing ASPX Page Content A site administrator can enable or disable indexing for ASPX page content. The content in a Microsoft SharePoint Foundation site will appear in search results only when the indexing for ASPX page content is enabled.

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Content Source Scope

Lesson 7: Working with Indexing and Searching

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Description

The content within a site collection can be crawled by the Microsoft SharePoint Foundation search engine. The scaled database includes information from databases, mail servers, and websites. Files outside the site collection cannot be accessed through search options.

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Scalability

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Parameter

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Search performance enables you to handle search operations performed by users within a web application or a content database. Certain parameters affect search performance in Microsoft SharePoint Foundation. The following table describes the various search parameters.

A content source is created by default for each web application within the site collection. The content scope is within a site and its subsites that can be enabled using search options. The search results will not display the content from the parent site.

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LESSON 7 Description

Crawling

Crawling occurs by default and cannot be configured by a site administrator.

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Parameter

Crawling also known as “web crawling” is a method used by a search engine program to search, index, and catalog information from the accessible sites.

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Indexing, Crawling, and Metadata Metadata is data about other data. A user searches for a specific information in a site by using keywords that are nothing but metadata values. Then, the system performs crawling by matching the search keywords with the keywords within the search engine’s catalog database to build an index. Indexing on metadata brings the required information to the users in the search process.

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For instance, if a user is looking for information on recruitment, he will type the keyword recruitment in the Search this site text box. Recruitment is a value of the metadata Title. The system matches this value with the keywords within the search engine’s catalog database to build an index. The Title column is indexed in the site collection and therefore the system displays the required information in the search results.

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How to Enable Search Options

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Content Source Content sources refer to the content that will be used for performing a search and the location that will be used to perform the search. In Microsoft SharePoint Foundation, the site collection acts as a content source for search operations.

To enable indexing for a site collection:

2.

Open the Site Settings page.

3.

In the Site Administration section, click the Search and offline availability link.

4.

If necessary, on the Search and Offline Availability page, in the Indexing Site Content section, select the desired option.

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Navigate to the desired site collection.

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On the Search and Offline Availability page, in the Indexing ASPX Page Content section, select the desired option for enabling or disabling ASPX indexing.

6.

On the Search and Offline Availability page, in the Offline Client Availability section, select the desired option to allow items from the site to be downloadable for offline clients and click OK.

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Procedure Reference: Enable Indexing for a Site Collection

Procedure Reference: Search for Content in a Site Using Search Options

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To search for content in a site using search options: 1.

Navigate to the desired site’s home page.

2.

Search for the desired information. Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 7 •

In the Search this site text box, enter the desired text and press Enter.

•

Or, in the Search this site text box, enter the desired text and click the Search button.

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ACTIVITY 7-2 Enabling Search Options

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Scenario: You are the HR functional manager and the site owner for the HR site. You want to enable indexing of the site content for users to locate the information in search results. Also, an employee is on vacation for a month and you need a replacement. Don Hall has applied for a job in your company a few months ago. Now, you want to locate his application in the human resource site collection so that you can call him for an interview. Also, you want to view the vacation schedules of employees in your organization to know the exact duration of vacation.

AT

a. Navigate to the Human Resource site collection’s Home page.

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Open the Search and Offline Availability page.

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1.

How You Do It

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What You Do

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

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b. Choose Site Actions→Site Settings.

In Lesson 7: Working with Indexing and Searching

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a. On the Search and Offline Availability page, in the Indexing ASPX Page Content section, select the Always index all Web Parts on this site option to enable search and click OK.

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Enable indexing of the ASPX pages for the Human Resource site collection to facilitate search.

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c. On the Site Settings page, in the Site Administration section, click the Search and offline availability link.

Due to multiple users accessing this option, it will get enabled by the first user accessing this option and the other users accessing this page after that will find this option enabled.

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LESSON 7 3.

Search for the application form of Don Hall in the Human Resource site collection.

a. Access the Home page of the Human Resource site collection.

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b. At the top-right corner of the page, in the Search this site text box, type Administrator and click the Search button. c. Observe the displayed search results.

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d. In the Search this site text box, doubleclick and type don and click the Search button. e. On the Search Results page, observe that the application form of Don Hall is listed.

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b. On the Search Results page, observe that the message we did not find any results for vacation schedules. is displayed. This is because you disabled the contents of the list Vacation Schedules01 from appearing in search results. c. Close the browser window.

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a. At the top-right corner of the page, in the Search this site text box, double-click and type vacation schedules and click the Search button.

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Search for vacation schedules of employees.

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4.

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Previously, you have performed indexing on the New Candidate Application01 for Title, Content Type, and Modified By columns. So, the information retrieval is quicker when you use values of these columns in your search.

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Lesson 7 Follow-up

In this lesson, you indexed site content and enabled search options to ensure that site users find the desired information quickly. What are the columns that you would index? Why?

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1.

Answers will vary but may include: Title, Content Type and Modified By to enable quick retrieval of information for searches based on these columns. These columns are often used to search for items by users.

2.

Why will you set the search and offline availability options for a site? Answers will vary but may include: to enable the content in a list or library to appear in search results, and to make the site contents downloadable for offline clients.

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LESSON 8

LESSON 8

Lesson Time 1 hour(s)

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Working Offline Using SharePoint Workspace 2010 You will: • Synchronize a SharePoint site on a local computer.

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Perform offline operations on a SharePoint site.

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In this lesson, you will enable offline work with SharePoint sites using SharePoint Workspace 2010.

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LESSON 8 Introduction

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Sometimes, users may be in need of information when they are offline. They may want to keep themselves updated with the activities of the department through the announcements made in the site, and may want to perform operations on SharePoint content offline. In this lesson, you will synchronize a SharePoint site using SharePoint Workspace 2010 so that you can enable users to work on the contents of the site from their local computers.

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Often, users may need to access SharePoint sites when they are away from office or from places that may not have network connections and a proper work environment. They may want to perform operations such as adding a document, or approving a workflow when they are offline. SharePoint Workspace 2010 enables you to synchronize a SharePoint site to a local disk so that users can work from their local computers and, once a network connection is available, they can update the changes made to content.

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TOPIC A

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Synchronize a SharePoint Site on the Local Computer

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Often, users may be in need of information when they are offline. They may want to access and make changes to content in SharePoint sites offline. In this topic, you will synchronize a SharePoint site using SharePoint workspace 2010 to enable users to work offline on SharePoint sites from local computers.

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Suppose a user wants to make changes to a document attached to an e-mail, he would first save the document to his local computer and then make the changes. This is possible only if he is online and knows which document he may need offline. What if he wants to work on a document in a SharePoint site and doesn’t have network facilities to download it to the local computer? SharePoint Foundation 2010 provides you with options to synchronize a SharePoint site to a local computer, so that you can enable users to work offline with content in a SharePoint site based on their needs.

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You can synchronize a SharePoint site with your local computer using the Sync to SharePoint Workspace option in the Connect & Export group of the List or Library tab. You can also synchronize a site using the Sync to SharePoint Workspace option available in the Site Actions drop-down menu. Once a SharePoint site is synchronized with your local computer, users can contribute content to the list and library contents of the SharePoint site from outside a corporate infrastructure.

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The Synchronization Process

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The Sync to SharePoint Workspace Option

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In order to enable synchronization with SharePoint Workspace, the administrator has to enable the Offline Client Availability option in the Search and Offline Availability page.

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LESSON 8 Microsoft SharePoint Workspace 2010 Microsoft SharePoint Workspace 2010

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Figure 8-1: Microsoft SharePoint Workspace 2010.

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Microsoft SharePoint workspace 2010 is a powerful collaboration platform that brings people together irrespective of their location or infrastructure facilities. It provides users with fast and interactive access to information in Microsoft SharePoint Server 2010 and Microsoft SharePoint Foundation 2010. When Workspace 2010 is used as a client application with SharePoint foundation, it enables you to synchronize the content on your local computer with the content in lists and libraries of a SharePoint site. Users can work with SharePoint content offline once a site is synchronized on a local system. Changes made to content are updated in the site and are visible to other users, once the computer is connected to the server.

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Working with SharePoint site content using SharePoint Workspace 2010 is similar to working with SharePoint sites with regard to navigation options. The important advantage of Workspace 2010 is that you do not need network facilities to change SharePoint content. For instance, if you have to edit a document in the Shared Documents library, you can make changes when you are offline and update the SharePoint site with the changes, once your system is connected to the network.

The Properties Dialog Box

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The Properties Dialog Box

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The Properties dialog box of a synchronized workspace has two tabs both of which enable you to manage the properties of a site that is synchronized with SharePoint Workspace.

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LESSON 8 General

View information on the URL of the site that is synchronized with the workspace, on the files that are excluded from synchronization, and on file attributes, such as hidden or system, excluded from synchronization. In addition, it also provides information on the current synchronization status such as whether a file is blocked, has a disallowed file type, or is unauthorized for users.

Alerts

Set the alert level for unread information in your synchronized workspace.

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Enables You To

The Pause Workspace Option

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Alerts will be explained in detail in the next topic.

Tab

The Pause Workspace option in the Connection Settings drop-down menu on the File tab of SharePoint Workspace enables you to pause communication if you face a problem while synchronizing a site or if you want to postpone sending or receiving large quantities of data. You can pause communication either for a selected workspace or for messages and invitations. You can resume communication by unchecking the Pause Workspace option.

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The Send Account to Another Computer Option

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The Send Account to Another Computer option on the Send section of SharePoint Workspace 2010 enables you to save your account as a file in other computers on which Workspace 2010 is installed. This option synchronizes your workspaces across several computers so that you can work on multiple computers.

The Sync Tab

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Change Sync Settings

Sync Status

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Option

Enables You To

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The Sync tab on SharePoint Workspace 2010 has options that enable you to view information on the synchronization status and modify settings for synchronizing SharePoint content with your local computer.

Synchronize one or more tools in SharePoint Workspace with your computer. Disconnect a library or a document from the server or change folder download settings of the workspace. View a list of documents synchronized to the workspace.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 8 How to Synchronize a SharePoint Site on the Local Computer To synchronize a SharePoint site on the local computer: 1.

Navigate to the desired site.

2.

Synchronize the site to a local computer. • Choose Site Actions→Sync to SharePoint Workspace. Or, synchronize a site using the Library tab. 1.

If necessary, check an item on a SharePoint library of the site to display the Library tab on the site.

2.

On the Library tab, in the Connect & Export group, click Sync to SharePoint Workspace.

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Procedure Reference: Synchronize a SharePoint Site on the Local Computer

In the Sync to Computer message box, click OK.

4.

In the Sync to computer— Microsoft SharePoint Workspace dialog box, observe that the lists and libraries on the chosen SharePoint site are synchronized.

5.

In the Sync to computer— Microsoft SharePoint Workspace dialog box, click Open Workspace.

6.

In the — Microsoft SharePoint Workspace window, observe that the lists and libraries are listed on the Quick Launch bar as in the site and the webparts that cannot be synchronized such as Calendar and Wiki libraries are listed under Available on Server on the Quick Launch bar.

7.

In the — Microsoft SharePoint Workspace window, on the Sync tab, click Sync Status.

8.

In the Sync Status dialog box, observe that all the synchronized lists and libraries of the SharePoint site are listed.

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Procedure Reference: Disconnect a Library from the Synchronized Workspace

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To disconnect a library from the synchronized workspace:

2.

On the Sync tab, choose Change Sync Settings→Disconnect from Server.

3.

In the Warning — Disconnect from Server message box, click Yes to disconnect the library from the workspace.

4.

Observe that the disconnected library is listed under Available on Server on the Quick Launch bar.

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In the — Microsoft SharePoint Workspace window, from the Quick Launch bar, click the library that you want to disconnect from SharePoint Workspace.

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Procedure Reference: Pause a Workspace To pause a workspace: 1.

Open the — Microsoft SharePoint Workspace window.

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LESSON 8 2.

In the — Microsoft SharePoint Workspace window, on the File tab, choose Connection Settings→Pause Workspace to pause the synchronization of the workspace with your computer.

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ACTIVITY 8-1

Synchronizing a SharePoint Site on a Local Computer

2.

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Before You Begin: 1. Log in to Windows as GLOBAL\user## with !Pass1234 as the password.

In the browser window, in the Address bar, enter http://wss/sites/hr to navigate to the Human Resource top-level site.

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Scenario: The Human Resource functional head of your organization will be on vacation for a week. He would like to keep himself updated on the activities of the department through announcements and workflows in the Human Resource site. You need to synchronize the sites of the Human Resource site collection with his laptop so that he can work offline. Also, you need to disconnect the Product Library## library from the workspace due to a server problem in the library.

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

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LESSON 8 What You Do

How You Do It

1.

a. Choose Site Actions→Sync to SharePoint Workspace.

Synchronize the Human Resource top-level site with a local computer.

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b. In the Account Configuration Wizard, verify that the Create a new account option is selected and click Next.

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c. In the Create Account section, under Create the account using your e-mail address, verify that the name is User## and the email address is user##@ourglobalcompany.com and click Finish.

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d. In the Connecting to wss.ourglobalcompany.com dialog box, log in with the user name as GLOBAL\ user## and the password as !Pass1234.

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In the Sync to SharePoint Workspace Microsoft SharePoint Workspace dialog box, observe that the lists and libraries on Human Resource site are synchronized one at a time.

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e. In the Sync to SharePoint Workspace message box, click OK.

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h. In the Human Resource - Interview Feedback01 – Microsoft SharePoint Workspace window, observe that the lists and libraries are listed in the Content pane and the webparts such as Calendar and Wiki libraries, that cannot be synchronized are listed under the Available on Server section of the Content pane.

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g. In the Sync to SharePoint Workspace Microsoft SharePoint Workspace dialog box, click Open Workspace.

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LESSON 8

j.

In the Sync Status dialog box, click Close.

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On the Sync tab, click Sync Status to view the lists and libraries that are synchronized on the local computer.

a. In the Content pane, in the Documents section, click Product Library##.

Disconnect a library from the synchronized workspace.

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b. On the Sync tab, choose Change Sync Settings→Disconnect “Product Library##” from Server.

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d. Observe that the Product Library## library is listed under the Available on Server section of the Content pane. e. Close the Microsoft SharePoint Workspace window.

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It may take a few minutes before the Product Library02 is listed on the Quick Launch bar.

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c. In the Warning - Disconnect from Server message box, click Yes to disconnect the library from the workspace.

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LESSON 8 Perform Offline Operations on a SharePoint Site

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TOPIC B You have synchronized a SharePoint site to your local computer. Now, you may want to try adding documents, working with tasks in workflows, or editing documents offline to ensure that a user will be able to perform offline operations on a SharePoint site. In this lesson, you will perform offline operations on a SharePoint site.

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Suppose a user has to verify and make changes to a document sent to him, but is not connected to a network. In such a case, he may want to view and edit the document offline. He may also want to change the workflow status related to the document. These are the typical offline operations that a user may want to perform offline on a SharePoint site using SharePoint Workspace 2010. You can try working offline with contents on a SharePoint site to ensure that he can work offline when he is away from the workstation.

The Work Offline Option

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New Group Options

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The Work Offline option in the Connection Settings drop-down menu enables you to suspend Workspace data communication and displays your status as ’Offline’ to other Workspace users. Using this option, you can let others know that you are currently unavailable and can work locally without sending or receiving any updated information.

Enables You To

Create a document in a SharePoint library using Microsoft Word.

Edit Options

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Add one or more documents from your local computer to a SharePoint library. Create a new folder in a SharePoint library.

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New Folder

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New Document Add Documents

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Option

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The New group on the Home tab of SharePoint Workspace 2010 has various options that enable you to create folders and add documents to your workspace.

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Microsoft SharePoint Workspace provides you with several sections that contain options to edit documents in a SharePoint library.

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181

LESSON 8 Enables You To

Clipboard

Cut, copy, and paste content within a document. It also enables you to copy the document as a link to save in another location.

Document

Delete, save an item in a different location or format, or rename an item. You can also specify properties for an item. For instance, you can specify the title and the date the picture was taken. In addition, you can specify a description about the picture, which will be displayed when the picture is not displayed and the keywords that will display this picture in search results.

SharePoint

View the versions of an item, check out the item to make modifications, check in the item, and discard check out action to keep the item intact.

Track

Mark read and unread documents for your identification and modify the way SharePoint alerts you about unread items in the workspace.

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Section

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The Manage Alerts option on the File tab of SharePoint Workspace enables you to suppress or set alerts for unread items. The Set Alerts option in the Manage Alerts drop-down list enables you to access the Alerts tab of the properties dialog box of the synchronized workspace. The Alerts tab enables you to set four levels of unread alerts such as Don’t display an alert for new or modified content, Highlight unread content with an icon, Display an alert for new or modified content, and Similar to the high alert level but autodismisses ignored unread alerts.

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The Manage Alerts Option

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The Manage Alerts Option

Figure 8-2: Alerts.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 8 How to Perform Offline Operations on a SharePoint Site To add a document to a SharePoint library offline:

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Procedure Reference: Add a Document to a SharePoint Library Open the — Microsoft SharePoint Workspace window.

2.

On the File tab, choose Connection Settings→Work Offline.

3.

In the — Microsoft SharePoint Workspace window, on the Quick Launch bar, under Contents, select the desired library.

4.

On the Home tab, in the New group, click Add Documents.

5.

In the Add Files dialog box, navigate to the desired folder.

6.

In the Add Files dialog box, select the desired document and click Open.

7.

On the — Microsoft SharePoint Workspace window, observe that the document has been added to the library.

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Procedure Reference: Work Offline with Tasks in a SharePoint Site To work offline with tasks in a SharePoint site:

2.

On the right pane, double-click the desired task

3.

On the Edit Item — — window, in the Title text box, edit the title if required.

4.

In the Attachments section, attach files if required.

5.

In the Predecessor section, check the tasks that are predecessors to the current task.

6.

From the Priority drop-down menu, choose a priority level.

7.

From the Status drop-down list, choose a status.

8.

In the % Complete text box, type the desired value.

9.

In the Assigned To text box, specify the desired user and press Enter.

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On the — Microsoft SharePoint Workspace window, on the Quick Launch bar, select the desired library.

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10. In the Description text box, type the desired description of the task.

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11. From the Start Date calendar, choose the date on which the task began. 12. From the Due Date calendar, choose the date on which the task is to be com-

pleted.

13. On the Edit Item — — window, on the Home

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tab, click Save & Close.

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LESSON 8 Procedure Reference: Edit Documents in a Library To edit documents in a library: In the — Microsoft SharePoint Workspace window, on the Quick Launch bar, select the desired library to display its content on the right pane.

2.

On the right pane, double-click the desired document.

3.

In the Connecting to WSS dialog box, sign in as administrator.

4.

In the — Microsoft Word window, make the desired changes and click the Save button.

5.

Observe that a pop-up with the title Upload Pending appears on the screen, because you are working offline.

6.

Close the Microsoft Word window.

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You can edit content in a SharePoint list in a similar way.

Procedure Reference: Set Alerts for Unread Documents on a Site To set alerts for unread documents:

On the — Microsoft SharePoint Workspace window, on the File tab, in the Info section, choose Manage Alerts→Set Alerts.

2.

In the Properties dialog box, under Unread Alert Level for , select the desired alert level and click OK.

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Select Highlight unread content with an icon to highlight unread content with icons.

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Or, select Similar to the high alert level but auto-dismisses ignored unread alerts to enable a high alert level but dismiss the ignored unread alerts.

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Select display an alert for new or modified content to alert for any new or modified content.

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Select Don’t display an alert for new or modified content if you don’t want the workspace to alert you for new or modified content.

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You can set alerts for an individual library or list, by using the Set Alerts icon in the Track group on the Home tab.

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LESSON 8

ACTIVITY 8-2 Performing Offline Operations on a SharePoint Site

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Scenario: As a site administrator you have synchronized the Human Resource site with a local computer. You need to ensure that you are able to perform offline operations with SharePoint content before handing off the system to the HR functional head. You want to add a document in the Shared Documents library, view the Interview Feedback - Candidate Selected spreadsheet, and make changes to a project task. You also want to try setting alerts for unread documents on the Human Resource site in Workspace 2010.

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

How You Do It

1.

a. In the Human Resource - Interview Feedback01 – Microsoft SharePoint Workspace window, on the File tab, choose Connection Settings→Work Offline.

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Add a document to a SharePoint library.

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What You Do

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b. On the Home tab, in the Content pane, in the Documents section, select Shared Documents.

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e. In the Add Files dialog box, select Employee Data.docx and click Open.

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c. On the Home tab, in the New group, click Add Documents.

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LESSON 8 2.

Review the Interview Feedback — Candidate Selected spreadsheet and convey your approval through a project task.

a. In the Human Resource— Microsoft SharePoint Workspace window, in the Documents section of the Content pane, select Interview Feedback##.

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b. On the right pane, double-click Interview Feedback - Candidate Selected.xlsx to open the spreadsheet.

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c. On the interview feedback— candidate selected.xlsx window, view the selected candidates and close the Microsoft Excel Window.

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d. On the Human Resource - Interview Feedback01 – Microsoft SharePoint Workspace window, in the Lists section of the Content pane, select Tasks.

e. On the right pane, double-click the first task titled as Monthly.

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On the Edit Item - Human Resource Tasks window, from the Status drop-down list, select Completed.

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Next to the Start Date text box, click the Date Picker icon and select today’s date.

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In the Due Date text box, triple-click and type 12/30/2010

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Set alerts on unread documents in the Human Resource site.

a. In the Human Resource - Tasks Microsoft SharePoint Workspace window, on the File tab, in the Info section, choose Manage Alerts→Set Alerts.

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h. In the Description text box, type The Human Resource site is ready to be used offline.

k. On the Home tab, click Save & Close.

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g. In the % Complete text box, double-click and type 100

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LESSON 8

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b. In the Human Resource Properties dialog box, in the Unread Alert Level for Human Resource section, select the second level Highlight unread content with an icon.

c. In the Human Resource Properties dialog box, click Apply and then click OK. is dis-

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d. Observe that the unread icon played near unread documents.

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Lesson 8 Follow-up

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e. Close the Human Resource - Tasks Microsoft SharePoint Workspace window.

In this lesson, you synchronized a SharePoint site on your local computer to work offline with SharePoint content. Would you like to synchronize a SharePoint site on your local computer? Why?

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1.

Answers will vary, but may include: to enable users to make changes to the SharePoint site content when they are away from workstations, to be aware of the changes that take place on the site, and to work in isolation from other users interruption.

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What are the offline operations that you think users will want to perform on SharePoint content?

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Answers will vary, but may include: view and edit documents uploaded on the site during vacation, convey approval through project tasks, and add documents or spreadsheets to convey updated information officially.

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NOTES

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LESSON 9

LESSON 9

Lesson Time 50 minutes

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Managing SharePoint Applications Using Central Administration

Administer a web application.

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Administer a site collection.

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Create a site collection.

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You will:

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In this lesson, you will manage a SharePoint application using Central Administration.

Lesson 9: Managing SharePoint Applications Using Central Administration

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LESSON 9 Introduction

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You have worked with SharePoint sites. So far you have managed sites by using the options given within the sites. But there will be advanced configuration settings that you will need to access and use to manage site collections. In this lesson, you will use Central Administration to manage and administer site collections and the SharePoint application.

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Every organization has a central unit that controls and manages its functioning and administration. In Microsoft SharePoint Foundation 2010, Central Administration is the nerve center that enables a site collection administrator and a site administrator to configure settings to manage site collections and web applications efficiently.

TOPIC A

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Create a Site Collection

You have worked with sites in a site collection. With time and changes in business requirements, there will be a need to create new site collections. In this topic, you will plan and create a site collection and also customize it to suit business requirements.

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An engineer makes detailed plans before proceeding with the construction of a building. This ensures that the structure meets the present and future requirements of the client. Similarly, efficient planning for a site collection will enable you to create a site collection that meets the present requirements and also anticipates and provides for the future needs. SharePoint allows you to create site collections that cater to the needs of your teams.

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Considerations for Planning a Site Collection

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Planning for a site collection will ensure that a site collection meets all business needs of users. Various considerations enable a site collection administrator to plan a site collection in order to meet the objectives and requirements of end users.

Sites: Determine the types of sites your organization and its customers need. Plan for divisional sites if you want to create a site for every project or a team.

—

Plan for a centralized rollup site that maps to divisional or project sites. This should be based on the overall organizational information architecture.

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Plan for application sites that contain features to view and manipulate data related to the site’s purpose.

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Plan for Internet presence sites that are meant for customers. These sites often require branding and a unique look and feel.

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Guidelines: To plan a site collection, the site owner should consider several factors.

Determine site collections. —

Keep active sites in separate site collections. Active sites are those that allow anonymous users to access them.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 —

—

Determine the information that individuals and groups can access and modify, and the desired number of users accessing the sites and their permission levels.

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Plan for users who will be accessing the site from external applications.

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Identify the primary objective for the sites, and the needs of users.

Determine site collection hierarchy factors.

Determine the desired number of site collections required by the organization.

—

Determine the number of sites to be hosted within the web application.

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Determine specific URL paths of sites that will enable users to access the site collection.

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Determine the additional paths that have been made available for that web application and the number of subsites required for a site collection.

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—

Determine content-related factors.

Determine the desired number of lists and libraries and the type of content that should exist within the lists and libraries in a site.

—

Determine the content types and the workflow requirements for sites.

—

Determine whether these sites should be configured for search so that the information within the site can be searched for by SharePoint users.

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Determine user factors.

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Divide a site collection into multiple ones based on the amount of content and the configuration of the database. This is because all content in a site collection is stored in the same content database.

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Determine communication-related factors such as email accounts of users, and online and offline access considerations.

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Determine the desired number of custom workflows and custom webparts in a site.

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Internet presence refers to being visible on the Internet so that other people can find you. There are several types of Internet presence such as having access to the Internet, having an email address or a website, and availability in directories and search engines.

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Example: The site administrator for the OGC site collection is assigned the task of creating site collections. He decides to create six sites, one for each division. He plans to create a centralized site which contains information for all divisions. He decides to bring all marketing sites under one site collection because they are used by anonymous users and also to create a customized look and feel for these sites. He decides to divide the production site collection into multiple site collections based on projects so that it is easy to manage the content database. He also decides to give a specific path to each site. He has taken into account the desired number of lists and libraries and the type of content that should be within them. He has also planned the content types and workflow requirements for the sites, the email accounts of users, and the number of users who will access the content online.

Lesson 9: Managing SharePoint Applications Using Central Administration

191

LESSON 9 Critical Factors for Creating a Site Collection Several factors are required to create a site collection.

Description

Path

Specifies the path to your site collection. The server name in the URL is determined by the web application. The two default options available are used to create the site collection at the root of the URL or at the sites path. For instance, http://wss/ sites/hr is a path.

Administrators

Specifies the two administrators, a primary and a secondary administrator, for a site collection.

Web application

Specifies the web application that is used to host the site collection. For instance, SharePoint 80 is the web application that hosts all the site collections that you have been using.

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Critical Factor

Site template

Specifies the site template that acts as a blueprint for creating SharePoint sites. The template helps you create your top-level site.

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Central Administration is a self-sufficient SharePoint site that enables site collection administrators and site administrators to perform server and site administrative tasks. The Central Administration site has many sections such as Application Management, System Settings, and Monitoring. All administrative tasks related to a server and site can be performed from the sections within the Central Administration page. The Central Administration page provides quick links to tasks that can be performed by an administrator.

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The Central Administration Site

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The Central Administration Site

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Defines the limit on the sizes in MB of the sites created in the site collection.

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Quota

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Microsoft® SharePoint® Foundation 2010 - Level 2

Figure 9-1: The Central Administration site.

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LESSON 9

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The sections on the Central Administration site enable you to modify the server farm, manage the server or server farm topology, specify services running on each server, and change settings that affect multiple servers or applications. The sections also enable you to configure settings for the various applications and components installed on the server or server farm. The user having access to the Central Administration site can manage web applications that may consist of many site collections.

Central Administration has many functions. Here the student will access Central Administration as a site collection administrator to create a new site collection.

Manage servers and farm features.

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Perform farm backup, restore data from farm backup, perform site collection backup, and view backup history and status. Manage user permission levels, policy, and global security. Configure connections and feature settings.

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General Application Settings

Monitor the server farm for problems and give solutions.

DO

Security

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Backup and Restore

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System Settings Monitoring

Create and manage site collections, web applications, content databases and service applications.

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Application Management

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Enables You To

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Section

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The Central Administration page consists of several sections that enable you to perform administrative tasks.

The Application Management Page The Application Management page consists of various sections that enable a site collection administrator to manage applications on the SharePoint Foundation server.

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LESSON 9 Enables You To

Web Applications

Manage web applications and perform actions such as setting managed paths, configuring outgoing email settings for web applications, managing web application settings, managing content databases, managing web application features, and viewing the list of installed web applications.

Site Collections

Create or delete site collections, set site use confirmation and deletion options, manage quota templates, configure self-service site creation, configure site collection quotas and locks, change site collection administrators, and view the list of site collections.

Service Applications

Manage service applications and configure service application associations.

Databases

Manage content databases, specify the default database server, and configure the data retrieval service.

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Section

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Service Applications Service applications are used to facilitate sharing resources across sites running in different web applications and different farms. A service application retrieves the information you need from the sensitive service and places it in a database. Web applications can obtain this information through appropriate queries with service applications.

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The Configure Self-Service Site Creation Link

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The Configure Self-Service Site Creation link enables you to add a link for site creation in the site collection’s top-level site. Using this link, the site owner can create a site in the site collection. A link is provided in the Announcements list, which enables site owners to access the New SharePoint Site page. If this feature is enabled, anyone with a read or higher permission can create sites. The Self-Service Site Creation feature has to be configured and used with caution to ensure that there is no proliferation of sites being created by users.

In 194

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New SharePoint Site Page Options The New SharePoint Site page contains various sections that enable you to create a site.

Section

Enables You To

Title and Description

Specify the site title and description.

Web Site Address

Specify the URL of the site.

Template Selection

Specify the site template.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 Enables You To

Navigation

Specify whether to display the site on the Quick Launchand top-link bar of the parent site.

Navigation Inheritance

Specify whether to use the top link bar of the parent site.

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Section

The Site Features Page

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The Site Features page in a SharePoint site enables a site administrator to add more features such as web parts, pages, and other functionalities to a SharePoint site. This is done by activating or deactivating the site features such as group work lists, team collaboration lists, and a wiki page home page for a particular site.

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The Site Use Confirmation and Deletion Feature

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The Site Use Confirmation and Deletion Feature

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The Site use confirmation and deletion feature enables you to manage unused sites. You can set options to send email notifications to site owners of unused site collections and can also enable deletion of a site collection if site owners do not respond to emails after a specific number of notices. You can also specify the frequency of emails that are sent daily or weekly.

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Figure 9-2: The Site Use Conformation and Deletion page.

The Reset to Site Definition Feature

In

The Reset to site definition feature enables you to remove all customizations applied to a site page and resets the page settings to default settings. It also enables you to reset a specific page or all pages within a site to the site definition version. This feature does not create any backup of an existing version of a page. The site definition version of a page refers to the page that existed when the site was created.

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LESSON 9 How to Create a Site Collection Procedure Reference: Create a Site Collection To create a site collection: Open the browser window.

2.

In the browser window, in the Address Bar text box, type the URL of the Central Administration site.

3.

Navigate to the Application Management page.

4.

In the Site Collections section, click the Create site collections link.

5.

If necessary, click the Web Application drop-down list and select the desired web application.

6.

In the Title and Description section, in the Title text box, type the desired title.

7.

If necessary, in the Description text box, enter the desired description of the site collection.

8.

In the Web Site Address section, in the URL text box, enter the URL for the site collection.

9.

In the Template Selection section, on the Collaboration or Meetings tab, select the desired template.

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1.

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10. Assign site collection administrators.

In the Primary Site Collection Administrator section, in the User name text box, enter the desired user name and press Enter.

b.

In the Secondary Site Collection Administrator section, in the User name text box, enter the desired user name and press Enter.

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a.

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11. If necessary, in the Quota Template section, from the Select a quota template

DU

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drop-down list, select the required quota template.

You can add a quota template from the Manage Quota Templates page.

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12. Click OK.

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13. In the browser window, click OK.

Procedure Reference: Delete a Site Collection

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To delete a site collection:

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Access the Central Administration site.

2.

Navigate to the Application Management page.

3.

In the Site Collections section, click the Delete a site collection link.

4.

In the Site Collection section, from the Site Collection drop-down list, select Change Site Collection.

5.

On the Select Site collection page, in the URL section, click the URL of the site to be deleted.

6.

Click OK.

DO

1.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 7.

In the Warning section, observe the warning.

8.

On the Delete Site Collection page, click Delete.

9.

In the Microsoft Internet Explorer message box, click OK.

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Procedure Reference: Set Site Use Confirmation and Deletion To set site use confirmation and deletion: Access the Central Administration site.

2.

On the Application Management page, in the Site Collections section, click Confirm site use and deletion.

3.

If necessary, on the Site Use Confirmation and Deletion page, in the Web Application section, select the web application.

4.

In the Confirmation and Automatic Deletion Settings section, check the Send e-mail notifications to owners of unused site collections check box, and set the desired options for notifications. The options include the duration in which to send notifications namely, Daily, Weekly, and Monthly, and the exact time for sending notifications.

5.

If necessary, check the Automatically delete the site collection if use is not confirmed check box and set the desired option for site collection deletion.

6.

Click OK.

AT

To enable self-service site creation:

or

Procedure Reference: Configure Self-Service Site Creation

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1.

2.

If necessary, in the Web Application section, select the desired web application.

3.

In the Enable Self-Service Site Creation section, select the On option to enable self-service site creation.

4.

If necessary, check the Require secondary contact check box.

5.

Click OK.

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DU

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In

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On the Application Management page, in the Site Collections section, click Configure self-service site creation.

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1.

Lesson 9: Managing SharePoint Applications Using Central Administration

197

LESSON 9

ACTIVITY 9-1 Planning a Site Collection

iti

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Scenario: Your organization’s functional managers request that you create and host a site collection for their respective teams. There are five departments with approximately one hundred users each. Each department proposes to host a site collection with three subsites. Also, there are thirty lists and forty libraries that need to be created for each of the subsites. You also need to host document content types on each of the subsites. Before you begin creating a site collection, you want to plan and create a design for your site collection. What You Do

How many libraries will you need for each department? ✓ a) One hundred and twenty b) One hundred c) Fifty d) Forty

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What content-related considerations will you take into account while hosting a site collection?

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2.

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1.

How You Do It

b) Email accounts of users.

✓ c) Proposed document content types for subsites.

4.

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False

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✓ True

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True or False? Two administrators, one primary and one secondary administrator, need to be specified by the site owner while creating a site collection.

How many site collections need to be created for the organization? ✓ a) 5

b) 10

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c) 12

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d) 3

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3.

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d) URL paths of sites.

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✓ a) The total number of lists and libraries for that department.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9

ACTIVITY 9-2 Creating a Site Collection

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Before You Begin: Log in to Windows as GLOBAL\administrator with !Pass1234 as the password.

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Scenario: Your company portal has existing site collections for human resource and finance departments. The sales team requires an exclusive site collection for their use. They would also like you to create a custom template that can be saved and reused. You have a Windows user account, administrator, who is the site owner for managing the OGC site. This user account has site owner privileges for the windows SharePoint server that is available and running on a server named wss. You can access sites on this server through a port on the server. What You Do 1.

How You Do It

Open the Central Administration site.

a. Choose Start→Internet.

AT

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DO

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Provide the portnumbers to the students.

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c. In the Address bar, type http:// wss:[portnumber] and press Enter.

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b. If necessary, maximize the browser window.

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LESSON 9 2.

Create a site collection for the corporate communications team.

a. On the Home - Central Administration page, click the Application Management link.

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b. On the Application Management page, in the Site Collections section, click the Create site collections link. c. If necessary, in the Web Application section, click Change Web Application and select http://wss.

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d. In the Title and Description section, in the Title text box, type Sales

Ed

e. In the Description text box, type Sales Site Collection f.

In the URL text box, type sales##, where ## is the student number.

or

AT

E

g. In the Template Selection section, on the Collaboration tab, observe that Team Site is selected.

DU

PL

Verify that the User name is displayed as Maria Calla.

NO T

j.

In the Secondary Site Collection Administrator section, in the User name text box, type GLOBAL\administrator and press Enter.

k. Scroll down and click OK.

DO

l.

In the browser window, observe that the Top-Level Site Successfully Created message is displayed and click OK.

In

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i.

IC

h. In the Primary Site Collection Administrator section, in the User name text box, type mcalla and press Enter.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9

TOPIC B

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Administer a Site Collection You have created a site collection. You may now want to configure global settings across all sites within the site collection. In this topic, you will use Central Administration to administer a site collection.

iti

Once you have created a site collection, you may have to perform some routine tasks such as creating sites, configuring email settings, or configuring workflow settings for all the sites in a site collection. To do that, you need a central location so that you can configure global settings for all the sites in a site collection.

Default Administrator Tasks

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Figure 9-3: Administrator Tasks.

Default Administrator Tasks

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Several default administrator tasks are performed by a site administrator periodically to manage a web application. These tasks may include configuring site use confirmation and deletion settings, incoming email settings, and diagnostic logging settings. The administrator can add new tasks using the Add new item link.

In

Advanced Administrator Tasks The Upgrade and Migration section enables you to upgrade SharePoint, view the upgrade status, and add licenses. The Configuration Wizards section enables you to perform farm configuration. Logs

Logs are used to record events in a site to enable site administrators to view usage reports and diagnose problems. Log files are used to record logs in a site to generate site usage reports that can be used to identify problems.

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LESSON 9 Considerations for Site Collection Management Considerations for Site Collection Management

A site administrator should consider the various relevant factors while managing a site collection. These factors will enable the site administrator to manage sites effectively.

on

Guidelines: • The site administrator should ensure that the total sites do not exceed 125 with no more than 2500 subsites within each site. The site should use indexes to improve the performance of lists and libraries but no more than 5 indexes should be used because it can reduce the speed of information retrieval.

•

The site administrator should ensure that the total number of documents uploaded to each library does not exceed the recommended upper limit of five million separate documents.

•

The site administrator should keep the file size of files that can be uploaded to a list or a library within 2 GB limit per file.

•

The columns in a library should not exceed 2000 and the columns should be within 4096 columns for a list.

•

The sites should have fewer than 50 web parts on a page.

Ed

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•

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Example: The site administrator for the OGC site collection has restricted the number of sites to be fewer than 10 with 5 subsites within each site and has used three indexes to improve list performance. He has set the column limit for a library to be within 200 and has enabled 8 web parts for each web page. By doing this, he can manage the OGC site collection effectively.

202

Microsoft® SharePoint® Foundation 2010 - Level 2

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Figure 9-4: The OGC site collection.

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LESSON 9

IC

How to Administer a Site Collection

ct

To add administrative tasks to Central Administration:

PL

Procedure Reference: Add Administrative Tasks to Central Administration

2.

On the Quick Launch bar, click the Lists link.

3.

In the Lists section, click the Administrator Tasks link.

4.

On the Administrator Tasks: All Tasks page, click the Add new item link

5.

On the Administrator Tasks - New Item dialog box, in the Predecessors list box, select the desired task from the list of preceding tasks and click Add> to add the task to the new task.

6.

On the Administrator Tasks - New Item dialog box, in the Title text box, type the desired title.

7.

In the Action section, type the site URL and its description.

8.

In the Description section, type the desired description.

9.

In the Order text box, change the default value.

NO T

DO

In

st

DU

Navigate to the Central Administration site.

ru

1.

10. From the Status drop-down list, select the desired option. 11. In the Assigned To section, in the text box, type the desired user or browse for a

user.

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LESSON 9 12. In the Associated Service section, type the desired service. 13. Check the System Task check box. 14. In the % Complete text box, type the desired value.

16. In the Due Date section, type the desired value.

on

15. In the Start Date section, type the desired value.

17. In the Administrator Tasks - New Item dialog box, click OK.

Adding an Administrator Task

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ACTIVITY 9-3

AT

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Scenario: As the site administrator of the OGC site collection, you would like to add an administrator task to the Home page for enabling site use confirmation and deletion settings to manage sites. You would also like to add another administrative task to access the Site Collection List page to monitor the list of site collections in the web application http://wss/.

or

Provide the students with the appropriate port number for their site.

Ed

Before You Begin: In the browser window, in the Address bar, type http://wss:[portnumber] to navigate to the Central Administration site.

IC

PL

DU

NO T DO

In

st

ru

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

204

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 What You Do

How You Do It

1.

a. Choose Site Actions→View All Site Content.

Add a new administrator task for accessing the Site Use Confirmation and Deletion page.

on

b. On the All Site Content page, in the Lists section, click the Administrator Tasks link. c. On the Administrator Tasks - All Tasks page, click the Add new item link.

iti

d. On the Administrator Tasks - New Item dialog box, in the Title text box, type Site Use Confirmation and Deletion##

E

In the Type the description text box, type Site Use Confirmation and Deletion page

AT

f.

Ed

e. In the Action section, in the Type the Web address text box, click after http:// and type wss:portnumber/_admin/ DeleteSiteConfig.aspx

IC

or

g. Scroll down and in the Description section, type Enable site use confirmation and deletion

PL

In the Assigned To text box, type GLOBAL\administrator and press Enter.

j.

In the % Complete text box, type 20, scroll down, and click Save.

NO T

DU

i.

DO

k. On the Administrator Tasks - All Tasks page, observe that the new task Site Use Confirmation and Deletion## has been added.

In

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h. From the Status drop-down list, select In Progress.

Lesson 9: Managing SharePoint Applications Using Central Administration

205

LESSON 9 2.

a. On the Administrator Tasks - All Tasks page, click the Add new item link.

Add a new administrator task for accessing the Site Collection List page.

on

b. On the Administrator Tasks - New Item dialog box, in the Predecessors list box, observe that Site Use confirmation and Deletion task is listed. c. On the Administrator Tasks - New Item page, in the Title text box, type Site Collection List##

iti

d. In the Action section, in the Type the Web address text box, click after http:// and type wss:portnumber/_admin/SiteCollections.aspx?ReturnSelectionPage=/_ admin/applications.aspx

Ed

e. In the Type the description text box, type Site Collection List Scroll down and in the Description section, type View the list of site collections

E

f.

or

AT

g. From the Status drop-down list, select In Progress.

IC

PL

In the % Complete text box, type 40 and click Save.

DU

i.

On the Administrator Tasks: All Tasks page, observe that the new task Site Collection List## has been added.

NO T

j.

DO

k. Navigate to the Home page of Central Administration.

In

st

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h. In the Assigned To text box, type GLOBAL\administrator and press Enter.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9

TOPIC C

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Administer a Web Application You have administered a site collection. There will be instances when you will need to configure global settings across many site collections to administer the SharePoint application. In this topic, you will use Central Administration to administer a Microsoft SharePoint Foundation 2010 web application.

iti

Imagine working on an application that has many site collections and many sites within each site collection. It will take a site administrator a lot of time and effort to access each site or site collection’s settings to perform administrative tasks. Central Administration allows a site administrator to apply settings globally for all the site collections in a web application, enhancing efficiency and productivity.

Ed

Paths

E

AT

IC PL

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Example:

Paths

DU

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Definition: A path is a link that enables a user to access a file, directory, or site in a file system. A file system is a method of storing and organizing files in a computer. Paths are used to represent the relationship between path components such as directories and files in a tree hierarchy form, and each path component is separated by characters such as “\”, “/”, or “:”. To access a path, a user must have access rights over a particular destination.

Types of Paths

NO T

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Purpose of Paths The purpose of a path is to establish a link between the user and a file, directory, or a site. A path is used to define a site collection. It is typically the URL that a user types in the Address box of the browser to access a site collection.

In

DO

st

Microsoft SharePoint Foundation provides two types of paths that can be included in the URL namespace for defining site collections. The following table describes the various paths that can be used for defining site collections.

Type of Path

Description

Explicit inclusion

Includes only the specific path you set for a site collection. Explicit inclusions are used to manage a specific path, such as /wss, but not any possible sites below it, such as /wss/webapp.

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207

LESSON 9 Description

Wildcard inclusion

Includes any web applications below the set path for a site collection so that a site administrator does not need to add them individually. This is the type of inclusion to use for creating SharePoint sites under site collections, such as /sites.

on

Type of Path

The Define Managed Paths Dialog Box

iti

The Define Managed Paths dialog box enables you to specify paths in the URL namespace of a web application used for site collections. You can specify paths and add a new path within the URL namespace. You can also specify whether to include or exclude subordinate paths to a specified path from the Type drop-down list.

Ed

The URL Namespace is the URL path of the web application that is used to access a site collection. For example, the URL http://wss/sites/hr represents the URL namespace for accessing the HR site collection. The URL namespace can be set from the Define Managed Paths page.

The Web Application General Settings Dialog Box

Default Time Zone Default Quota Template

E

AT

Specify the default time zone such as Pacific time. Specify the quota template.

Alerts

Specify the settings for sending email alerts to users of lists or libraries.

st

Web Page Security Validation

Specify the settings for managing RSS feeds.

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Blog API Settings

DU

Specify the Person Name smart tag and online status settings to enable the online visibility status for a user.

ct

Person Name Smart Tag and Presence Settings

RSS Settings

Specify the settings for Blog APIs that are used to customize blogs. Specify settings for security validation for a web page. Specify options for sending user names and passwords to users through email.

Recycle Bin

Specify the settings for the Recycle Bin.

DO

Send User Name and Password in E-Mail

In

Maximum Upload Size

208

IC

Enables You To

PL

Section

or

The Web Application General Settings dialog box has various sections that enable a site administrator to configure settings that apply to all site collections within a web application.

Specify the maximum upload size for a file upload.

Browser File Handling

Add headers so that the browser can download only certain types of files.

Master Page Setting for Application _Layout Pages

Allow the pages in the Layouts folder to access site master pages.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 Enables You To

Customer Experience Improvement Programme

Collect information about web pages on the current web application.

on

Section

iti

The Web Application Content Database and Features Management The Manage features button in the Manage group on the Web Application tab will help a site administrator to manage features such as menus and custom workflows within a web application in the SharePoint server. The Content databases link can be used to add and manage content databases that store content within a web application.

Ed

Delete a Web Application A site collection administrator can delete a web application or remove SharePoint from the Internet Information Services site using the Delete button in the Contribute group on the Web Application tab.

The Resource Throttling Dialog Box

E

The Resource Throttling dialog box allows you to configure server resource settings. Various sections in the dialog box enable you to configure and manage resources.

List View Threshold

Specify the limit for the number of items that can be involved in a database operation at one time.

AT

Enables You To

or

Section

PL

IC

Allows users with sufficient permission to override the List View Threshold programmatically for specific queries.

Object Model Override

List View Lookup Threshold

Specify the limit for number of Lookup, Person/ Group, or the workflow status fields that a database query can involve at one time.

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DU

Specify the limit for the number of items that an object model database query can handle at a time for users who have specific permission level granted using security policy.

ct

List View Threshold for Auditors and Administrators

List Unique Permissions Threshold

Specify the limit for the number of unique permission level that a list can have at one time.

DO

Specify a time besides working hours to execute large queries that can consume large server space.

st

Daily Time Window for Large Queries

Specify the settings for backward-compatible event handlers to handle events.

HTTP Request Monitoring and Throttling

Turn on the HTTP request throttling so as to reject the low priority requests when there is an overload of HTTP requests.

In

Backward-Compatible Event Handlers

Change Log

Manage long entries in a log.

When a user requests for some information from a database, it is called a database query. A query in general terms refers to searching , finding, or questioning information.

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LESSON 9 Database Operations The operations performed on a database such as adding or updating data in a database and deleting data or retrieving it from a database table are called database operations. HTTP

on

Hypertext Transfer Protocol (HTTP) is a request used in a client-server system in which the web browser acts as the client and the application on the computer hosting the website acts as the server.

iti

Backward-Compatible Event Handlers Backward-Compatible Event Handlers is a code routine used in the server for registered events of the SharePoint document library.

Web Application Outgoing E-Mail Settings

Ed

The Web Application Outgoing E-Mail Settings dialog box enables you to configure e-mail settings for a specific web application. You can specify mail settings such as the outbound SMTP mail server, specify the from and reply to addresses, and also specify the desired character set. Configuring these options will enable you to send alerts, invitations, and notifications through mail to the users of the web application.

IC

or

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The Outbound SMTP Mail Server The outbound SMTP mail server uses the Simple Mail Transfer Protocol (SMTP) to send emails from a user to one or more recipients. SMTP is a text-based protocol used for sending messages to one or more recipients. The protocol specifies the recipients of the message and the message text and related objects The e-mail client of the user sending e-mails should have the SMTP mail server configured for him/her to send e-mails to other users.

PL

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Mobile Account Settings

DU

ct

Character Sets A character set is a sequence of characters that are used to transmit text through telecommunication networks such as the Internet. A set consists of a sequence of numbers or codes that are included with the message and used by the email service provider to transmit the text across networks.

DO

st

The Mobile Account option in the General Settings drop-down menu is used to open the Web Application Text Message (SMS) Service Settings dialog box. This option is used to specify the URL of the text message for sending alerts. You can send text messages from a server after subscribing to a text message service. The service provider provides you with a user name and password for this purpose.

The Configure Send To Connections Page

In

The Configure Send To Connections page consists of various sections that enable you to configure connections to external document repositories. Using this page, you can allow anonymous users to submit documents. Otherwise, each web application should use a domain user account that prevents anonymous usage. A group of computers and devices on a network that are administered as a unit with common rules and procedures is called a domain. A user account that gives access to a domain is called a domain user account.

210

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 There are several sections on the Configure Send To Connections page.

Enables You To

Web Application

Choose a web application to establish a connection.

Site Subscription Settings

Establish connections between a hosted site with specific subscription and sites outside their subscription.

Send To Connections

Choose a new connection.

Connection Settings

Specify the URL and a display name for the target destination or allow the connection to be available as an option on the ribbon.

iti

on

Section

Ed

You can enable a document to be converted from one type to another using the Configure Document Conversions page. A document converter is to be installed to use this feature.

E

AT

Workflow Settings

IC

or

User Accounts User accounts enable several users to share a single computer. With a user account, each user can specify unique settings and preferences, such as a desktop background or screen saver. A user account controls the files and programs that a user can access and types of changes the user can make to the computer.

PL

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The Cross Firewall Access Zone

DU

ct

The Workflow Settings dialog box has two sections namely User-Defined Workflows and Workflow Task Notifications. The User-Defined Workflows section allows you to enable user-defined workflows. The Workflow Task Notifications section enables you to alert users with no site access, if they are assigned a workflow task. This section also enables you to send a copy of the required document to external users by email so that they can participate in workflows.

DO

st

A firewall is used to prevent unauthorized access to specific computer networks. Microsoft SharePoint Foundation allows you to choose a URL zone that should be used for cross firewall access using the Cross Firewall Access Zone page. Once you configure the cross firewall access zone, the firewall examines all the messages that pass through this zone and blocks the messages that do not meet the security criteria. This zone could be a private site in the Internet or in an intranet.

In

Alternate Access Mappings

Each web application is linked to a group of internal and public URLs. The URL that you type in a browser to access a SharePoint site is called a public URL. The URLs that are sent in the form of requests to the SharePoint site are called internal URLs. Each public URL can be associated with one or more internal URLs and this association is called mapping. You can modify the URL mapping using the Alternate Access Mappings page. You can edit a public URL, add internal URLs to a public URL, or map a URL to an external resource.

Lesson 9: Managing SharePoint Applications Using Central Administration

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LESSON 9 Internal URLs attached to a public URL uniquely identify every element and the navigation path to each element in the page that a public URL refers to.

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The Configure Incoming E-Mail Settings Page The Configure Incoming E-Mail Settings page enables you to configure settings to enable incoming e-mail on the server running SharePoint Foundation. The Incoming E-mail Settings page consists of four sections.

Description

Enable Incoming E-Mail

Enables the SharePoint site to receive e-mail and store incoming messages in lists.

Directory Management Service

Enables you to create distribution groups and contacts in your organization’s user directory.

Incoming E-Mail Server Display Address

Every site, list, or group should be configured with their own incoming e-mail addresses. This section allows you to specify the e-mail server address that will be displayed in web pages when users create an incoming e-mail address.

Safe E-Mail Servers

This enables you to ensure the authenticity of email stored in sites by restricting the set of email servers that can route mail directly to this server farm. For instance, you cannot trust emails from unapproved servers, because the emails can pose danger if they contain viruses.

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A user directory is a list of contacts of people.

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Distribution Groups A distribution group refers to a group of people who come under the same category. For example, you can have a distribution group for all managers so that you can send emails to all of them at one time.

How to Administer a Web Application

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Procedure Reference: View a Web Application List

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To view a web application list: 1.

On the Central Administration home page, select the Application Management tab.

2.

In the Web Applications section, click the Manage web applications link to view a list of web applications available.

Procedure Reference: Set Web Application General Settings Options To set web application general settings options: 1.

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Navigate to the Central Administration site. Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 On the Quick Launch bar, in the Central Administration section, click the Application Management link.

3.

On the Application Management page, in the Web Applications section, click the Manage web applications link.

4.

On the Web Applications Management page, select the desired web application.

5.

On the Web Application tab, from the General Settings drop-down list, select General Settings.

6.

On the Web Application General Settings dialog box, select the desired options such as Default Time Zone, Default Quota Template, Alerts, Recycle Bin, and Maximum Upload Size, to set web application general settings.

7.

On the Web Application General Settings dialog box, click OK.

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Procedure Reference: Define Managed Paths for a Web Application To define a managed path for a web application: Navigate to the Central Administration site.

2.

On the Quick Launch bar, in the Central Administration section, click the Application Management link.

3.

On the Application Management page, in the Web Applications section, click the Manage web applications link.

4.

On the Web Applications Management page, select the desired web application.

5.

On the Web Application tab, in the Manage group, click Managed paths.

6.

In the Define Managed Paths dialog box, in the Included Paths section, check the desired Path check boxes and click Delete selected paths.

7.

In the Add a New Path section, in the Path text box, type the desired path.

8.

Click Check URL to verify the new path.

9.

From the Type drop-down list, select the desired option. The options are Wildcard inclusion and Explicit inclusion.

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10. In the Defined Managed Paths dialog box, click OK.

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Procedure Reference: Configure Resource Throttling To configure resource throttling:

2.

On the Central Administration page, in the Application Management section, click the Manage web applications link.

3.

On the Web Applications Management page, select the desired web application.

4.

On the Web Applications tab, from the General Settings drop-down menu, select Resource Throttling.

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Navigate to the Central Administration site.

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In the Resource Throttling dialog box, in the List View Threshold section, in the List View Threshold text box, enter the desired value.

6.

In the Object Model Override section, under Allow object model override, select Yes to allow users with specific permissions to override the List View Threshold value specified in the previous section.

Lesson 9: Managing SharePoint Applications Using Central Administration

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LESSON 9 In the List View Threshold for Auditors and Administrators section, in the List View Threshold for auditors and administrators text box, enter the desired value.

8.

In the List View Lookup Threshold section, in the List View Lookup Threshold text box, enter the desired value.

9.

In the Daily Time Window for Large Queries section, check the Enable a daily time window for large queries check box to specify a time for large queries.

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From the Start time drop-down menus, choose the desired time for queries.

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From the Duration drop-down menu, choose the desired number of hours for the queries.

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10. In the List Unique Permissions Threshold section, in the List Unique Permis-

sions Threshold text box, enter the desired value.

11. In the Backward-Compatible Event Handlers section, under Backward-

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Compatible event handlers, select On to allow users to bind document libraries to backward-compatible event handlers. 12. In the HTTP Request Monitoring and Throttling section, under HTTP request

throttling is, select On to monitor the HTTP requests for priority. 13. In the Change Log section, under Delete entries from the change log, select the

desired option.

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Select Never to specify that the log entries should not be deleted.

Procedure Reference: Manage Workflow Settings

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On the Central Administration page, in the Application Management section, click the Manage web applications link.

3.

On the Web Applications Management page, select the desired web application.

4.

On the Web Applications tab, from the General Settings drop-down menu, select Workflow.

5.

In the Workflow Settings dialog box, in the User-Defined Workflows section, under Enable user-defined workflows for all sites on this web application, select Yes to enable the usage of user-defined workflows on all the sites.

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Navigate to the Central Administration site.

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To manage workflow settings:

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14. In the Resource Throttling dialog box, click OK.

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Select After and in the days text box, enter the number of days after which the log entries should be deleted.

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In the Workflow Task Notifications section, under Alert internal users who do not have site access when they are assigned a workflow task, select Yes if you want to send alerts to users without site access permissions when they are assigned a workflow task.

7.

In the Workflow Task Notifications section, under Allow external users to participate in workflow by sending them a copy of the document, select Yes to allow external users to participate in workflows.

8.

In the Workflow Settings dialog box, click OK.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 Procedure Reference: Configure Web Application Outgoing Email Settings To configure web application outgoing email settings: On the Central Administration home page, select the Application Management tab.

2.

In the SharePoint Web Application Management section, click the Web application outgoing e-mail settings link.

3.

In the Web Application section, select the desired web application.

4.

In the Mail Settings section, in the Outbound SMTP server text box, type the outgoing SMTP server information.

5.

In the Mail Settings section, in the From address text box, type the email address.

6.

In the Mail Settings section, in the Reply–to address text box, type the email address.

7.

If necessary, from the Character set drop-down list, select the desired character set.

8.

On the Web Application Outgoing E-Mail Settings page, click OK.

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To configure a cross firewall access zone:

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Procedure Reference: Configure a Cross Firewall Access Zone

2.

On the Quick Launch bar, in the Central Administration section, click the System Settings link.

3.

On the System Settings page, in the Farm Management section, click the Configure cross-firewall access zone link.

4.

On the Cross Firewall Access Zone page, in the Web Application section, from the Web Application drop-down list, select the desired web application.

5.

On the Cross Firewall Access Zone page, in the Cross Firewall Access Zone section, from the Zone selection for cross firewall access drop-down list, select the desired zone.

6.

On the Cross Firewall Access Zone page, click OK.

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Navigate to the Central Administration site.

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Procedure Reference: Configure Alternate Access Mappings

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To configure alternate access mappings:

Navigate to the Central Administration page.

2.

On the Quick Launch bar, in the Central Administration section, click the System Settings link.

3.

On the System Settings page, in the Farm Management section, click the Configure alternate access mappings link.

4.

On the Alternate Access Mappings page, observe that a group of Internal URLs, their corresponding zones, and public URLs are displayed.

5.

Click the Edit Public URLs link to make changes to public URLs.

6.

Click the Add Internal URLs link to add new internal URLs to a public URL.

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Lesson 9: Managing SharePoint Applications Using Central Administration

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LESSON 9 7.

Click the Map to External Resource link to map a URL to a resource outside of SharePoint.

Procedure Reference: Configure Email and Text Messages To configure email and text messages: Navigate to the Central Administration site.

2.

On the Quick Launch bar, in the Central Administration section, click the System Settings link.

3.

In the E-Mail and Text Messages (SMS) section, click the Configure outgoing e-mail settings link. On the Configure Outgoing E-Mail Settings page, select the desired options. • In the Outbound SMTP server text box, enter the server name.

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In the From address text box, enter the email address that you want to use for your outgoing email.

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In the Reply-to address text box, enter the email address in which you want to get the replies.

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From the Character set drop-down list, choose a desired option and click OK.

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Navigate to the System Settings page.

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In the E-Mail and Text Messages (SMS) section, click the Configure incoming e-mail settings link. In the Configure Incoming E-Mail Settings page, select the desired options.

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In the Enable Incoming E-Mail section, under Enable sites on this server to receive e-mail, select Yes to receive e-mail on the server.

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In the Enable Incoming E-Mail section, under Settings mode, select the desired option.

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Select Advanced to specify the email drop folder.

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Select Automatic to use the SMTP service to receive incoming e-mail.

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In the Directory Management Service section, under Use the SharePoint Directory Management Service to create distribution groups and contacts, select the desired option. •

Select Yes to use enhanced email features such as contacts.

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Select Use Remote to configure the server to use a remote SharePoint Directory Management Web Service.

In the Incoming E-Mail Server Display Address section, in the E-mail server display address: my list @ text box, enter the desired e-mail server address that will be visible on the web page when users create an incoming email address for their site, list, or group.

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In the Safe E-Mail Servers section, select the desired option. Select Accept mail from all e-mail servers to accept e-mail from any server. Select Accept mail from these safe e-mail servers to specify a list of trusted servers.

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Click OK.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 6.

Navigate to the System Settings page.

7.

In the E-Mail and Text Messages (SMS) section, click the Configure mobile account link. On the Configure Mobile Account page, select the desired options.

•

In the Text Message (SMS) Service section, in the User Name text box, enter the user name as given by the service provider.

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In the Text Message (SMS) Service section, in the Password text box, enter the password as given by the service provider.

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In the Text Message (SMS) Service section, in the The URL of Text Message Service text box, enter the URL of text message service to be used for sending alerts.

On the Configure Mobile Account page, click OK.

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Administer a Web Application

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ACTIVITY 9-4

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a. On the Central Administration site, on the Quick Launch bar, click the Application Management link.

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Add a managed path for the human resource site collection.

b. On the Home - Central Administration page, in the Application Management section, click the Manage web applications link.

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How You Do It

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What You Do

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Due to multiple users accessing the same site, the results may vary.

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Scenario: As a site administrator, you should provide a list of web applications available to management so that they can plan future expansion on the server. The Human Resource department has specified that they would like to access the HR site collection through a particular path. There is also a request by all department managers to increase the upload size limit of files for the purpose of uploading multimedia files and also increase the maximum number of alerts that they can create. In addition, the HR functional head has asked you to enable HR consultants to participate in workflows. Also, he would like you to improve the database operation and wants you to add an alternate URL for the company’s SharePoint home page.

Lesson 9: Managing SharePoint Applications Using Central Administration

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LESSON 9

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c. Observe the list of web applications.

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d. In the Name column, click the SharePoint – 80 link. e. On the Web Applications tab, in the Manage group, click Managed Paths. In the Define Managed Paths dialog box, in the Add a New Path section, in the Path text box, type /sites/hr and click Check URL.

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g. Observe that a new browser window with the HR site is opened.

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From the Type drop-down list, select Explicit inclusion.

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Click Add Path.

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k. In the Included Paths section, observe that the new path has been added and click OK.

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h. Close the active browser window.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 a. In the Name column, click the SharePoint – 80 link.

Assign a quota template to the web application and increase the maximum limit for an upload and the maximum number of alerts for an individual user.

b. On the Web Applications tab, in the Manage group, from the General Settings drop-down list, select General Settings.

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c. In the Web Application General Settings dialog box, scroll down and in the Alerts section, in the Maximum number of alerts that a user can create text box, double-click and type 800

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d. Scroll down and in the Maximum Upload Size section, in the Maximum upload size text box, double-click and type 100 and click OK. a. In the Name column, click the SharePoint – 80 link.

Enable external users to participate in workflows.

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b. On the Web Applications tab, in the Manage group, from the General Settings drop-down list, select Workflow.

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b. On the Web Applications tab, from the General Settings drop-down menu, choose Resource Throttling. c. In the Resource Throttling dialog box, in the List View Threshold section, in the List View Threshold text box, doubleclick and type 6000 d. Click OK.

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a. In the Name column, click the SharePoint – 80 link.

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Increase the limit of the number of items that can be involved in a database operation at one time.

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c. In the Workflow Settings dialog box, in the Workflow Task Notifications section, under Allow external users to participate in workflow by sending them a copy of the document, select the Yes option and click OK.

Lesson 9: Managing SharePoint Applications Using Central Administration

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LESSON 9 5.

a. On the Quick Launch bar, in the Central Administration section, click the System Settings link.

Add an alternate URL for the SharePoint home page.

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b. On the System Settings page, in the Farm Management section, click the Configure alternate access mappings link.

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c. On the Alternate Access Mappings page, observe that a group of internal URLs, their corresponding zones, and public URLs are displayed.

d. On the Alternate Access Mappings page, click the Add Internal URLs link.

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On the Add Internal URLs page, in the Add Internal URL section, in the URL protocol, host and port text box, type http://wsshome and click Save.

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g. On the Alternate Access Mappings page, observe that the new internal URL http:// wsshome is listed.

h. Close the browser window.

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e. In the Alternate Access Mapping Collection section, from the Alternate Access Mapping Collection drop-down menu, choose Change Alternate Access Mapping Collection and in the Select an Alternate Access Mapping Collection dialog box, click the SharePoint — 80 link.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 9 Lesson 9 Follow-up In this lesson, you managed a SharePoint application using Central Administration so that you can have control over all the sites from a central location. Which web application settings would you configure frequently? Why?

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Answers will vary but may include: settings for specifying the default time zone to specify your system clock time and maximum upload size for a file to enable users to upload more files based on requirements. 2.

What are the administrative tasks that you may need to perform routinely? Why?

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Answers will vary but may include: creating SharePoint sites and configuring workflow settings. An administrator may have to create sites based on business needs and configure workflow settings for several work processes in an organization.

Lesson 9: Managing SharePoint Applications Using Central Administration

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NOTES

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10

Lesson Time 1 hour(s)

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Managing User Access

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Describe authentication modes.

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You will: • Manage user permission.

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In this lesson, you will manage user access.

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LESSON 10

Lesson 10: Managing User Access

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LESSON 10 Introduction

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You have created a site collection and administered site collection and web application using central administration. You must have realized that information in any particular site or site collection is highly secure and critical to any organization. Access to information has to be streamlined because it is a very important part of every organization. In this lesson, you will manage user access.

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Would you allow unrestrained access to a central repository that stores all your organizational policy documents, business development plans, and other highly confidential and secure documents? Such confidential documents and resources must be guarded with restricted access and high security. Similarly, a SharePoint Foundation 2010 site contains several documents, forms, and other information sources. To maintain integrity of site data, you can assign different permissions to users based on their job roles.

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TOPIC A

Manage Permissions

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In this lesson you will manage user access. Controlling access to site items is critical to maintaining the integrity of sites as the sites can contain confidential documents. Assigning the right permissions enables you to control the way in which your site is used. In this topic, you will assign group permissions to the users of a site.

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Inherited Permissions

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There are many functions within any organization. There is a need to secure site content by having access control that will ensure the security of the site. Microsoft SharePoint Foundation 2010 provides many features to assign permissions to specific user groups where a few groups may be provided with only limited access, while others may be given full access to site content.

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Unique Permissions

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Inherited permissions are propagated from a parent site and they ease the task of managing permissions. They ensure consistency of permissions among all objects within a given container that is within a subsite. You can configure subsites to inherit permissions from a parent site or break the inheritance for a particular site.

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Unique permissions are applied to items or a specific site in a site collection that requires a separate access level. In SharePoint, you can break inheritance for any securable object at a lower level in the hierarchy by creating a unique permission on that securable object.

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A securable object is any SharePoint Foundation object such as list or library items that can be assigned a unique permission level.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10 Custom Group Permission Levels

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In addition to default groups, Microsoft SharePoint Foundation 2010 enables you to create custom groups with custom permission levels. For example, all managers can be categorized into a custom group that can have additional privileges for managers compared to other employees. You may also need to create custom groups for different roles within an organization. You can also create custom groups based on security groups in Windows such as a custom group for OS administrators.

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Windows also provides for custom groups based on Active Directory Domain Services (ADDS). These can be broadly categorized as distribution and security groups. A distribution group facilitates the distribution of e-mails. A distribution group, which is not available in Discretionary Access Control Lists (DACLs), enables a site administrator to define permissions on resources and objects. A security group can be made available in DACLs, and you can manage site permissions by enabling permissions for the entire group and adding the security group to the site.

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Active Directory Domain Services Active Directory Domain Services (ADDS) stores directory data and manages communication between users and domains such as user logon processes, searches on the directory, and authentication.

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Discretionary Access Control Discretionary access control (DAC) is a system that enables an authority to control access to areas and resources in an information system based on the identity of subjects or groups to which they belong.

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Planning Site Permissions

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Several factors have to be considered while planning site permissions. • As a site administrator, you can assign permissions to an individual user or to a group of users.

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You can assign the least possible privilege to users so that they can perform only specific tasks assigned to them.

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You can grant permissions using the available default groups such as Members, Visitors, and Owners. In addition, you can restrict the number of users who can administer a site to control data traffic.

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Above all, you must plan for site inheritance and determine whether a subsite has inherited permissions or unique permissions to cater to the needs of site users.

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You should plan for specific permission levels for a site object such as a list or library and assign permission levels to a set of users and groups.

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You can create a custom permission level to include permissions that are not part of the permission levels in default groups. You may want to exclude certain permissions present in default groups by creating a custom group. Custom permission levels enable you to customize permissions for a particular group by including only specific permission levels for that group.

The Group Settings Option The Group Settings option is used to manage settings such as group names and permissions. The Change Group Settings page can be used to change the SharePoint group’s settings such as Name and About Me Description, Owner, Group Settings, and Membership Requests.

Lesson 10: Managing User Access

The Group Settings Option

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LESSON 10

Figure 10-1: The Change Group Settings page.

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View Group Permission The View Group Permissions option is used to view the assigned permission that a SharePoint group has in a site collection. The group, in addition to the listed URLs, has access to any site, list, or item that inherits permissions from these URLs.

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The Set Up Groups for This Site Page

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The Set Up Groups for this Site page is used to set member, visitor, and owner groups for a site. It can be used to specify users who can access your site, create a SharePoint group, or reuse an existing SharePoint group.

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Edit Group Quick Launch The Edit Group Quick Launch option can be used to choose SharePoint groups that appear in the Quick Launch bar of the People and Groups page.

The Grant Permissions Option

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The Grant Permissions option in the Grant group of the Edit tab enables you to grant permissions to users and groups. The Grant Permissions dialog box enables you to choose the desired users or groups and specify the permissions levels. The Grant Permissions dialog box also enables a site administrator to send welcome emails to new users.

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The Create Group Option

The Create Group Option

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The Create Group option enables a site administrator to create custom groups. On the Create Group page, a site owner can specify the group name and description, assign the group owner, and specify the permission levels of the members of the group. The Create Group page also contains options that enable a site administrator to manage membership requests for members who may want to join or leave a group.

Microsoft® SharePoint® Foundation 2010 - Level 2

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LESSON 10

Figure 10-2: Page to create custom groups.

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The Manage Permissions Option

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User Management Options

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The Manage Permissions option in the drop-down menu of a list or library item enables a site administrator to manage the item level permissions for list or library items. It also enables a site administrator to know if the permission is inherited or unique. A site administrator can stop inheriting permissions for list items and grant unique permissions to them using the Grant Permissions option.

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User management options are a list of options available in the Action menu. You can set the options according to user specification.

Description

You can send emails to selected users using the E-Mail Users option. The selected user must have an associated email address.

Remove Users From Group

The Remove Users From Group option can be used to remove selected users from a SharePoint group.

Lesson 10: Managing User Access

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You can call selected users using the Call/Message Selected Users option. The selected user must have an associated SIP (Session Initiation Protocol) address to initiate the call.

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Call/Message Selected Users

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LESSON 10 The Configure Password Change Settings Option

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The Configure password change settings link in the General Security section in Central Administration enables a site collection administrator to manage passwords for effective security in a web application. The Notification E-Mail Address section allows you to specify the email address that is to be notified for any change in password or password expiration date. The Account Monitoring Process Settings section allows you to monitor the password expiration status for managed accounts.

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In addition, the Automatic Password Change Settings section on the Password Management Settings page enables the site collection administrator to generate new passwords automatically after the expiry date. You can not only specify the amount of time to wait before implementing an automatic password change but also specify the number of retries to be allowed for a password change before the password timer fails.

User Policy

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As a farm administrator, you can define top level security for a web application user in Central Administration using the User Policy option on the Web Applications tab on the Web Applications Management page. This option enables you to create security policies that you can implement to override any permissions assigned at the site or site collection level.

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The Policy for Web Application dialog box allows you to add new users to a web application, delete redundant users, and edit permissions of specific users. The available permission levels are Full Control - Has full control, Full Read - Has full read-only access, Deny Write Has no write access, and Deny All - Has no access.

Anonymous Policy

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Anonymous access to users enables them to view site pages without the need for authentication. Authentication is required when a user wants to edit or delete an item within a site. In Microsoft SharePoint Foundation 2010, anonymous access is enabled for the web application during its creation. Site administrators can set options, enable or disable anonymous access to a site, or grant anonymous access only to lists and libraries.

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The Anonymous Policy option on the Web Applications tab on the Web Applications Management page allows you to specify permission that you want to assign to anonymous users. The Anonymous Access Restrictions dialog box allows you to choose a zone where the policy can be applied and also the permission level that anonymous users can have. There are three permission levels for anonymous users.

None — No policy

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Permission Level

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Deny Write— Has no write access Deny All — Has no access

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Users can access the web application without any restriction. Users can only read content of sites in the web application but cannot make any changes. Users cannot read or write to any site in the web application.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10 How to Manage Permissions Procedure Reference: Assign Permissions to a New Group To assign permissions to a new group: Open the desired Microsoft SharePoint Foundation 2010 site.

2.

On the site, choose Site Actions→Site Settings.

3.

On the Site Settings page, in the Users and Permissions section, click the People and groups link.

4.

On the Quick Launch bar, click the Groups link.

5.

On the People and Groups: All Groups page, choose New→New Group.

6.

On the Create Group page, in the Name and About Me Description section, in the Name text box, type the desired name.

7.

If necessary, in the About Me text box, fill in the required information.

8.

In the Owner text box, type the owner’s name.

9.

In the Group Settings section, under Who can view the membership of the group, select the desired option. • Select Group Members to specify which group members can view the membership.

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Select Everyone to allow everyone to view the membership.

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10. In the Group Settings section, under Who can edit the membership of the

group, select the options to learn more.

Select Group Owner to allow the group owner to edit the membership.

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Select Group Members to allow a group member to edit the membership.

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11. In the Membership Request section, under Allow requests to join/leave this

group, select the desired option. •

Select the No option to prevent users from requesting membership in a group.

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Select the Yes option to allow users to request membership in a group.

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12. In the Membership Request section, under Auto—accept request, select the Yes

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13. If necessary, in the Send membership requests to the following e-mail address 14. Click Create.

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text box, type the owner’s e-mail address.

Procedure Reference: Assign Permissions to Multiple Groups

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To assign permissions to multiple groups: 1.

Navigate to the desired site.

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Choose Site Actions→Site Permissions.

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Check the check boxes to the left of the desired groups for which you wish to assign permissions.

4.

On the Edit tab, in the Modify group, click Edit User Permissions.

Lesson 10: Managing User Access

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LESSON 10 5.

In the Edit Permissions dialog box, in the Choose Permissions section, check the desired check boxes for assigning permissions to the groups.

6.

In the Edit Permissions dialog box, click OK.

Procedure Reference: Set User Management Options

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To set user management options: Navigate to the desired site.

2.

Choose Site Actions→Site Settings.

3.

On the Site Settings page, in the Users and Permissions section, click the People and groups link.

4.

Select the desired users and, from the Actions menu, choose the desired option.

iti

1.

Choose E-Mail Users to send an email to the desired user.

•

Choose Call/Message Selected Users to call the desired users.

•

Choose Remove Users from Group to remove users from the desired group.

Ed

•

Procedure Reference: Add Users to a Group To add users to a group:

On the People and Groups page, choose New→Add Users.

2.

In the Grant Permissions dialog box, in the Select Users section, in the Users/ Groups text box, type the user name as required.

3.

In the Send E-mail section, under Send welcome e-mail to the new users, in the Personal Message text box, type the desired message and click the OK button.

IC

or

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1.

ct

To assign permissions to an item:

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Procedure Reference: Assign Permissions to an Item

2.

Place the mouse pointer over the desired item and, from the drop-down list, select Manage Permissions.

3.

On the Edit tab, in the Grant group, click Grant Permissions.

4.

In the Select Users section, add the desired users.

5.

In the Grant Permission section, assign the desired permission levels.

6.

If necessary, in the Send E-Mail section, specify the desired message.

Click OK.

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st 7.

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Navigate to the desired library or list.

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1.

Procedure Reference: Set Site Level Security

In

To set site level security:

230

1.

Open the desired SharePoint site.

2.

Choose Site Actions→Site Permissions.

3.

Check the desired users and groups and, on the Edit tab, in the Modify group, click Edit User Permissions.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10 4.

In the Edit Permissions dialog box, in the Choose Permissions section, check the desired permission check box.

5.

Click OK.

Procedure Reference: Configure Password Change Settings

on

To configure password change settings: Navigate to the Central Administration site.

2.

On the Central Administration site, on the Quick Launch bar, in the Central Administration section, click the Security link.

3.

On the Security page, in the General Security section, click the Configure password change settings link to open the Password Management Settings page.

4.

On the Password Management Settings page, in the Notification E-Mail Address section, enter the e-mail address to which changes in password or password expiry date will be notified.

5.

In the Account Monitoring Process Settings section, in the Days before expiry to send notification of password expiration text box, enter the number of days before the password expiry date on which the notification is to be sent to the email settings.

6.

In the Automatic Password Change Settings section, in the Password change wait time in seconds text box, enter the time in seconds the system will wait before the automatic password change is implemented.

7.

In the Automatic Password Change Settings section, in the Number of retries before password change timer fails text box, enter the number of tries for a user to change the password before the process fails.

8.

On the Password Management Settings page, click OK.

ct

Procedure Reference: Set User Policy on a Web Application

E

AT

IC

DU

To set user policy on a web application:

PL

or

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iti

1.

2.

Access the Policy for Web Application page or dialog box and choose a web application. Access the Policy for Web Application page and choose a web application. On the Central Administration site, on the Quick Launch bar, in the Central Administration section, click the Security link.

b.

On the Security page, in the Users section, click the Specify web application user policy link to open the Policy for web application page.

c.

On the Policy for web application page, from the Web Application drop-down list, select the desired web application.

In

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a.

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•

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Navigate to the Central Administration site.

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1.

•

Choose a web application and access the Policy for Web Application dialog box. a.

On the Quick Launch bar, in the Central Administration section, click the Application Management link.

b.

On the Application Management page, in the Web Application section, click the Manage web applications link.

Lesson 10: Managing User Access

231

LESSON 10 c.

Click the desired web application and, on the Web Applications tab, in the Policy group, click User Policy to open the Policy for web application dialog box.

On the Policy for Web Application page or in the dialog box, click the Add Users link.

4.

On the Add Users page or in the dialog box, in the Select the zone section, select the desired zone and click Next.

5.

In the Choose Users section, enter user names, group names, or e-mail addresses of users you want to add to the policy.

6.

In the Choose Permissions section, check the desired permissions.

on

3.

Check Full Control - Has full control to give full control permission for users to access the web application.

•

Check Full Read - Has full read-only access to enable users to read content in the web application.

•

Check Deny Write - Has no write access to deny users from modifying content in the web application.

•

Check Deny All - Has no access to deny users from accessing the web application.

Ed

iti

•

In the Choose System Settings section, check the Account operates as System check box to record any changes made by system accounts.

8.

On the Add Users page or dialog box, click the desired button.

AT

Click Finish to complete the process.

•

Click Back to make changes to the previous page.

IC

or

•

PL

To edit user permissions, on the Policy for Web Application page, check users whose permissions you want to edit and click the Edit Permissions on Selected Users link.

ct

9.

E

7.

10. On the Edit Users page, in the Permission Policy Levels section, check the

DU

desired permissions for selected users and click Save. 11. To delete users, on the Policy for Web Application page, check users you want

NO T

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to delete and click the Delete Selected Users link.

12. In the Message from webpage message box, click OK to delete the selected

users.

Procedure Reference: Set Anonymous Policy on a Web Application

In 232

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To set anonymous policy on a web application: 1.

Navigate to the Central Administration site.

2.

On the Quick Launch bar, in the Central Administration section, click the Application Management link.

3.

On the Application Management page, in the Web Application section, click the Manage web applications link.

4.

Click the desired web application, and on the Web Applications tab, in the Policy group, click Anonymous Policy to open the Anonymous Access Restrictions dialog box.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10 In the Anonymous Access Restrictions dialog box, in the Select the Zone section, from the Zones drop-down list, select the desired zone.

6.

In the Permissions section, under Anonymous User Policy, select the desired option. • Select None — No Policy to allow anonymous users to access the web application without any restriction. •

Select Deny Write — Has no write access to deny write access to the web application.

•

Select Deny All — Has no access to prevent anonymous users from accessing any site of the web application.

In the Anonymous Access Restrictions dialog box, click Save to save the permission policies for anonymous users.

iti

7.

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5.

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ACTIVITY 10-1

Assigning Permissions to a New Group

E

Before You Begin: In the Address bar, type http://wss/sites/hr/default.aspx and press Enter.

AT

IC

PL

ct

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Scenario: You have been working on the HR department’s site for a while. The new recruitment consultants require access to enable them to collaborate easily and effectively with the in-house recruitment department. You have been asked to assign specific permissions to new recruitment consultants so that only specific information is accessed by them and also assign permissions to other groups.

DU

NO T DO

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 10: Managing User Access

233

LESSON 10 What You Do

How You Do It

1.

a. On the Human Resource site, select the Recruitment tab to display the Recruitment subsite.

on

Create a SharePoint group for recruitment consultants.

b. Choose Site Actions→Site Settings. c. On the Site Settings page, in the Users and Permissions section, click the People and groups link.

iti

d. On the People and Groups - Recruitment Members page, on the Quick Launch bar, click the Groups link.

Ed

e. On the People and Groups: All Groups page, from the New drop-down menu, choose New Group.

E

On the Create Group page, in the Name and About Me Description section, in the Name text box, type Recruitment Consultants##

AT

f.

IC

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g. In the Owner section, under Group owner text box, double-click and type mcalla and press Enter.

PL

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NO T DO

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h. Scroll down and click Create.

234

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10 2.

a. Choose Site Actions→Site Permissions.

Assign permission levels to recruitment consultants.

b. On the Edit tab, in the Grant group, click Grant Permissions.

on

c. In the Grant Permissions dialog box, in the Select Users section, in the Users/ Groups text box, type Recruitment Consultants##

iti

d. In the Grant Permissions section, under Grant Permissions, select the Grant users permission directly option. e. Check the Full Control check box. Scroll down and click OK.

Ed

f.

g. Observe that the new group is displayed in the Name column.

E

a. Check the check boxes to the left of the Recruitment Members and Recruitment Owners groups.

AT

Assign permission levels to multiple groups on the Recruitment subsite.

or

3.

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b. On the Edit tab, in the Modify group, click Edit User Permissions.

PL

DU

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c. In the Edit Permissions dialog box, in the Choose Permissions section, check the Full Control check box and click OK.

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d. Observe the permissions for the Recruitment Members and Recruitment Owners groups.

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e. Navigate to the home page of the Human Resource site.

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Due to multiple users accessing the same group, the results may vary.

Lesson 10: Managing User Access

235

LESSON 10

ACTIVITY 10-2 Assigning Permissions to Users

on

Setup: Using the Site Settings page of the Recruitment subsite, navigate to the People and Group: Recruitment Consultants## page.

Ed

iti

Scenario: The new recruitment consultant group requires new users, and as a site administrator, you have been asked to add users to the new recruitment consultant group and assign specific permissions to them. You would also delegate some of your site administration responsibilities to Bob Wheeler and also assign a document’s permission in the Interview Feedback## library to Maria Calla. You also would like to set unique permissions for the Benefits and Compensation subsite to cater to the unique needs of the HR personnel. The finance manager of Our Global Company wants the group site collection administrator to work closely with the finance site members group to design the finance site. As the site administrator, you need to assign a new permission level to the finance members group in the finance site. In addition, some users have also requested rights to create their own sites.

Add a new user to the Recruitment Consultants## group.

E

AT

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a. Navigate to the People and Groups Recruitment Consultants## page. b. On the People and Groups - Recruitment Consultants## page, click New.

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c. In the Select Users section, in the Users/ Groups text box, type GLOBAL\user02

DO

d. Click OK.

In

st

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1.

How You Do It

DU

What You Do

PL

or

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

236

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10 2.

a. Choose Site Actions→Site Permissions.

Assign permission levels to recruitment consultants.

b. On the Edit tab, in the Grant group, click Grant Permissions.

on

c. In the Grant Permissions dialog box, in the Select Users section, in the Users/ Groups text box, type GLOBAL\user02

iti

d. In the Grant Permissions section, under Grant Permissions, select the Grant users permission directly option.

f.

Ed

e. Under Grant users permission directly, check the Contribute and Read check boxes.

Scroll down to view the Send E-Mail section.

E

IC PL

DU

NO T DO

In

st

ru

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h. Verify that User 02 is listed.

AT

or

g. In the Send E-Mail section, under Send welcome e-mail to the new users, in the Personal Message text box, type Welcome to the site. Your user name is user02. Click OK.

Lesson 10: Managing User Access

237

LESSON 10 3.

a. Navigate to the Site Settings and the People and Groups - Recruitment Consultants## pages.

Delegate site management to bwheeler.

on

b. Click New. c. In the Grant Permissions dialog box, in the Select Users section, in the Users/ Groups text box, type GLOBAL\bwheeler and press Enter.

iti

d. Click OK.

e. Choose Site Actions→Site Permissions. On the Edit tab, in the Grant group, click Grant Permissions.

Ed

f.

g. In the Grant Permissions dialog box, in the Select Users section, in the Users/ Groups text box, type GLOBAL\bwheeler

E

AT

Under Grant users permission directly, check the Full Control check box.

j.

Scroll down and click OK.

PL

IC

i.

NO T

DU

k. Observe that the user Bob Wheeler has Full Control permissions to the Recruitment site. Navigate to the home page of the Human Resource site.

DO

l.

In

st

ru

ct

or

h. In the Grant Permissions section, under Grant Permissions, select the Grant users permission directly option.

238

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10 4.

a. On the Quick Launch bar, in the Libraries section, click the Interview Feedback## link.

Assign the Full Control permission to Maria Calla for the item List of candidates selected.

on

b. In the Name column, click the Documents on Interview Feedback## link. c. Place the mouse pointer over the List of candidates selected item, and click the drop-down arrow that appears, and choose Manage Permissions.

iti

d. On the Edit tab, in the Inheritance group, click Stop Inheriting Permissions.

f.

Ed

e. In the Message from webpage dialog box, click OK. On the Edit tab, in the Grant group, click Grant Permissions.

E

AT

or

g. In the Grant Permissions dialog box, in the Select Users section, in the Users/ Groups text box, type mcalla and press Enter.

IC

PL

Check the Full Control check box.

j.

Scroll down and click OK to create unique permissions for the document.

DO

NO T

DU

i.

In

st

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h. In the Grant Permissions section, under Grant Permissions, verify that the Grant users permission directly option is selected.

Lesson 10: Managing User Access

239

LESSON 10 5.

a. Navigate to the Benefits and Compensation subsite.

Assign unique permission levels to the Benefits and Compensation subsite.

b. Choose Site Actions→Site Permissions.

on

c. Check the Benefits and Compensation Members check box and, in the Modify group, click Edit User Permissions.

iti

d. In the Edit Permissions dialog box, in the Choose Permissions section, check the Design check box and click OK.

Ed

Due to multiple users accessing the same group, the results may vary as the first user accessing the options would have already performed the action.

e. Navigate to the Home page of the Human Resource site collection. a. In the Address bar, type http://wss/sites/ finance/default.aspx and press Enter.

E

Edit security options for the Finance site.

AT

6.

or

b. Choose Site Actions→Site Permissions.

IC

PL

d. On the Edit tab, in the Modify group, click Edit User Permissions.

Due to multiple users accessing the same group, the results may vary as the first user accessing the options would have already performed the action.

DO

NO T

DU

e. In the Edit Permissions dialog box, in the Choose Permissions section, under Permissions, check the Design check box and click OK.

In

st

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ct

c. Check the Finance Members check box.

240

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10 7.

a. In the Address bar, type http:// wss:portnumber and press Enter to navigate to the Central Administration site. Sign in as GLOBAL\administrator with the password !Pass1234

Configure password change settings.

on

b. On the Central Administration site, on the Quick Launch bar, in the Central Administration section, click the Security link.

iti

c. On the Security page, in the General Security section, click the Configure password change settings link to open the Password Management Settings page.

Ed

d. On the Password Management Settings page, in the Notification E-Mail Address section, in the Notification E-Mail Address text box, type [email protected]

E

PL

DU

NO T DO

ru In

st

IC

Scroll down and click OK.

ct

f.

AT

or

e. In the Automatic Password Change Settings section, in the Number of retries before password change timer fails text box, double-click and type 3

Lesson 10: Managing User Access

241

LESSON 10 8.

Configure the user policy for a web application.

a. On the Security page, in the Users section, click the Specify web application user policy link to open the Policy for Web Application page.

on

b. On the Policy for Web Application page, click the Add Users link. c. On the Add Users page, click Next.

iti

d. On the Add Users page, in the Choose Users section, in the Users text box, type mcalla and press Enter.

Ed

e. In the Choose Permissions section, check the Full Read check box. f.

Scroll down and click Finish.

E

g. On the Policy for Web Application page, observe that the user Maria Calla has been added.

IC

In the Permission Policy Levels section, check the Deny Write check box, scroll down and click Save.

j.

On the Policy for Web Application page, in the Permissions column of Maria Calla, observe that the Deny Write has been set.

NO T

DU

PL

i.

DO

k. Navigate to the Central Administration home page.

In

st

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ct

or

AT

h. Check the check box before Maria Calla and click the Edit Permissions of Selected Users link.

242

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10

TOPIC B

on

Describe Authentication Modes You have assigned permissions to users. Authentication is a security measure that ensures user identity. In this topic, you will identify authentication modes.

iti

The biggest security threat to any organization is data theft. By exploring the the various authentication modes available, a site collection administrator can identify appropriate measures to ensure data security in the Microsoft SharePoint Foundation 2010 site.

Authentication

AT

or

Example:

IC

Figure 10-3: Authentication of a user’s credentials.

Authentication Types

Authentication

E

Ed

Definition: Authentication is the process that enables a site administrator to validate a user’s identity. It is used to determine the sites, content, and other features that a user can access.

PL

ct

Microsoft SharePoint Foundation 2010 supports different types of authentication.

In

st Lesson 10: Managing User Access

DU

NO T

Windows

Description

Active Directory is a service used by the Windows operating system for organizing access to data and for managing and authenticating users. If your SharePoint server is part of an Active Directorybased network, you can authenticate to SharePoint by using users’ existing Active Directory accounts. The existing Windows authentication service maps all user information to SharePoint from each Active Directory account. Your SharePoint server administrator will work with the Active Directory administrator to set up the integrated authentication.

Because setting up authentication in a Windows SharePoint Foundation involves understanding of Windows Server concepts and extensive knowledge of third party tools, this course only explores the fundamental concepts of authentication.

DO

Authentication Type

ru

Web applications in Microsoft SharePoint Foundation 2010 can be accessed by using up to five different authentication methods or identity management systems.

243

LESSON 10 Description

Forms

You can set up SharePoint Foundation in an environment that does not use Active Directory and authenticate users accessing from the Internet. Form Authentication will involve a separate database with roles and details about users for them to log in to SharePoint Foundation sites.

Web single sign on

You can implement authentication that combines features of two or more authentication methods to protect digital identities of organizations and security environments. When you activate the single sign on authentication type, users will be able to log in to any integrated application without any user authentication all the time. When the user logs in to the SharePoint application and, using some links, accesses any integrated tool or application, then there is no need for the user to sign in to SharePoint Foundation again to access its features.

Ed

iti

on

Authentication Type

IC

or

AT

E

Claims-based authentication is based on the concept of Windows Identity Foundation. It consists of .NET Framework classes that implement the claims-based identity. Claims-based authentication facilitates authentication for both Windows and non-Windows-based systems and supports user identity delegation for applications. A site administrator can implement different types of authentication in a single zone.

Claims

PL

DU

ct

Digital identity is the electronic representation of a real-world entity such as a user, or an organization. It can be considered the online equivalent of a user, and it can participate in electronic transactions on behalf of the person.

NO T

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Members of an authentication provider in a zone with appropriate permissions can manage accounts in other zones. You can invite users from another zone and add them to a specific zone. You can also delete users from a specific zone.

Pluggable Authentication

In

DO

Pluggable authentication allows you to configure a web application to be accessed by two or more authentication systems. A typical application allows employees of a partner company to access it through the Internet, while internal employees can access it directly through the intranet.

st

Pluggable Authentication

244

Microsoft® SharePoint® Foundation 2010 - Level 2

on

LESSON 10

iti

Figure 10-4: User credentials being validated using pluggable authentication.

Edit Authentication Options

Ed

The Edit Authentication page on the Central Administration site has several sections that enable you to configure settings for the required authentication.

Web Application Zone

View the zone in which authentication resides.

Authentication Type

Choose an authentication type.

Anonymous Access

Permit anonymous access so that the site owner can enable anonymous access in his site.

Client Integration

Provide features that enable users to launch a client application. If client integration is disabled, users can edit a client application only in browserenabled editors or in their local copies. This is useful for authentication types that do not work well with client applications such as client authentication.

AT

IC

PL

DU

ct

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Identity Management Systems

E

Enables You To

or

Section

NO T

Identity Management Systems

DO

st

Identity management systems enable you to access a particular site with authenticated permission. You can use ASP.NET forms or Web single sign on to authenticate users against an identity management system that is not based on Windows.

In

Figure 10-5: A typical identity management system.

Lesson 10: Managing User Access

245

LESSON 10

on

The Standard ASP.NET Role Manager Interface Microsoft SharePoint Foundation 2010 uses the standard ASP.NET role manager interface to collect group information about the present user. Each ASP.NET role is treated like a domain group by the authorization process in Microsoft SharePoint Foundation 2010. The standard ASP.NET role manager is used to add users and their roles in a database, which will be used further for form authentication. To do so, you can create a solution and the form with simple wizards and add the users and their roles.

iti

Role Managers A role manager verifies the relation between roles and users and approves the authenticated user. You must register the membership provider in the web.config file. When you register a membership provider, you can register a Role manager as well in the web.

Ed

ACTIVITY 10-3

Exploring Authentication Modes

or

AT

Scenario: In this activity, you will discuss and explore authentication options.

E

Before You Begin: If necessary, login to Windows as GLOBAL\Administrator with !Pass1234 as the password.

IC

PL

How You Do It

a) DHCP

✓ b) Active Directory Service. c) IIS

NO T

Select the service used by the Windows operating system for organizing access to data and for managing and authenticating users.

ru

1.

DU

What You Do

ct

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

2.

DO

st

d) Self-service site management

True or False? IIS Authentication Settings can be used to set a different authentication mode.

In

True

✓ False

246

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 10 3.

True or False? Integrated Windows authentication is a type of Forms authentication mode. True ✓ False True or False? You can use ASP.NET forms or Web single sign authentication type on to authenticate users against an identity management system that is based on Windows.

on

4.

True ✓ False

True or False? Using claims-based authentication, only one type of authentication can be implemented for each zone.

iti

5.

True ✓ False Explore the authentication options on the Edit Authentication page.

a. Open Internet Explorer and navigate to the Central Administration site.

Ed

6.

b. Click the Security link to navigate to the Security page.

E

AT

or

c. On the Security page, in the General Security section, click the Specify authentication providers link.

PL

IC

d. On the Authentication Providers page, click the Default link.

Scroll down.

NO T

g. Observe that the IIS Authentication Settings is set to Integrated Windows authentication.

DO

h. Click Save.

In

st

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f.

DU

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e. On the Edit Authentication page, observe that the Zone option is Default and the Authentication Type is Windows.

Lesson 10: Managing User Access

247

LESSON 10 Lesson 10 Follow-up In this lesson, you assigned site access permissions to individual users and group users. With site access permissions, you can assign unique permissions, modify existing permissions, and identify authentication modes. What are the different group permissions that you will apply to a site? Why?

on

1.

Answers will vary but will include: site owner and site visitor group permissions. 2.

How will you authenticate different people and groups?

AT

DO

NO T

DU

PL

IC

or ct ru In

st

E

Ed

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Answers will vary but will include: using the Request Access option or using the unique or inherited permissions for the site.

248

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 11

on

LESSON 11

Lesson Time 40 minutes

iti

Managing Site Security

DU

DO

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st

E

Block file types from being downloaded to a site.

AT

•

IC

Set antivirus options.

or

•

PL

You will: • Set web part security.

Ed

In this lesson, you will manage security options in Microsoft SharePoint Foundation 2010.

Lesson 11: Managing Site Security

249

LESSON 11 Introduction

on

You have managed user access. As a site collection administrator, you will not only manage user access to site contents but also take appropriate measures to secure to maintain the integrity of your site. In this lesson, you will configure and manage the security options on the Microsoft SharePoint Foundation 2010 site.

iti

Would you ever leave your organization premises unguarded? An organization contains several assets that are secured with various safety measures. Similarly, Microsoft SharePoint Foundation 2010 sites are a storehouse of critical inputs and documentation. By improving the key security features, you can be sure of data integrity and security.

TOPIC A

Ed

Set Web Part Security

E

In this lesson, you will manage various security options in Microsoft SharePoint Foundation 2010 to secure site collections. Web parts are critical components of a site. They are editable regions that define the layout of a site. So it is critical that security settings be configured to ensure that these sections are not tampered with. In this topic, you will set web part security to secure a particular web part.

IC

or

AT

The layout of a structure is very critical to plan the security for a building. Web parts in Microsoft SharePoint Foundation 2010 specify the layout and structure for Microsoft SharePoint Foundation 2010 sites. Therefore, setting web part security options is crucial to the integrity of a site.

PL

NO T

DO

In

st

DU

Microsoft SharePoint Foundation provides various options to secure the web parts in a web application. The Manage web part security link in the General Security section of the Security page in Central Administration enables a site collection administrator to allow users to establish web part connections or prevent them from establishing web part connections. This link also enables a site collection administrator to allow or prevent user access to the online web part gallery, preventing users from editing web parts on pages containing critical information. You can also enable editing for scriptable web parts.

ru

Web Part Security Options

ct

Web Part Security Options

250

Microsoft® SharePoint® Foundation 2010 - Level 2

How to Set Web Part Security

E

Figure 11-1: Security for web part pages.

Ed

iti

on

LESSON 11

AT

or

Procedure Reference: Apply Security for Web Part Pages in Central Administration

IC

To apply security for web part pages in Central Administration:

2.

Access the Security For Web Part Pages page or dialog box and choose the desired web application.

b.

On the Application Management page, in the Web Application section, click the Manage web applications link.

c.

Click the desired web application and, on the Web Applications tab, in the Security group, click Web Part Security to open the Security for Web Part Pages dialog box.

DO

NO T

On the Quick Launch bar, in the Central Administration section, click the Application Management link.

ru

a.

Access the Security For Web Part Pages page and choose the desired web application. a.

On the Quick Launch bar, in the Central Administration section, click the Security link.

b.

On the Security page, in the General Security section, click the Manage web part security link to open the Security For Web Part Pages page.

In

•

DU

Choose the desired web application and open the Security For Web Part Pages dialog box.

st

•

PL

In the Address bar, type http://wss: portnumber and press Enter to navigate to the Central Administration site.

ct

1.

Lesson 11: Managing Site Security

251

LESSON 11

on

iti

Select Prevents users from creating connections between Web Parts, and helps to improve security and performance to prevent users from establishing web part connections.

In the Online Web Part Gallery section, select the desired option. •

Select Allows users to access the Online Web Part Gallery to enable users to access the online web part gallery.

•

Select Prevents users from accessing the Online Web Part Gallery, and helps to improve security and performance to prevent users from accessing the online web part gallery.

In the Scriptable Web Parts section, select the desired option. Select Allows contributors to add or edit scriptable Web Parts to enable users to add scriptable web parts.

•

Select Prevent contributors from adding or editing scriptable Web Parts to prevent users from adding scriptable web parts.

AT

Click OK.

E

•

IC

6.

In the Select Web Application —— Webpage Dialog dialog box, select the desired web application and close the dialog box.

Ed

5.

d.

On the Security for Web Part pages page or dialog box, in the Web Part Connections section, select the desired option. • Select Allows users to create connections between Web Parts to allow users to establish web part connections. •

4.

On the Security For Web Part Pages page, in the Web Application section, click the drop-down arrow and select Change Web Application.

or

3.

c.

PL

Procedure Reference: Set Security Settings for a Web Part in a SharePoint Site

ct

To set security settings for a web part:

2.

In the required web part item, from the desired item drop-down list, select the Manage Permissions option.

DU

On any desired site, choose Site Actions→Edit Page.

ru

1.

4.

On the Permissions page, check the required group.

5.

On the Permissions page, on the Edit tab, in the Manage group, click Manage Access Requests.

DO

In the Manage Access Requests dialog box, click OK.

In

6.

NO T

On the Permissions: page, on the Edit tab, in the Inheritance group, click Manage Parent.

st

3.

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LESSON 11

ACTIVITY 11-1 Setting Security for a Web Part

on

Before You Begin: Sign in as GLOBAL\Administrator with !Pass1234 as the password. In the Address bar, type http://wss/sites/hr and press Enter.

iti

Scenario: As the site administrator of Our Global Company, you want to ensure that users have easy access to items on the site. But at the same time, it is also critical that you secure web parts to ensure that site layouts are not tampered with by users.

Ed

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

AT

a. In the Address bar, type http://wss: portnumber and press Enter.

Access the Security For Web Part Pages page.

or

1.

How You Do It

E

What You Do

IC

PL

ct

b. On the Central Administration page, on the Quick Launch bar, in the Central Administration section, click the Security link.

DU

NO T DO

In

st

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c. On the Security page, in the General Security section, click the Manage web part security link.

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253

LESSON 11 a. On the Security For Web Part Pages page, in the Web Part Connections section, select the Prevents users from creating connections between Web Parts, and helps to improve security and performance option.

Apply security for the web part pages.

on

2.

Due to multiple users accessing this option, it will get enabled by the first user accessing this option and the other users accessing this page after that will find this option enabled.

iti

b. In the Online Web Part Gallery section, select the Prevents users from accessing the Online Web Part Gallery, and helps to improve security and performance option.

TOPIC B

AT

or

Set Antivirus Options

E

Ed

c. In the Scriptable Web Parts section, observe that the Prevent contributors from adding or editing scriptable Web Parts option is selected and click OK.

IC

PL

ct

You have secured web parts in your site collection. Several users visit your sites frequently to access and retrieve information and also to add new content. When users are uploading new files, it is critical to ensure that the files are free from virus. In this topic, you will configure antivirus settings to protect your site and web server from viruses.

Section

In

Antivirus Settings

Antivirus Time Out

254

DO

The Antivirus page has various sections that enable you to configure settings to scan documents stored in libraries and lists and also clean up infected documents.

st

Antivirus Options

DU

Antivirus Options

NO T

ru

Thousands of viruses continue to appear each day for every file type imaginable. To protect your site and ultimately your web server from this onslaught, you must scan files on a regular basis, especially the new files that are added to your site.

Used To Specify if documents should be scanned on upload and download, if users should be allowed to download infected documents, and if antivirus software can clean infected documents automatically. Specify the length of time that the virus scanner should be active.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 11 Used To

Antivirus Threads

Specify the number of execution threads the virus scanner can utilize. Too many threads may slow the scanning process.

AT

E

Ed

iti

on

Section

ru

To set antivirus settings:

IC

NO T

Procedure Reference: Set Antivirus Settings

DU

ct

How to Set Antivirus Options

PL

or

Threads A thread is an executable program that serves a single purpose. Many such threads work concurrently and they constitute a computer process and share resources such as memory.

You must install a compatible antivirus scanner to activate antivirus measures.

2.

On the Quick Launch bar, in the Central Administration section, click the Security link.

3.

On the Security page, in the General Security section, click the Manage antivirus settings link.

4.

On the Antivirus page, in the Antivirus Settings section, check the desired options that will enable the antivirus scanner to scan documents, or download or clean infected documents.

5.

If necessary, in the Antivirus Time Out section, in the Time out duration (in seconds) text box, specify the duration of a scan before it times out.

In

DO

Open the SharePoint Central Administration site.

st

1.

Lesson 11: Managing Site Security

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LESSON 11 6.

If necessary, in the Antivirus Threads section, in the Number of threads text box, specify the processor threads it can utilize.

7.

Click OK.

on

ACTIVITY 11-2 Set Antivirus Settings

iti

Conditions: • A default Central Administration website exists at http://wss:[portnumber].

Ed

Before You Begin: The Microsoft SharePoint Foundation Central Administration web page is displayed on the browser window.

E

Scenario: The Our Global Company organization has had problems lately with files containing viruses. They’ve asked you to configure SharePoint Foundation settings so that the SharePoint sites can’t be used to pass files with viruses.

AT

IC

PL

NO T

b. On the Security page, under the General Security section, click the Manage antivirus settings link.

In

st

a. On the Central Administration page, on the Quick Launch bar, in the Central Administration section, click the Security link.

DU

Access antivirus settings.

How You Do It

DO

1.

ct

What You Do

ru

In a production environment, you would perform this task on a system that has antivirus software installed. For demonstration purposes in class, you can perform the task without an antivirus program.

or

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

256

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 11 a. On the Antivirus page, in the Antivirus Settings section, check the Scan documents on upload and Scan documents on download check boxes.

Configure antivirus settings.

iti

on

2.

Ed

b. Scroll down and click OK.

TOPIC C

E

Manage Blocked File Types

When multiple users access these antivirus settings options, the options will get enabled by the first user and the other users will see the result of this step.

AT

IC

PL

or

You have set the antivirus option for your Microsoft SharePoint Foundation 2010 sites. However, certain file types are more susceptible and can be dangerous to the site and its user accounts. And with many users uploading and downloading documents, it is important to prevent harmful file types from being placed on your server. In this topic, you will block certain file types.

Blocked File Types

DU

NO T

ru

ct

Viruses spread very easily and rapidly. Some file types are more prone to carry viruses and therefore, it is critical that we block such file types from being used in Microsoft SharePoint Foundation 2010 sites. When a person opens an infected file or copies it to a network location, even before you realize, your site is under a virus threat. To minimize this potential risk, you can block files with certain file extensions from getting onto your server and site in the first place.

DO

Blocked File Types

In

st

A blocked file type is a file that is blocked from being used on a server because it has the potential to cause damage to a site or a server. The Blocked File Types page provides a list of file types that are blocked by default. You can also add extensions of file types to the Blocked File Types list that pose a risk to system security. An administrator can add a file type to a list or remove it from a list.

Lesson 11: Managing Site Security

257

Ed

iti

on

LESSON 11

Figure 11-2: The Blocked File Types page.

AT

How to Manage Blocked File Types Procedure Reference: Manage Blocked File Types

or

E

Blocked File Names File names that include braces are blocked automatically, for example, filename.{doc}.

IC

To manage blocked file types:

2.

On the Quick Launch bar, in the Central Administration section, click the Security link.

3.

On the Security page, in the General Security section, click the Define blocked file types link.

DU

PL

Open the SharePoint Central Administration site.

ct

1.

DO

Under the Type each file extension on a separate line section, insert a new line between any two desired extensions.

st

4.

NO T

ru

If you wish to block a type of file from being saved or retrieved from any site on your server, enter the extension on a new line in the list. Repeat for any additional types of files you wish to block.

In

If you wish to allow a type of file to be saved or retrieved from any site on your server that is currently blocked, select the file extension and press Delete. Repeat for any additional, currently blocked types of files that you wish to allow.

258

5.

On the blank line, type the file extension as desired.

6.

Click OK.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 11

ACTIVITY 11-3 Managing Blocked File Types

on

Before You Begin: The Microsoft SharePoint Foundation Central Administration web page is displayed in Internet Explorer.

iti

Scenario: Your company does not allow uploading of unauthorized images on your SharePoint site. A few employees using non-company computers have been posting bmp files to sites on your SharePoint server. As a site collection administrator, you’ve been asked to prevent the uploading of bmp files.

Ed

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

1.

a. If necessary, on the Central Administration page, on the Quick Launch bar, in the Central Administration section, click the Security link.

AT

IC

Add the bmp extension to the list of blocked files.

E

How You Do It

or

What You Do

PL

DU

NO T

c. On the Blocked File Types page, in the Type each file extension on a separate line section, click after asp and press Enter.

d. On the blank line, type bmp

DO

e. If necessary, scroll down. f.

Click OK.

In

st

ru

ct

b. On the Security page, in the General Security section, click the Define blocked file types link.

Lesson 11: Managing Site Security

259

LESSON 11 2.

a. In the Security – Windows Internet Explorer window, in the Address bar, click and type http://wss/sites/hr and press Enter.

Verify that the bmp file cannot be uploaded to the server.

on

b. If necessary, log in as bwheeler with !Pass1234 as the password. c. On the Home page, on the Quick Launch bar, in the Libraries section, click Interview Feedback##.

iti

d. On the Interview Feedback## page, on the Documents tab, from the Upload Document drop-down list, select the Upload Document option.

Ed

e. In the Interview Feedback##— Upload Document dialog box, in the Upload Document section, click Browse.

E

In the Choose File to Upload dialog box, navigate to the C:\084697Data\Managing Security Options folder.

AT

f.

In

IC

DU

PL

h. In the Interview Feedback##— Upload Document dialog box, click the OK button. Observe the error message that the file is blocked.

NO T

i.

DO

st

ru

ct

or

g. In the Choose File to Upload dialog box, select the Screenshot.bmp file and click Open.

j.

Click the Go back to site link.

k. Close the browser window.

260

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 11

on

Lesson 11 Follow-up

In this lesson, you set up web part security, set antivirus options, and blocked file types from being downloaded to a site to protect the content in your sites. 1.

Which file type would you block as an administrator? Why? Answers will vary but may include: .exe and .com files.

Why would you want antivirus protection specifically for your SharePoint site?

iti

2.

E AT

IC PL

DU

NO T DO

In

st

ru

ct

or

Ed

Answers will vary but may include: to protect the documents in libraries from viruses and also to prevent documents with viruses from entering the site.

Lesson 11: Managing Site Security

261

AT

DO

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DU

PL

IC

or ct ru In

st

E

Ed

iti

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NOTES

262

Microsoft® SharePoint® Foundation 2010 - Level 2

on

LESSON 12

LESSON 12

Lesson Time 55 minutes

iti

Managing Site Usage

AT

DU

DO

NO T

ct ru In

st

IC

Monitor site usage data.

or

•

PL

You will: • Set site collection quotas and locks.

E

Ed

In this lesson, you will manage site usage.

Lesson 12: Managing Site Usage

263

LESSON 12 Introduction

on

You have managed security options in Microsoft SharePoint Foundation 2010. Having enabled security options, as a site administrator, you need to monitor site usage. You need to gather information on those who access the site and their purpose in so doing, to optimize the performance of your site. In this lesson, you will manage site usage.

iti

If you allowed all users to add content and access the various resources on your site as often as they wished, you will end up with very little storage space and poor server performance. SharePoint has many administrative tools that enable you to monitor and manage individual site usage.

TOPIC A

Ed

Set Site Collection Quotas and Locks You have managed blocked file types. With several users accessing the sites, there is a need to limit the amount of space that sites use on the server and also receive notifications when users are close to the limit. In this topic, you will set site collection quotas and locks.

AT

or

IC

Storage Quotas

DU

ru

PL

Definition: Storage quota is the space allocated for data storage on a virtual server. Storage quota enables you to specify the maximum amount of storage space and also generates a warning when the assigned storage is reached. An email is sent to the site administrator whenever a site collection reaches the storage level.

ct

Storage Quotas

E

At times, you may feel that your house looks clumsy, because everyone in your house has accumulated many things in a limited space. Similiary, no server has an unlimited space; with more users accessing the site, you will need to conserve the space available. By setting a collection quota, you can efficiently manage storage space used by site collections.

NO T

DO

In

st

Example: A small ISP with only a few hundred customer sites was running out of space on the data server. A new server was ordered, but there were concerns that space on the existing server would not be sufficient until the new server arrived. To keep the server and the sites available to customers during this time, the ISP implemented site quotas with a maximum of 750 MB for each site and a warning level of 700 MB. An email was automatically generated to the site administrator when the storage limit reached the 700 MB warning level.

264

Microsoft® SharePoint® Foundation 2010 - Level 2

iti

on

LESSON 12

Figure 12-1: Storage space allocation.

Storage Space Allocation

Ed

User Quota User quota is the maximum number of invited users per site collection. In the Active Directory’s account creation mode that uses the Active Directory of Windows server to manage users, you can limit the number of invited users for a single site collection.

DU

PL

IC

AT

E

Storage Space Allocation

NO T

ru

ct

or

Storage space allocation is the allocated space on the server for a site collection. It is based on the set storage quota. Once a site collection reaches the set storage limit, a user cannot further add content to the site. Additional storage space can be allocated only by a site administrator.

Figure 12-2: Storage space allocated for a site collection.

DO

In

st

Storage Limit Values A SharePoint site administrator can assign a storage limit in MB for a site collection. An email can be sent to a site administrator when a storage level for a site collection reaches a specified limit.

Lesson 12: Managing Site Usage

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LESSON 12 Quota Templates Definition: A quota template is a template that defines the maximum amount of storage space allowed for a site collection. A quota template may also specify a warning level of storage space. Quota templates can be implemented at the virtual server for all site collections or on a specific site collection. You can create a quota template that meets your requirements.

on

Quota Templates

AT

NO T

DU

PL

IC

or ct ru

E

Ed

iti

Example: An international manufacturing company implemented SharePoint Foundation to organize all new projects for each research team. They had hundreds of projects and only two servers to handle data load. To ensure that each project had space available on a server, the company implemented a quota template on each virtual server. The quota template limited each site created to a maximum of 250 MB with a warning level of 200 MB. One particular project required additional space and the administrator created a site collection quota template of 700 MB specifically for the site collection hosting that project.

Figure 12-3: Quota templates.

st

Site Locks

In 266

DO

A site lock is used to prevent additional content from being added to a site or to block users from accessing a site. The Site Lock Information section on the Site Collection Quotas and Locks page enables you to choose the desired option for specifying the lock status. The following table describes the various types of lock status.

Lock Status

Enables You To

Not locked

Unlock a site collection.

Adding content prevented

Prevent new content from being added to a site collection.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 12 Enables You To

Read-only (blocks additions, updates, and deletions)

Prevent addition, update, and deletion of content for a site collection.

No access

Block all access to a site collection.

on

Lock Status

How to Set Site Collection Quotas and Locks Procedure Reference: Set Site Collection Quotas and Locks

iti

To set site collection quotas and locks:

In the browser window, type http://wss:portnumber to navigate to the Central Administration site.

2.

On the Application Management page, in the Site Collections section, click the Configure quotas and locks link.

3.

Change the site collection. a. On the Site Collection Quotas and Locks page, in the Site Collection section, from the Site Collection drop-down list, select Change Site Collection. Specify the desired URL.

In the Select Site Collection -- Webpage Dialog dialog box, in the URL Search text box, type the desired URL.

•

Or, in the Select Site Collection -- Webpage Dialog dialog box, in the URL section, click the desired URL link.

AT

IC

5.

Alter the state of the site lock. • Select Not locked to provide access to the site.

PL

In the Select Site Collection– Webpage Dialog dialog box, click OK.

ct

4.

Select Adding content prevented to prevent content addition to the site.

•

Select Read-only (blocks additions, updates, and deletions) to prevent addition, update, and deletion of site content.

•

Select No access to prevent access to the site.

If desired, in the Site Quota Information section, set individual quota values for the site collection. From the Current quota template drop-down list, select Individual Quota.

b.

Check the Limit site storage to a maximum of check box.

c.

In the text box, type a maximum value in megabytes.

In

DO

a.

st

•

NO T

Set the quota template.

DU

•

ru

6.

E

•

or

b.

Ed

1.

If you set a maximum value that is less than the value listed next to Current Storage Used, the site will be locked automatically.

d.

Check the Send warning e-mail when site storage reaches check box.

e.

In the text box, type a value in megabytes.

Lesson 12: Managing Site Usage

267

LESSON 12 •

7.

Or, from the Current quota template drop-down list, select the desired quota template. The maximum and warning values are automatically filled in as specified in the template.

On the Site Collection Quotas and Locks page, click OK.

on

Procedure Reference: Set a Quota Template from the Quota Templates Page To set a quota template from the Quota Templates page:

In the browser window, navigate to the Central Administration site.

2.

On the Application Management tab, in the Site Collections section, click the Specify quota templates link.

3.

On the Quota Templates page, in the Template Name section, select the desired option. • Select the Create a new quota template option to create a quota template. Select the Edit an existing template option and, from the Template to modify drop-down list, select the desired template to edit an existing quota template.

Ed

•

iti

1.

In the New template name text box, type the desired template name.

5.

In the Storage Limit Values section, set quota values for the site.

6.

On the Quota Templates page, click OK.

IC

or

AT

ACTIVITY 12-1

E

4.

Revised Master.master

PL

•

DU

Data Files:

ct

Setting a Manual Lock on a Site Collection

NO T

ru

Before You Begin: 1. Give the GLOBAL\Administrator user, Full Control rights for the corcom## site collection. 3.

In the Address bar of the browser, type http://wss:[port number] and press Enter.

DO

Log in to Windows as GLOBAL\Administrator with !Pass1234 as the password.

st

2.

In

Scenario: Space on the database server is close to being full. Until the time that a large hard disk is added, you need to make sure that no additional content is stored on the corcom## site collection. But, you want administrators to be able to view information that is already posted to the sites. There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

268

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LESSON 12 What You Do

How You Do It

1.

a. On the Central Administration site, click the Application Management link.

Enable a manual lock to prevent content additions to the corcom## site collection.

on

b. On the Application Management page, in the Site Collections section, click the Configure quotas and locks link.

iti

c. On the Site Collection Quotas and Locks page, in the Site Collection section, from the Site Collection drop-down list, select Change Site Collection.

Ed

d. In the Select Site Collection -- Webpage Dialog dialog box, in the URL section, click the /sites/corcom## link.

e. On the Site Collection Quotas and Locks page, in the Site Lock Information section, under Lock status for this site, select Adding content prevented.

IC

AT

E

In the Additional lock information text area, type Adding new content is temporarily suspended. Please contact the site administrator.

or

f.

PL

DU

NO T DO

In

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g. Scroll down and, on the Site Collection Quotas and Locks page, click OK.

Lesson 12: Managing Site Usage

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LESSON 12 2.

Test the manual lock.

a. Open a new browser window and, in the Address bar, type http://wss/sites/ corcom## to navigate to the corcom## site collection.

on

b. Log in as user## with !Pass1234 as the password. c. Display the Master Page Gallery page.

iti

d. On the Master Page Gallery page, on the Documents tab, in the New group, choose Upload Document→Upload Document.

Ed

e. On the Master Page Gallery— Upload Master Page page, in the Upload Document section, click Browse. f.

In the Choose File to Upload dialog box, navigate to the C:\084697Data\Managing Site Usage folder.

or

AT

E

g. In the Choose File to Upload dialog box, select Revised Master.master and click Open.

DO

NO T

DU

PL

Observe the error message indicating that additions to this site have been blocked.

j.

Click the Go back to site link.

In

st

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i.

IC

h. On the Master Page Gallery— Upload Master Page page, click OK.

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LESSON 12

ACTIVITY 12-2

on

Unlocking a Manual Lock and Setting Site Collection Quota Data Files: •

Revised Master.master

2.

iti

Before You Begin: 1. Access the Central Administration page.

Sign in as GLOBAL\Administrator with !Pass1234 as the password.

Ed

Scenario: The IT department has increased the database storage capacity for your Microsoft SharePoint Foundation corcom## site collection. Users can begin adding content to the corcom## site again. You don’t want to constantly watch the site again for space issues. The maximum storage allowed on the server is 1000 MB, and you want to set notification if the storage reaches 800 MB. This will enable you to perform other site usage tasks.

E

AT

IC PL

DU

NO T DO

In

st

ru

ct

or

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 12: Managing Site Usage

271

LESSON 12 What You Do

How You Do It

1.

a. On the Application Management page, in the Site Collections section, click the Specify quota templates link.

on

Create a quota template for setting a storage limit.

b. On the Quota Templates page, in the Template Name section, verify that the Create a new quota template option is selected.

iti

c. In the Template Name section, in the New template name text box, type Storage limit for a site collection##

Ed

d. In the Storage Limit Values section, check the Limit site storage to a maximum of check box and, in the text box below it, type 1000

a. On the Application Management page, in the Site Collections section, click the Configure quotas and locks link.

AT

Manually unlock the corcom## site collection and assign a quota template to it.

In 272

IC

DU

PL

b. On the Site Collection Quotas and Locks page, in the Site Collection section, verify that the corcom## site collection is selected.

NO T

c. In the Site Lock Information section, from the Lock status for this site option, select Not locked. d. If necessary, scroll down.

DO

st

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or

2.

E

e. Check the Send warning E-mail when Site Collection storage reaches check box and, in the text box below it, type 800, scroll down, and click OK.

e. In the Site Quota Information section, from the Current quota template dropdown list, select Storage limit for a site collection##.

f.

On the Site Collection Quotas and Locks page, scroll down and click OK.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 12 3.

a. Navigate to the corcom## site collection.

Test the manual lock.

b. Sign in as GLOBAL\user## with !Pass1234 as the password.

on

c. Display the Site Settings page.

d. Display the Master Page Gallery page.

On the Master Page Gallery— Upload Master Page page, in the Upload Document section, click Browse.

Ed

f.

iti

e. On the Master Page Gallery page, on the Documents tab, in the New group, choose Upload Document→Upload Document.

g. If necessary, in the Choose File to Upload dialog box, navigate to the C:\084697Data\Managing Site Usage folder.

In the Master Page Gallery— Revised Master.master dialog box, observe the message that the document was uploaded successfully and click Save.

l.

PL

DU

NO T

k. Observe that the Revised Master.master master page has been added to the Master Page Gallery page. Close the browser window.

DO

ru

E

j.

IC

On the Master Page Gallery— Upload Master Page page, click OK.

ct

i.

In

st

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or

h. In the Choose File to Upload dialog box, select Revised Master.master and click Open.

Lesson 12: Managing Site Usage

273

LESSON 12

TOPIC B

on

Monitor Site Usage You have set the site collection quotas and locks for a site collection to restrict the amount of data being loaded into a site. As a site administrator, you may want to gather information on site usage such as number of people accessing various sites and site collections, of users who often access a site, and performance of sites in terms of bringing information quickly to users. Such monitoring would help you to optimize the site’s performance. In this topic, you will monitor usage data of your site.

Ed

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A Microsoft SharePoint Foundation 2010 site will have many users who may add or modify individual items within a site. If the usage of sites is not monitored, it may lead to several problems that can pose danger to information on sites and even the server. In addition, a site administrator should monitor sites for performance to enable users to quickly retrieve.

The Usage Reports - Summary Page

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The Usage Reports – Summary page contains three sections to display usage summary information. The Storage section displays the amount of disk space used by site content; the Users section displays the number of users with access to the site collection; and the Activity section displays information about how often a site is visited.

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The Usage Reports – Summary Page

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Figure 12-4: Contents of Usage — Reports Summary page.

Storage Space Allocation Options SharePoint Foundation 2010 provides various options to manage the storage space for a site collection. The Storage Space Allocation page enables a site administrator to view the space occupied by individual lists, documents, and libraries in a site collection. The Storage Space Allocation page can also be used to delete individual items. The storage quota has to be set to enable the Storage space allocation option for a site collection.

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LESSON 12 The Usage Reports Page

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SharePoint Foundation enables you to monitor site usage data for individual sites. There are various types of site usage reports that can be used to retrieve site usage data. The following table describes the various report types for monitoring site usage.

Used to Display

Number of Page Views

Information on the number of page views per day. A page view is recorded whenever a user visit generates a server page request.

Number of Unique Visitors

Information on users who are accessing the site, how often they access the site, and the date of their most recent access.

Number of Referees

The number of external URLs using which users navigated to the SharePoint site. External URLs are the URLs which do not pertain to the SharePoint server.

Top Pages

Information on pages that are being accessed most often, the total number of hits for a particular page, and the percentage of the site’s usage in the total usage.

Top Visitors

Information on visitors who access the site often, the total number of hits for a particular page, and the percentage of the site’s usage in the total usage.

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Report Type

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Information on external web pages that often add traffic to the site.

Top Referrers

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Information on the most commonly used Internet browser types to access the site.

Top Browsers

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Log Files

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Whenever a browser requests a page on the server, it is called a server page request.

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Every time a user retrieves a file from a site, the server keeps a record of it. The server stores this information in text files, with a .txt or .log extension, called log files, these text files contain information on those pages that were requested, times at which these requests were made, and the people who requested them. When errors, such as low memory, or failed attempts to access a site, occur, they are recorded in event logs. By periodically viewing event logs, the site administrator can determine the causes of errors that occurred and also anticipate such errors as a hard drive that is about to crash.

Usage Data Collection Settings The usage data analysis feature in SharePoint Foundation enables you to specify settings that help gather usage data for sites on the server and store the collected data in log files. The Usage data collection settings section on the Configure usage and health data collection page enables you to specify the log file location, and the maximum log file size to ensure that sufficient disk space is available. Lesson 12: Managing Site Usage

Usage Data Collection Settings

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Figure 12-5: The Usage data collection settings section.

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To activate the Usage data collection settings section on the Configure usage and health data collection page, a site administrator has to enable usage data collection in the Usage data collection section of the same page.

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Site Usage Site usage indicates whether the site is optimally utilized by users and refers to the amount of disk space that is used by lists and libraries. You can also generate usage data reports with regard to the number of users accessing sites.

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Log File Default Location By default, log files are stored in C:\Program Files\Common Files\Microsoft Shared\ Web Server Extensions\12\Logs.

The View Health Reports Link

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The View health reports link in the Monitoring section enables you to view various reports that indicate the health of your farm. The health of the SharePoint server farm is related to the time it takes a page to load or the number of users accessing the site. You can generate reports on a specific farm or a web application for a given time period such as the last day, last week, or last month. You can also specify the number of pages or users that you want to display on the report.

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The View Health Reports Link

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LESSON 12

Figure 12-6: A typical health report.

To generate health reports, a site administrator has to enable usage data collection in the Configure usage and health data collection page.

Enables You To

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Report Type

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A health report gives a list of SharePoint sites that are slow or a list of users who often access a specific web application. Depending on the purpose, health reports are classified into two, namely, Slowest Pages and Top Active Users.

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View a list of users who accessed the page, the number of requests placed by a user, the last access time of a user, and the percentage of successful requests for every user.

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Top Active Users

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View a list of the slowest pages in the chosen server or web application. The report provides information on the time duration that a page takes to load, the number of database queries that a page handled, and the number of requests on the page.

Slowest Pages

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When a user requests information from a database, it is called a database query.

How to Monitor Site Usage

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Procedure Reference: Enable Usage Data Collection To process usage analysis on your Windows SharePoint Services server: 1.

Navigate to the Central Administration site.

2.

On the Central Administration page, click the Monitoring link.

Lesson 12: Managing Site Usage

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LESSON 12 On the Monitoring page, in the Reporting section, click the Configure usage and health data collection link.

4.

On the Configure usage and health data collection page, in the Usage data collection section, check the Enable usage data collection check box.

5.

If necessary, in the Usage data collection settings section, in the Log file location text box, edit the storage location for log files.

on

3.

If you specify a different location to store log files, you must grant the STS_WPG user group Read, Write, and Update permissions to the folder.

If desired, in the Maximum log file size text box, change the maximum size of log files.

7.

On the Configure usage and health data collection page, click OK.

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6.

Procedure Reference: Monitor Site Usage Data

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To monitor site usage data for a site collection:

In the browser window, access the site for which you want to view site usage data. On the Site Settings page, in the Site Administration section, click the Site web analytics reports link.

2.

On the Usage Reports page, from the left pane, click a desired report and then click OK.

3.

On the Site Settings page, in the Site Collection Administration section, click the Storage space allocation link to monitor the storage space allocation for every list and library in the site collection.

4.

In the Site Collection Administration section, click the Site collection web analytics reports link to monitor usage summary for the site collection.

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To view the site usage report, usage data collection processing must be enabled and log files be generated as per the specified start and end times. The user should have access rights to the folder on the server that contains the log files. To view storage space allocation for a site collection, a quota template has to be set for it.

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LESSON 12

ACTIVITY 12-3 Monitoring Site Usage

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Before You Begin: Access the Central Administration site.

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Scenario: As the Corcom## site collection administrator, you would like to monitor site utilization. A few members of the Corporate Communications team have also informed you that certain pages in the Corcom## site collection take too long to load. You need to gather information on slow pages in the site collection.

Ed

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

1.

a. On the Central Administration page, on the Quick Launch bar, click the Monitoring link.

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Configure your Microsoft SharePoint Foundation server to record usage data.

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How You Do It

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What You Do

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b. On the Monitoring page, in the Reporting section, click the Configure usage and health data collection link.

In Lesson 12: Managing Site Usage

DU

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d. Scroll down and, on the Configure usage and health data collection page, click OK. a. If necessary, log in to Windows as GLOBAL\administrator with !Pass1234 as the password.

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Access the Site Settings page for the Corcom## site collection.

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c. On the Configure usage and health data collection page, in the Usage Data Collection section, verify that Enable usage data collection is checked.

b. In the browser window, navigate to the Corcom## site collection. c. On the Home page of the Corcom## site, choose Site Actions→Site Settings.

279

LESSON 12 3.

a. On the Site Settings page, in the Site Actions section, click the Site Collection Web Analytics reports link.

View the usage report for the Corcom## site collection.

4.

View the health report on slow pages of Corcom## site collection.

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b. On the Usage Reports— Summary page, view the report on the usage of the Corcom## site collection and scroll down and click OK. a. Navigate to the Central Administration site.

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b. On the Central Administration site, click the Monitoring link.

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c. On the Monitoring page, in the Reporting section, click the View health reports link.

d. On the Slowest pages page, from the Range drop-dowm list, select Last week and click GO.

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Navigate to the Central Administration site.

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e. Scroll down and observe the list of slow pages in the web application http://wss/.

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Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 12 Lesson 12 Follow-up 1.

Which type of usage data do you monitor in your SharePoint sites? Why?

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In this lesson, you managed site usage by setting site collection quotas and locks and viewed site usage information. This will result in better utilization of server space and optimize server performance. Answers will vary but may include: usage data about storage space used by lists and libraries within a SharePoint site and the usage report on the entire site collection. 2.

What type of lock do you set on your SharePoint Services site collections? Why?

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Answers will vary but may include: the Read-only and No access locks. The Read-only lock ensures that users cannot edit content of a site and the No access lock ensures that users cannot access confidential sites.

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LESSON 13

LESSON 13

Lesson Time 1 hour(s)

Perform a site collection backup.

•

Restore a backup.

•

Perform a farm backup.

•

Restore a farm backup.

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•

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Recover lost information using Recycle Bin settings.

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You will:

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In this lesson, you will perform site maintenance.

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Managing Site Maintenance

Lesson 13: Managing Site Maintenance

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LESSON 13 Introduction You have taken appropriate steps to manage site usage and now you need to secure data that each site contains. In this lesson, you will perform site maintenance.

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As a site grows, it is crucial that site data is secure and be made available in the event of a disaster. Microsoft SharePoint Foundation 2010 provides several options for backing up and recovering critical information to limit down time on your sites.

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TOPIC A

Recover Lost Information

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Most of your users have access to delete information on a site. As the site administrator, you may be asked to restore a file that one of your users has deleted accidentally. In this topic, you will recover lost information.

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The second stage Recycle Bin enables a site collection administrator to restore items that have been deleted by a user. The items deleted by a user from the first stage Recycle Bin are moved to the site collection (second stage) Recycle Bin. The Recycle Bin page enables you to configure Recycle Bin settings. By default, the items that are not restored within thirty days will be automatically deleted. The site collection administrator can empty the Recycle Bin using the Empty Recycle Bin option and also view all Recycle Bins in the site collection.

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The Second Stage Recycle Bin

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The Second Stage Recycle Bin

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With the volume of data being added to and deleted from a site on a daily basis, it is very likely that you will get requests to restore an important document, a few list items, or even an entire library folder. With the Microsoft SharePoint Foundation 2010 environment, you can recover one or more of these files to their original location, even if a user has completely deleted them from the site.

DO

Figure 13-1: The working of the Recycle Bin.

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Second Stage Recycle Bin Settings The second stage Recycle Bin is enabled by default. Deleted items are scheduled to be removed from the second stage Recycle Bin after 30 days. The Recycle Bin quota is set to fifty percent of the site collection quota.

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LESSON 13 How to Recover Lost Information Procedure Reference: Recover or Delete Items in the Second Stage Recycle Bin To recover or delete items from the second stage recycle bin: Navigate to the desired site collection.

2.

On the Site Settings page, in the Site Collection Administration section, click the Recycle bin link.

3.

On the Recycle Bin page, in the Select a View section, click the Deleted from end user Recycle bin link.

4.

Restore desired items.

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a.

On the Recycle Bin page, check the desired check boxes before the Type column and click the Restore Selection link.

b.

In the Message from webpage message box, click OK.

Delete desired items.

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On the Recycle Bin page, check the desired check boxes before the Type column and click the Delete Selection link to delete the checked items.

b.

In the Message from webpage message box, click OK.

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ACTIVITY 13-1

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Recovering Lost Information

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Begin You Begin: Log in to Windows as GLOBAL\rbaker with !Pass1234 as the password and navigate to the HR site collection.

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Scenario: As the HR site collection administrator, you periodically delete items from the second stage Recycle Bin as part of routine site maintenance tasks. But, there is a request from a functional head to restore a document library that has been deleted accidently by a user.

DO

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 13: Managing Site Maintenance

285

LESSON 13 What You Do

How You Do It

1.

a. On the HR site collection, in the Quick Launch bar, in the Libraries section, click the Status Report## link.

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As a SharePoint site user, delete items from the HR site collection.

b. On the Library tab, in the Settings group, click Library Settings.

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c. On the Form Library Settings page, in the Permissions and Management section, click the Delete this form library link. d. In the Message from webpage message box, click OK.

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e. From the Site Settings page, access the Master Page Gallery page.

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Place the mouse pointer over the Default.master item and, from the dropdown list, select Delete and, on the Message from webpage message box, click OK.

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g. On the Quick Launch bar, click the Recycle Bin link.

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Click the Delete Selection link.

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In the Message from webpage message box, click OK.

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As the site administrator, access the Recycle Bin page.

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h. On the Recycle Bin page, check the check boxes to the left of the default.master and Status Report01 items.

a. Log in to WSS as GLOBAL\administrator with !Pass1234 as the password. b. Navigate to the HR site collection’s Home page.

c. Navigate to the Site Settings page. d. Scroll down and in the Site Collection Administration section, click the Recycle bin link.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13 3.

Delete the Default.master item and restore the Status Report## item.

a. On the Recycle Bin page, in the Select a View section, click the Deleted from end user Recycle Bin link.

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b. On the Recycle Bin page, check the check box for the Status Report## item and click the Restore Selection link. c. In the Message from webpage message box, click OK.

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d. On the Recycle Bin page, check the check box for the default.master item and click the Delete Selection link.

4.

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e. In the Message from webpage message box, click OK. Ensure that the Status Report## library is restored.

a. Navigate to the Home page of the HR site collection.

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b. In the Quick Launch bar, click the All Site Content link.

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c. Observe that Status Report## has been restored.

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d. Navigate to the HR site collection’s Home page.

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LESSON 13

TOPIC B

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Perform a Granular Backup You have recovered lost information using Recycle Bin settings. New sites and data have been added to your site collection on a regular basis and now you need to ensure the availability of each site and its content. In this topic, you will perform a backup of a site collection.

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A Microsoft SharePoint Foundation 2010 site collection is a storehouse of information. In case of a hardware failure or when other emergency situations arise, the structure and contents of a site collection could be damaged or completely lost. However, when you take appropriate steps to secure your site collection by periodically backing up site information, you will be able to recover from a disaster quickly, and ensure continuous flow of data to users.

Ed

Backup

Backup is a database operation that enables a site collection administrator to back up content within a particular web application or site to another location. Backups will help a site collection administrator to store site data in a secure remote location. With the help of backups, the site can be restored to a previous state from the remote location in the event of a hardware failure or crash.

AT

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A site administrator should consider several factors that can be implemented to make the backup and recovery process effective.

IC

Considerations for Planning Backup and Recovery

—

Determine the amount of server time that you can give for the backup and recovery process.

•

Identify the backup type that will ensure a complete recovery. Generally, a mixture of full and differential backups proves efficient.

•

Determine the hardware requirements to choose appropriate tools.

•

Decide on strategies to use for backup, taking into account the impact of backup on the environment.

•

Plan the time for backup in order to facilitate a complete recovery. Do not plan for backup when users need access to the system.

•

To manage input and output resources requirements, use a separate disk for backup. Avoid making backup directly on the server.

•

Minimize latency between the server and the backup location. Latency is the time taken for data to move from one location to another.

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Based on your business requirements, determine which web application, site collection, site, or list you want to protect.

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Determine the amount of data that you can afford to lose in case of failure.

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Guidelines: • Identify business requirements.

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Considerations for Planning Backup and Recovery

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13

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Example: The marketing manager of OGC has asked you to make a backup of the marketing site collection so that they don’t have to lose any customer data that is updated in the site collection. As a farm administrator, you feel that the requirement of data is very high and you cannot afford to lose customer data and also you have only ten hours in the night for the backup process. Based on the business requirements, you decided to back up the entire marketing site collection.

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Figure 13-2: A Site collection backup page.

Considerations for Business Continuity Management

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While backing up a web application, you decide to use full backup for the first time and then use differential backup for the next instances so that your resources are utilized effectively. You also decided to schedule backups on weekends so that the users are not affected.

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Recycle Bin

Lesson 13: Managing Site Maintenance

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Description

You can enable versioning to restore a list or library item to its previous version to recover from data losses.

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Versioning

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Consideration

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There are various considerations for business continuity management that can help a site administer in maintaining SharePoint sites efficiently.

The first-stage Recycle Bin enables a user to recover files he has accidentally deleted. The items that are deleted from the first-stage Recycle Bin are moved to the second stage Recycle Bin. The second stage Recycle Bin enables a site collection administrator to restore items deleted by a user.

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LESSON 13 Description

Backup and Recovery

The Central Administration site has options that will enable a site collection administrator to back up and restore SharePoint components such as the farm, web application, or site collection. Windows PowerShell cmdlets can also be used to perform backups and recover the SharePoint component from a backup location.

Availability

SharePoint Foundation does not provide for availability by default. But, an administrator can use other fault tolerant features built into the operating system and also plan for redundancy of server roles and servers within a farm to ensure availability.

Disaster recovery

You can ensure disaster recovery by storing backups in a secure remote location, creating server images in the remote location, and planning for multiple data centers to manage data within the server.

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Consideration

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Granular Backup

ct

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Service Level Agreements Many companies have service level agreements with their information technology service provider in order to plan for business continuity management. The service level agreements may contain factors such as whether versioning must be implemented, the amount of storage that needs to be allocated to Recycle Bins, and the system to follow for recovering deleted data. It may also include specifications for backup and recovery procedures that need to be followed, and plans for availability and disaster recovery.

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A granular backup allows you to make a backup of even small portions of a farm instead of the entire farm. This helps you to make a backup of only a specific portion and also save time. Using granular backup, you can make a backup of a site collection, a specific site, or even a list in contrast to farm backup which allows you to make a backup of the entire web application.

The Export a Site or List Link

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The Export a site or list link in the Granular Backup section on the Backup and Restore page of Central Administration enables you to export the contents of a site or a list. The Site or List Export page consists of four sections.

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The Export a Site or List Link

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These are described in the table.

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Section

Enables You To

Site Collection

Specify a site collection, site, or list that has to be exported.

File location

Specify the destination to export a site collection, site, or list.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13 Enables You To

Export Full Security

Export a site collection with complete security features including the author, editors, and created by and modified by times.

Export Versions

Specify whether to export all versions, the last major version, the current version, or the last major and minor versions of files or list items.

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Figure 13-3: Contents of the Site or List Export page.

The Granular Backup Job Status Page

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Section

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The Granular Backup Job Status Page

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The Granular Backup Job Status page enables you to view the status of the site collection backup and export operation. The Site Collection Backup section allows you to access the status of current and previous site collection backup jobs. The Content Export section allows you to view the status of current and previous export operation jobs.

Lesson 13: Managing Site Maintenance

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LESSON 13

Figure 13-4: Contents of Granular Backup Job Status page.

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Site Collection Backup

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The Site collection backup page allows you to make a backup of a site collection. While the Site Collection section allows you to specify the site collection which is to be backed up, the File location section enables you to specify the location for storing backup files.

PL

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How to Perform a Granular Backup To perform a site collection backup:

On the Central Administration page, in the Quick Launch bar, click the Backup and Restore link. On the Backup and Restore page, in the Granular Backup section, click the Perform a site collection backup link.

3.

On the Site collection backup page, in the Site Collection section, choose the desired site collection to back up.

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Procedure Reference: Perform a Site Collection Backup

4.

In the File location section, in the Filename text box, type the destination in which you want to store the backup of the site collection.

5.

If necessary, check the Overwrite existing file check box to overwrite the existing backup file.

6.

Click Start Backup.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13 Procedure Reference: Export a Site or List To export a site or list: On the Central Administration page, in the Quick Launch bar, click the Backup and Restore link.

2.

On the Backup and Restore page, in the Granular Backup section, click the Export a site or list link.

3.

On the Site Or List Export page, in the Site Collection section, choose a desired site collection, site, or list.

4.

In the File location section, specify the destination to export the site collection, site, or list.

5.

If necessary, check the Overwrite existing files check box to overwrite the existing backup file.

6.

In the Export Full Security section, check the Export full security check box to export a site or list with complete security details including authors and editors.

7.

In the Export Versions section, choose the desired version to export version history information.

8.

In the Site Or List Export page, click Start Export to export the site or list.

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ACTIVITY 13-2

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Performing a Granular Backup

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Before You Begin: Log in to the Central Administration site as the GLOBAL\Administrator user with !Pass1234 as the password.

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Scenario: You are managing the site collections of the Our Global Company site. There have been instances of hardware failure. You decide to back up the HR site collection for critical information within the site that can be recovered later.

DO

In

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There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 13: Managing Site Maintenance

293

LESSON 13 What You Do

How You Do It

1.

a. On the Central Administration page, on the Quick Launch bar, click the Backup and Restore link.

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Create a backup of the HR site collection.

b. On the Backup and Restore page, in the Granular Backup section, click the Perform a site collection backup link to perform a site collection backup.

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c. On the Site collection backup page, in the Site Collection section, from the Site Collection drop-down menu, choose Change Site Collection.

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d. In the Select Site Collection - - Webpage Dialog dialog box, in the URL section, click the /sites/hr link to choose the HR site collection and click OK.

Click Start Backup.

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f.

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e. In the File location section, in the Filename text box, type \\wss\backup\ hr##.bak to enter the backup location.

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h. In the Site Collection Backup section, observe that the Status has changed to Succeeded indicating that the site collection backup was successful.

Navigate to the Backup and Restore page.

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g. On the Granular Backup Job Status page, click the Refresh link.

294

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13 2.

a. On the Backup and Restore page, in the Granular Backup section, click the Export a site or list link.

Create a backup of the Benefits and Compensation site.

on

b. On the Site Or List Export page, in the Site Collection section, click the dropdown arrow next to Site and choose Change Site.

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c. In the Select Site - - Webpage Dialog dialog box, in the URL section, click the /sites/hr/bc link to select the bc site for backup and click OK.

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d. In the File location section, in the Filename text box, type \\wss\backup\ bc##.cmp to specify the destination to export the site to.

AT

In the Site or List Export page, scroll down and click Start Export to export the site.

or

f.

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e. In the Export Full Security section, check the Export full security check box to export the site with complete security details including authors and editors.

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g. On the Granular Backup Job Status page, click the Refresh link.

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Navigate to the Backup and Restore page.

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h. In the Content Export section, observe that the Status has changed to Succeeded indicating that the site backup was successful.

Lesson 13: Managing Site Maintenance

295

LESSON 13

TOPIC C

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Restore a Granular Backup You have backed up a site collection. After you have performed a backup, you may need to access the backup data in order to recover from failures. In this topic, you will restore a granular backup.

iti

In the event of a server failure, each site collection must be restored to its most current state as quickly as possible. Otherwise, it would take a tremendous effort by the site administrator to re-create each site manually, and repopulating all the lost data would be almost impossible. Microsoft SharePoint Foundation 2010 provides various command line options to recover data from a backup that can be used to restore sites to a stable state.

Ed

The Command Line Interface

AT

or

Code

E

The command line interface is a program that enables a user to interact with the operating system or specific applications. The user enters commands in the command line interface to perform specific operations. After the user enters the command in the command line interface, the operating system or application processes and executes the command. Windows PowerShell is the command line interface that can be used to enter commands to interact with the Microsoft SharePoint Foundation application.

IC

PL

Windows PowerShell

DU

ct

Computer code is a group of statements in a human readable computer language. It is used by developers to specify the tasks to be performed by a computer. Some of the common computer languages used to write code are C, C++, and Java. Each of these languages are governed by a syntax. The syntax is a set of rules that are used by the software program to convert the code entered by the user into a machine-readable format.

NO T

ru

Windows PowerShell is the command line interface provided by Microsoft to enable a SharePoint administrator to execute scripts to perform SharePoint administration tasks. Windows PowerShell utilizes the .NET common language runtime (CLR) and the .NET Framework developed by Microsoft.

st

Basic PowerShell Commands

PowerShell Command

Description

Get-Command-noun sp*

Displays the list of cmdlets available in PowerShell.

Get-Help

Displays help for the cmdlet entered.

In 296

DO

There are various PowerShell commands that enable a SharePoint administrator to administer the SharePoint Foundation application.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13 Description

Restore-SPsite -Identity -Path " -Force

Restores a backed up site and takes the site’s URL and path as its arguments.

How to Restore a Granular Backup Procedure Reference: Restore a Site Collection Using PowerShell To restore a site collection using PowerShell:

on

PowerShell Command

Log in to Windows Server 2008 hosting the SharePoint Foundation 2010 application.

2.

Open the PowerShell application.

3.

At the command prompt, to restore the site, type

Ed

iti

1.

Restore -SPSite -Identity -Path " -Force and press Enter.

AT

or

Restoring a Granular Backup

E

INSTRUCTOR ACTIVITY 13-3

IC

PL

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Scenario: You are a site administrator with Our Global Company. The HR site collection has crashed due to a hardware failure. You need to perform a restore operation using the tools of SharePoint Foundation 2010.

In Lesson 13: Managing Site Maintenance

DU

NO T

Log in to Windows Server 2008 hosting the SharePoint Foundation 2010 server. Launch the PowerShell application.

st

1.

How You Do It

a. Log in to Windows Server 2008 hosting the SharePoint Foundation 2010 server with the user name WSS\Administrator and password !Pass1234

DO

What You Do

ru

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

b. From the Start menu, choose Administrative Tools→Windows PowerShell Modules to launch the PowerShell application.

This activity needs to be performed on Windows Server 2008 hosting the SharePoint Foundation 2010 application and will be performed by the instructor.

297

LESSON 13 Restore the HR site.

a. At the command prompt, enter Restore-SPSite -Identity http://wss/sites/hr -Path "C:\Backup\hr.bak" -Force to restore the HR site collection. b. Enter y

on

2.

c. Observe that the command executed successfully restoring the HR site collection.

iti

d. Close the PowerShell window.

e. Launch Internet Explorer and navigate to the HR site collection. Observe that the HR site collection has been successfully restored.

Ed

f.

AT PL

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Perform a Farm Backup

IC

or

TOPIC D

E

g. Close the browser window.

DU

You have restored a site collection backup. Now, you may have to perform a backup of the entire farm. In this topic, you will perform a farm backup.

st

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Farm Backup

DO

ru

In the event of a server failure, each web application must be backed up to its most current state, as quickly as possible. It would take tremendous effort if the administrator had to make a backup of every site collection when the web application has a huge number of site collections. Microsoft SharePoint Foundation 2010 provides various options to back up an entire web application.

In

Microsoft SharePoint Foundation 2010 offers two backup systems, namely, Farm Backup and Granular Backup. You can create a backup of a web application using the Perform a Backup option in the Farm Backup and Restore section on the Backup and Restore page. The Perform a Backup page allows you to choose a web application for backup. You can also select the specific component of a web application such as the SharePoint Foundation Search or Shared Services for backup.

298

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13 Backup Types

on

Microsoft SharePoint Foundation provides two types of backups for backing up content. The following table describes the different backup types.

Used To

Full

Back up all selected content within the web application or site with history.

Differential

Back up all changes made after the last back up to the selected content.

iti

Type of Backup

Ed

The user performing the backup should have the Full Control rights over the backup folder on the SharePoint Foundation 2010 server and the folder should be shared.

E

Backup Components A site administrator can select only the necessary components that need to be backed up. The backup can be done at either the farm level, web application level, or site collection level. The site administrator can also select the content database or the search components that need to be backed up.

AT

IC

or

Running Backup Options Before performing a backup, a site administrator must ensure that the user has access rights to the backup folder on the server. Also, the Microsoft SharePoint Foundation Administration 2010 service must be running on the server before a backup is attempted.

PL

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The Default Backup and Restore Settings Page

DU

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The Default Backup and Restore Settings page of the Central Administration site allows you to specify settings for the farm backup system. The Number of Threads section allows you to specify the number of threads to use for the backup and restore process. The more the number of threads, the faster the backup process is; however, an increase in the number of threads will increase server utilization. The Backup File Location section allows you to specify the location in which each backup job is stored as a separate folder.

The Backup and Restore History Page

DO

In

st

The View backup and restore history link in the Farm Backup and Restore section on the Backup and Restore page enables a farm administrator to manage history logs that record the history of all backup and restore operations performed. The Backup and Restore History page enables you to restore data from the desired backup and also provides options to specify a backup directory location.

Lesson 13: Managing Site Maintenance

299

LESSON 13 The Backup and Restore Job Status Page

How to Perform a Farm Backup

iti

Procedure Reference: Perform a Farm Backup

on

The Check backup and restore job status link in the Farm Backup and Restore section on the Backup and Restore page enables a site administrator to view the status of a backup or a restore operation. A site administrator can also view information including details of the user who initiated the operation, the status of the job, start and finish times, and the backup method. The Backup and Restore Job Status page also displays the warning and error count in case of any errors during the backup or restore job. You can also view the progress of the backup or restore job.

To perform a farm backup:

On the Central Administration page, in the Quick Launch bar, click the Backup and Restore link.

2.

On the Backup and Restore page, in the Farm Backup and Restore section, click the Perform a backup link.

3.

On the Perform a Backup– Step 1 of 2: Select Component to Back Up page, for the desired components, check the Select check box.

4.

Click Next.

5.

If necessary, on the Perform a Backup – Step 2 of 2: Select Backup Options page, in the Backup Component section, click the Open Menu arrow and then click Change Backup Component to specify the component that needs to be backed up.

6.

In the Backup Type section, select the desired option.

E

AT

PL

IC

or

Select Differential to back up all changes made to the selected content after the last backup.

DU

•

Select Full to back up the entire content.

ct

•

Ed

1.

8.

On the Perform a Backup– Step 2 of 2: Select Backup Options page, click Start Backup.

9.

On the Backup and Restore Job Status page, the Phase status will be displayed.

NO T

In the Backup File Location section, specify the desired backup location.

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7.

DO

st

On the Backup and Restore Job Status page, in case of any errors, please take further action depending on the error messages.

Procedure Reference: View Backup and Restore Information

In

To view backup and restore information:

300

1.

On the Central Administration page, on the Quick Launch bar, click the Backup and Restore link.

2.

View backup and restore history. a. On the Backup and Restore page, in the Farm Backup section, click the View backup and restore history link.

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13 b.

View the backup and restore job status information. a.

On the Backup and Restore page, in the Farm Backup section, click the Check backup and restore job status link.

b.

On the Backup and Restore Job Status page, observe that the status of the current and recent list of past backup and recovery processes is displayed.

c.

Click the Refresh link to refresh the page.

on

3.

On the Backup and Restore History page, observe that a list of past backup and recovery processes is displayed.

iti

ACTIVITY 13-4 Before You Begin: 1. Navigate to the Central Administration page.

Ed

Performing a Backup

Login as GLOBAL\Administrator with !Pass1234 as the password.

E

The SharePoint 2010 Administration service needs to be started on the Windows 2008 server by the administrator.

AT

IC

or

Scenario: The human resource site collection administrator would like to store information in a separate location to preserve vital data such as compensation data and job applications. This will ensure that data is not lost in case of hardware failure.

PL

DU

NO T DO

In

st

ru

ct

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

Lesson 13: Managing Site Maintenance

301

LESSON 13 What You Do

How You Do It

1.

a. On the Central Administration page, in the Quick Launch bar, click the Backup and Restore link.

on

Specify the required components for which a backup needs to be created.

b. On the Backup and Restore page, in the Farm Backup and Restore section, click the Perform a backup link.

iti

c. On the Perform a Backup– Step 1 of 2: Select Component to Back Up page, check the Select check box for the Microsoft SharePoint Foundation Web Application component.

Specify the backup location and complete the backup process.

a. On the Perform a Backup– Step 2 of 2: Select Backup Options page, scroll down and in the Backup location text box, click and type \\wss\Backup

E

2.

Ed

d. Scroll down and click Next to move to the next step of the backup process.

or

PL

DU

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c. Navigate to the Central Administration home page.

DO

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b. On the Backup and Restore Job Status page, observe the Phase column status as the value changes to Completed.

In

st

IC

a. On the Backup and Restore Job Status page, click the Refresh link.

View the backup job status.

ct

3.

AT

b. Click Start Backup.

302

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13

TOPIC E

on

Restore a Farm Backup After you have performed backup of a web application, you may need to access the backup of the web application as a whole in order to restore the backup. In this topic, you will restore backup of the web application.

iti

In case of a hardware failure or when other emergency situations arise, the structure and contents of a web application could be damaged or completely lost. However, when you take appropriate steps to secure your web application by periodically backing up site information, you will be able to use various options to recover from a disaster quickly, and ensure continuous flow of data to users.

Ed

The Restore From Backup Option

AT IC

or

How to Restore a Farm Backup

PL

Procedure Reference: Restore a Backup To restore a backup:

E

The Restore from a backup link in the Farm Backup and Restore section on the Backup and Restore page of the Central Administration page enables you to restore SharePoint components from a farm backup. You can also manage history logs that enable you to record backup and restore operations. This option enables you to restore components on the same server on which the original components existed. The Restore from a backup link functions more like a rollback action that enables a farm administrator to revert to an older version of the web application in case of a failure or crash.

2.

On the Restore from Backup– Step 1 of 3: Select Backup to Restore page, in the Backup Directory Location text box, triple-click and enter the desired backup location.

3.

On the Restore from Backup– Step 1 of 3: Select Backup to Restore page, click the Select option for the desired backup and then, click Next.

4.

On the Restore from Backup– Step 2 of 3: Select Components to Restore page, check the desired components to restore and click Next. Backup components may include the web application, sites, and content within sites.

5.

On the Restore from Backup– Step 3 of 3: Select Restore Options page, in the Restore Options section, select the desired configuration. Configuration options include Same Configuration and New Configuration.

NO T

DO

ru

In

st

DU

On the Backup and Restore page, in the Farm Backup and Restore section, click the Restore from a backup link.

ct

1.

6.

Click Start Restore.

MSSQLUser Users On Windows 2003 hosting the SharePoint server, Full Control rights should be provided to the MSSQLUser user who has rights over the SQL Server database to restore a backup.

Lesson 13: Managing Site Maintenance

303

LESSON 13

INSTRUCTOR ACTIVITY 13-5 Restoring a Backup

on

Before You Begin: 1. On the WSS server, give the Full Control permission to the backup folder for the user performing the restore. On the WSS server, give the Full Control permission to the backup folder for Everyone.

3.

Log on to the Central Administration site as the GLOBAL\Administrator user with the password of !Pass1234.

iti

2.

When multiple users perform the same steps for restoring from a backup on the same server, due to multiuser conflicts, inconsistent results may occur. Therefore, this activity is performed by the instructor.

Ed

Scenario: As a site administrator, you are managing multiple site collections. Some users have modified certain pages and you want to revert to an older version of the site.

E

AT

NO T

c. On the Restore from Backup – Step 1 of 3: Select Backup to Restore page, in the Backup Directory Location text box, observe that the location is \\wss\Backup.

DO

ru

b. On the Backup and Restore page, in the Farm Backup and Restore section, click the Restore from a backup link.

In

st

a. On the Central Administration page, in the Quick Launch bar, click the Backup and Restore link.

PL

Specify the backup location for performing the restore action.

ct

1.

How You Do It

DU

What You Do

IC

or

There is a simulated version of this activity available on the CD-ROM that shipped with this course. You can run this simulation on any Windows computer to review the activity after class or as an alternative to performing the activity as a group in class. The activity simulation can be launched directly from the CD-ROM by clicking the Interactives button and navigating to the appropriate one, or from the default installed datafile location by opening the C:\Data\Interactives folder and double-clicking the appropriate executable (EXE) file.

304

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON 13 2.

a. On the Restore from Backup – Step 1 of 3: Select Backup to Restore page, click the first Select option and then click Next.

Restore the SharePoint site.

on

b. On the Restore from Backup – Step 2 of 3: Select Component to Restore page, check the Select check box for the SharePoint– 80 component, scroll down, and click Next.

iti

c. On the Restore from Backup – Step 3 of 3: Select Restore Options page, in the Restore Options section, select the Same configuration option.

Ed

d. In the Message from webpage message box, click OK. e. Scroll down and click Start Restore. f.

Click the Refresh link.

E

AT

IC PL

ct

or

g. On the Backup and Restore Job Status page, in the Phase column, observe that the progress is displayed as Completed.

Lesson 13 Follow-up

DU

NO T

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h. Close the browser window.

DO

What do you think are the Microsoft SharePoint components that will need periodical backup? Why?

In

1.

st

In this lesson, you backed up site collections and restored both the data and the structure of a site collection. When you are able to restore information quickly from a backup, you can safeguard your sites from hardware failures and other catastrophes that affect the availability of site data.

Answers will vary but may include: the web application to back up the entire farm and the site to back up only a particular site’s content.

2.

What type of backup would you prefer as part of your site maintenance tasks? Why? Answers will vary but may include: the Full type of backup to perform a backup of the entire farm and differential backup to perform a backup of only a week’s data.

Lesson 13: Managing Site Maintenance

305

FOLLOW-UP

Follow-up In this course, you administered sites and also performed site collection administration tasks to build more robust sites and extend the functionality of Microsoft SharePoint Foundation 2010. What administration tasks do you think will be the most useful to you in Microsoft SharePoint Foundation 2010? Discuss.

on

1.

Answers will vary but may include: creating SharePoint sites and performing a backup. 2.

How will you manage storage, access, and alerts based on your current and anticipated website usage?

3.

iti

Answers will vary but may include: setting site collection quotas and locks and creating quota templates. What administrative tasks do you routinely perform to manage site security?

Ed

Answers will vary but may include: assigning permissions, setting options for web part security, and configuring antivirus options.

What’s Next?

AT

DO

NO T

DU

PL

IC

or ct ru In

st

E

If you are interested in further work in designing a customized SharePoint® site collection or site, you might choose to take the courses: Microsoft® SharePoint® Designer 2010 Levels 1 and 2.

306

Microsoft® SharePoint® Foundation 2010 - Level 2

on

APPENDIX A

Accessibility Features

iti

APPENDIX A

Ed

Microsoft SharePoint Foundation 2010 sites are enabled for accessibility. A user can use various accessibility features to navigate through a SharePoint site.

More Accessibility Mode

Access site content using screen readers.

Keyboard Shortcuts

Access Microsoft SharePoint Foundation 2010 options in a site using keyboard shortcuts.

AT

Navigation

E

Enables You To

or

Accessibility Feature

Navigate to user interface elements on a page using the Tab key.

Access only heading tags and table headings on a page using screen readers.

NO T DO

In

st

DU

Configure web browser settings with respect to accessibility to a site.

ru

Web Browser

PL

Set alternative text for images on a page.

ct

Alternative text

IC

Headings

Appendix A: Accessibility Features

307

AT

DO

NO T

DU

PL

IC

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st

E

Ed

iti

on

NOTES

308

Microsoft® SharePoint® Foundation 2010 - Level 2

on

APPENDIX B

APPENDIX B

Ed

iti

Microsoft OneNote Integration with SharePoint

E

Microsoft Office OneNote 2010 is office productivity software from Microsoft that enables you to organize text, audio, and video recordings as a digital notebook on a computer. OneNote 2010 also enables team members to collaborate with each other and search for information from text, pictures, audio, and video recordings. A team will be able to work with such information in shared notebooks.

Modify the notebook’s permission levels.

•

Track a notebook’s version history.

•

Set alerts for the notebook.

AT

•

IC

Update a notebook’s data.

ct

•

PL

or

Microsoft SharePoint Foundation 2010 has features that will enable Microsoft OneNote users to share their notebooks with other SharePoint users. A SharePoint Foundation 2010 user can:

DU

NO T DO

In

st

ru

An OneNote user can create a shared notebook in SharePoint. OneNote also enables you to place an offline copy of notes on each user’s computer to enable the user to work offline. Changes are synchronized when users go back online.

Appendix B: Microsoft OneNote Integration with SharePoint

309

AT

DO

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DU

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Ed

iti

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NOTES

310

Microsoft® SharePoint® Foundation 2010 - Level 2

on

APPENDIX C

Permission Categories

iti

APPENDIX C

Full Control

Design

Manage Lists

√

√

Override Check Out

√

Add Items

√

Edit Items

√

Delete Items

√

View Items

√

Approve Items

√

Open Items

√

View Versions

√

Contribute

E

Permission

Ed

Microsoft SharePoint Foundation 2010 consists of 33 permissions, which are used in the five default permission levels. Permissions are categorized as List Permissions, Site Permissions, and Personal Permissions. The following tables display permissions and the permission levels that they are assigned to.

√ √ √ √

√

√

View Usage Data

√

Create Subsites

√

√

AT IC

DU

√

PL

√

ct

√

√

√

In

√

√

Manage Permissions

Manage Web Sites

√

√

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Site Permissions

√

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View Application Pages

√

√ √ √ √ √

DO

Create Alerts

√

ru

Delete Versions

or

List Permissions

√

Add and Customize Pages √

√

Apply Themes and Borders

√

√

Apply Style Sheets

√

√

Create Groups

√

Appendix C: Permission Categories

311

APPENDIX C Full Control

Design

Contribute

Browse Directories

√

√

√

Use Self-Service Site Creation

√

√

√

View Pages

√

√

√

Enumerate Permissions

√

Browse User Information

√

Manage Alerts

√

Use Remote Interfaces

√

√

Use Client Integration Features

√

√

Open

√

√

√

Edit Personal User Information

√

√

√

√

Update Personal Web Parts

√

iti

√

√

√

√

√

√

IC PL

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√

In

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√

E

Add/Remove Private Web Parts

√

AT

√

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Manage Personal Views

√

Ed

Personal Permissions

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Permission

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Microsoft® SharePoint® Foundation 2010 - Level 2

APPENDIX D

Ed

iti

File Types That Cannot Be Added to a List or Library

on

APPENDIX D

Microsoft Access project extension

.adp

Microsoft Access project Application file

ASP declarations file

ct

.asa

ASP.NET Web handler file. Web handlers are software modules that handle raw HTTP requests received by ASP.NET. ASP.NET Web Services source file

.bat .cdx .cer .chm .class .cmd

In

.com

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.bas

Active Server Pages

Microsoft Visual Basic class module Batch file

Compound index Certificate file

DO

.asp

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.asmx

DU

.ashx

Compiled HTML Help file Java class file Microsoft Windows NT command script Microsoft MS-DOS program

.config

Configuration file

.cpl

Control Panel extension

.csh

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.app

.crt

IC

.ade

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File Type

or

File Extension

E

In Microsoft SharePoint Foundation 2010, several standard file extensions are blocked, including any file extensions that are treated as executable files by Windows Explorer. Files with curly braces are also automatically blocked. The file extensions blocked by default are shown in the following table.

Security certificate Script file

Appendix D: File Types That Cannot Be Added to a List or Library

313

APPENDIX D File Type

.dll

Windows dynamic link library

.exe

Program

.fxp

Microsoft Visual FoxPro compiled program

.hlp

Help file

.hta

HTML program

.htr

Script file

.htw

HTML document

.ida

Internet Information Services file

.idc

Internet database connector file

.idq

Internet data query file

.ins

Internet Naming Service

.isp

Internet Communication settings

.its

Internet Document Set file

iti

Ed

.jse

JScript Encoded script file

.ksh

Korn Shell script file

.lnk

Shortcut

.mad

Shortcut

.mam

Shortcut

.maq

Shortcut

.mar

Shortcut

.mav

.mdb .mde .mdt

ru

.maw

st

.mdw .mdz .msc

.msh

In

.msh1

314

Shortcut Shortcut Shortcut

Microsoft Access add-in program Microsoft Access program Microsoft Access MDE database Microsoft Access data file Microsoft Access workgroup

DO

.mau

Shortcut

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.mat

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Microsoft Access stored procedure

DU

.mas

AT

Shortcut

or

.mag

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Shortcut

IC

.maf

.mda

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File Extension

Microsoft Access wizard program Microsoft Common Console document Microsoft Agent script helper Microsoft Agent script helper

.msh1xml

Microsoft Agent script helper

.msh2

Microsoft Agent script helper

.msh2xml

Microsoft Agent script helper

.mshxml

Microsoft Agent script helper

Microsoft® SharePoint® Foundation 2010 - Level 2

APPENDIX D File Type

.msi

Microsoft Windows Installer package

.msp

Windows Installer patch package file

.mst

Visual Test source files

.ops

Microsoft Office profile settings file

.pcd

Photo CD image or Microsoft Visual Test compiled script

.pif

Shortcut to MS-DOS program

.prf

System file

.prg

Program source file

.printer

Printer file

.pst

Microsoft Outlook personal folder file

.reg

Registration entries

.rem

ACT! database maintenance file

.scf

Windows Explorer command file

.scr

Screen saver

.sct

Script file

.shb

Windows shortcut

.shs

Shell Scrap object

.shtm

HTML file that contains server side directives

.shtml

HTML file that contains server side directives

E

AT

IC

HTML file that contains server side directives Uniform Resource Locator (Internet shortcut)

Microsoft Visual Basic Scripting Edition

ct

.vb

PL

.url

VBScript Encoded Script file

.vbs

VBScript file

.ws

Windows Script file

Windows Script Component

NO T

Windows Script file

DO

Windows Script Host settings file

In

st

ru

.wsc

DU

.vbe

.wsh

iti

Simple Object Access Protocol file

.stm

.wsf

Ed

or

.soap

on

File Extension

Appendix D: File Types That Cannot Be Added to a List or Library

315

AT

DO

NO T

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Ed

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NOTES

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Microsoft® SharePoint® Foundation 2010 - Level 2

on

APPENDIX E

TOPIC A

AT

or

Create a Master Page Using SharePoint Designer 2010

E

Ed

Creating a Master Page

iti

APPENDIX E

PL

IC

You have customized SharePoint sites using master pages and site templates. There may be instances when you want to create a customized master page on your own. In this topic, you will create a master page.

DU

ct

Customizing a SharePoint site using an available master page may not be sufficient to meet business requirements. SharePoint Designer 2010 provides you with options that enable you to create a master page.

Procedure Reference: Create a Master Page

st

To create a master page:

NO T

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How to Create a Master Page Using SharePoint Designer 2010

Launch Microsoft SharePoint Designer 2010.

2.

On the Microsoft SharePoint Designer window, click Open Site.

3.

In the Open Site dialog box, in the Site name text box, type the URL of the desired site in which you want to create a master page.

In

DO

1.

4.

On the — Microsoft SharePoint Designer window, on the File tab, in the Add Item section, click More Pages.

5.

On the More Page Templates section, click Master Page and, on the right pane, click Create to create a new master page.

Appendix E: Creating a Master Page

317

APPENDIX E On the New master page dialog box, in the Enter a name for this new master page text box, type the desired name for the master page and click OK.

7.

Observe that a new master page is open in the Microsoft SharePoint Designer window.

8.

If necessary, change the background color of the master page. a.

Place the cursor below the contentplaceholder1 region, right-click and, from the drop-down menu, chooseProperties.

b.

On the Tag Properties pane, in the Attributes section, from the bgcolor drop-down menu, choose the desired color.

c.

Observe that the background has changed on the master page.

iti

If necessary, rename the contentplaceholder1 region. a.

Place the cursor in the contentplaceholder1 region, and on the Style tab, in the Master Page group, click Manage Content Regions.

b.

In the Manage Content Regions dialog box, in the Region name text box, type the desired name for the region and click Add and then click Close.

Ed

9.

on

6.

10. If necessary, add a new content region to the master page.

Place the cursor below the default content region and, on the Style tab, in the Master Page group, click Manage Content Regions.

b.

In the Manage Content Regions dialog box, in the Region name text box, type the desired name for the new region and click Add and then click Close.

c.

If necessary, add more regions.

or

AT

E

a.

IC

11. If necessary, add a picture to the desired content region.

b.

In the Picture dialog box, navigate to the desired library, select the desired picture, and click Insert.

DU

If necessary, add more pictures to more content regions.

ru

d.

On the Accessibility Properties dialog box, in the Alternate text box, type the desired text that you want to display when the picture couldn’t be displayed and click OK.

NO T

c.

PL

Place the cursor in the desired region and, on the Insert tab, click Picture.

ct

a.

12. If necessary, place the cursor in desired content regions and type the required

information.

13. On the File tab, click Save to save the master page.

DO

In

st

14. In the Microsoft SharePoint Designer message box, click Yes.

318

Microsoft® SharePoint® Foundation 2010 - Level 2

APPENDIX E

OPTIONAL ACTIVITY E-1 Creating a Master Page

Open the Corcom## site in SharePoint designer.

a. Launch Microsoft SharePoint Designer 2010.

Ed

1.

How You Do It

iti

What You Do

on

Scenario: As you progress with the development of a Corcom## site collection, you want to design a customized layout for the top-level site. You will now create a master page which determines the layout of the site. You will add standard layout components such as pictures, background, and text to create a master page and apply it to your site.

b. On the Microsoft SharePoint Designer window, click Open Site.

E

c. In the Open Site dialog box, in the Site name text box, type http://wss/sites/ corcom## and then click Open.

AT

or

Replace ## with the student number given.

IC

PL

DU

NO T

b. On the More Page Templates section, click Master Page and, on the right pane, click Create.

c. On the New master page dialog box, in the Enter a name for this new master page text box, type Layout and then click OK. d. Observe that a new master page, Layout, is open in the Microsoft SharePoint Designer window.

In

st

a. On the File tab, in the Add Item section, click More Pages.

DO

Create a master page.

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2.

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d. Observe the new window http://wss/sites/ corcom##— Microsoft SharePoint Designer.

Appendix E: Creating a Master Page

319

APPENDIX E 3.

Change the background of the master page.

a. Place the cursor below the contentplaceholder1 region, right-click and, from the drop-down menu, click Properties.

on

b. On the Tag Properties pane, in the Attributes section, from the bgcolor drop-down menu, click More Colors. c. In the More Colors dialog box, select the desired color and click OK. Add layout components to the Layout master page.

a. Place the cursor in the contentplaceholder1 region and, on the Style tab, in the Master Page group, click Manage Content Regions.

iti

4.

Ed

b. In the Manage Content Regions dialog box, in the Region name text box, type Banner, click Add, and then click Close.

E

c. Place the cursor in the Banner region and, on the Insert tab, click Picture.

IC

or

AT

d. In the Picture dialog box, open the Shared Documents folder, select banner1 and click Insert.

Save the master page.

In

5.

320

PL

Place the cursor below the Banner region and, on the Style tab, in the Master Page group, click Manage Content Regions.

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f.

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g. In the Manage Content Regions dialog box, in the Region name text box, type Content, click Add and then Close.

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e. On the Accessibility Properties dialog box, in the Alternate text text box, type Our Global Company and click OK.

h. Place the cursor in the Content region and type This site is exclusively for your communications!! a. On the File tab, click Save. b. In the Microsoft SharePoint Designer message box, click Yes.

Microsoft® SharePoint® Foundation 2010 - Level 2

on

LESSON LABS

iti

LESSON LABS

20 minutes

•

ct

Data Files: customer.master

E AT

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Activity Time:

DU

or

Branding a Site Collection

PL

LESSON 1 LAB 1

Ed

Due to classroom setup constraints, some labs cannot be keyed in sequence immediately following their associated lesson. Your instructor will tell you whether your labs can be practiced immediately following the lesson or whether they require separate setup from the main lesson content. Lesson-level lab setup information is listed in the front of this manual in the course setup section.

2. 3.

NO T

DO

On the customer## site collection, from the C:\Student\Managing Site Collections folder, upload the customer.master master page to the Master Page Gallery page.

In

1.

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Scenario: You are managing the customer## site collection. You would like to create a unique brand image for the customer## site collection, by customizing the site’s settings and adding the required web part pages. Your site users often share information about the links that they found very informative. So, you would like to add a links web part to enable them to share links and add an announcement web part so that people can announce to their colleagues about the benefits of the links they found. You feel that it would be better if you connect the links and announcements web parts.

Create a customer web part page. Add the Announcements and Links web parts to the Sales web part page.

Lesson Labs

321

4.

Establish a web part connection between the Announcements and Links web parts.

5.

Change the settings of the Announcements web part to refresh automatically at an interval of sixty seconds.

on

LESSON LABS

iti

LESSON 2 LAB 1 Managing Lists Activity Time:

Ed

20 minutes

Before You Begin: In the Address bar, type http://wss/sites/hr and press Enter.

PL

IC

or

AT

E

Scenario: The HR team of Our Global Company is doing a great job and you would like to reward the members occasionally with T-shirts and other articles of clothing adorned with your company’s logo. To track the size and other preferences of your team members, you need to create a custom list. Team members should be able to add items to this list so that they can keep their own preferences up to date. You would also like to create a list for tracking recruitments.

2.

Create a custom list named Shirt preferences01 that is not shown in the Quick Launch bar.

3.

Add three columns, each requiring an input: Employee Name, Shirt size (which offers five fixed choices displayed as radio buttons: small, medium, large, x-large, and xx-large), and Choice (with three fixed choices displayed as a drop-down menu: T-shirt, polo, and sweatshirt).

NO T

ru

st

DU

Create a custom list named Shirt preferences## that is not shown in the Quick Launch bar.

ct

1.

Export the list to a spreadsheet and save it as Shirt preferences for employees.

5.

On the Human Resource site, create a list for tracking recruitments and save it as Recruitment Tracking.

In

DO

4.

322

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON LABS

LESSON 3 LAB 1

on

Managing Libraries Activity Time: 20 minutes Data Files: Product Feedback.xlsx

iti

•

Ed

Setup: In the Address bar, type http://wss/sites/hr/default.aspx to open the default Human Resource site.

E

AT

IC

or

Scenario: During the research and development phase for a new product, the researchers need to document the details of every experiment they perform with different proportions of the substance involved. You need to create a library to store such documents and load a document into it. You would like to save the library as template so that you can use it for other products in future. As many users working on the product, will search for the documents related to it, you want to enable the library to appear in search results. As the library contains critical information about the new product, you would like to secure the library so that people cannot copy the content in the library. By mistake, you have created another library called Product Library02. You would like to delete this library so that there is no confusion.

2.

From the C:\Student\Managing Document Libraries folder, upload the Product Feedback.xlsx document.

3.

Save the library as a template. Enter the template name as New Products.

4.

Enable the documents in the library to appear in the search results.

5.

Configure Information Resource Management to the library.

6.

Delete the Product Library02.

DU

NO T

DO

ru

In

st

PL

Create a document library named Product##. The library should be displayed in the Quick Launch bar and should use the Microsoft Office Excel 2010 template as the Document Template.

ct

1.

Lesson Labs

323

LESSON LABS

LESSON 4 LAB 1

on

Managing a Form Library Activity Time: 20 minutes Data Files: Internal Job Application.xsn

iti

•

Ed

Before You Begin: Log in to Windows as user06 with !Pass1234 as the password and navigate to the HR site collection.

E

Scenario: The recruitment department has asked you to create and set up an internal job application form based on a predefined form template. The form template needs to be designed based on the information in the hardcopy of the form and also on recent updates to the organization’s policy.

On the Recruitment subsite, create an Internal Job Application form library. The library should be displayed in the Quick Launch bar, should not implement versioning, and should use the Microsoft Office InfoPath form as the document template.

2.

In the Microsoft Office InfoPath application, create a Blank form template.

3.

Add a section control and, in it, type Internal Job Application.

4.

Select the text in the section control and change the font size to 18.

5.

Add text box controls to accept Empcode, Name, Department, and Post Applied For, and a Date Picker control to accept Date.

6.

Save the form as Internal Job Application in the C:\Student\Managing Form Libraries folder and publish it to the http://wss/sites/hr/recruitment site on the Internal Job Application form library after creating it on the Recruitment subsite.

IC

PL

DU

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DO

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AT

1.

324

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON LABS

LESSON 5 LAB 1

on

Managing Microsoft SharePoint Foundation Content Activity Time: 20 minutes

iti

Setup: In the Address bar, type http://wss/sites/hr and press Enter.

Ed

Scenario: The HR manager has asked you to categorize content, so you need to create a content type for the Interview Feedback##document library to track the various documents that are uploaded. You also need to customize the library by uploading the Feedback template for the content type you have created.

2.

From the C:\084697Data\Managing Content Structures in a Site Collection folder, upload Feedback template.xlsx for the Interview Feedback## content type.

3.

Turn on multiple content types for the Interview Feedback## library.

st

Setup: Open the Product Library## page.

AT

IC PL

NO T

20 minutes

DO

Activity Time:

ru

Managing Workflows

DU

ct

LESSON 6 LAB 1

E

Create a content type with the name Interview Feedback##.

or

1.

1.

In

Scenario: Research leads are determined to select one of the product reports for the creation of a product prototype. The new report is still in the draft stage and you have been asked to create and add a workflow for the processing of these new product reports in the Product Library library.

Enable approval states.

Lesson Labs

325

Add workflow states to the library with the Column name, “Feedback” and states, “Draft”, “Approved”, and “Final”.

3.

Add a workflow, “Final” with the initiator [email protected] and the middle state approver [email protected].

4.

Edit the Product Feedback.xlsx sheet and enter the product profile as Everything for Coffee.

5.

Initiate a workflow to select Everything for coffee as the new product.

6.

Approve the document.

on

2.

iti

LESSON LABS

Ed

LESSON 7 LAB 1 Activity Time:

or

AT

20 minutes

E

Working with Indexing and Searching

IC

PL

DU

ct

Scenario: The HR manager would like to retrieve information about the compensation listed on the Benefits and Compensation subsite to prepare a report for top management. You want to use the various features of Microsoft SharePoint Foundation to enable the manager to retrieve data quickly.

2.

Search for information about compensation on the Benefits and Compensation subsite.

DO

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On the Benefits and Compensation subsite, enable indexing for ASPX pages.

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1.

326

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON LABS

Working with SharePoint Sites Using SharePoint Workspace 2010 Activity Time: 20 minutes

on

LESSON 8 LAB 1

Ed

iti

Scenario: The recruitment head is on leave and may have to work offline. As a site administrator, you should synchronize the recruitment site to his laptop, so that he can work offline on Recruitment site contents. After the synchronization, you need to verify if you are able to perform offline operations on the content of the Recruitment site such as sending an approval through workflow, and review and make changes to a document. Also, you need to set a high level alert to unread documents so that he is aware of any changes to the site.

2.

Enable the recruitment manager to work offline with Recruitment site contents.

3.

Add the Sample.docx document to the Share Documents library.

4.

Edit the Sample.docx document in Microsoft Word and save it.

5.

Set a high level alert on unread documents.

6.

In the Test project task, assign a task to Maria Calla with the project status Completed, and enter 100 in % Complete with the description as You can now perform offline operations on this site.

AT IC

PL

DU

DO

NO T

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E

Synchronize the Recruitment site on a local computer.

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1.

Lesson Labs

327

LESSON LABS

LESSON 9 LAB 1

on

Managing the SharePoint Applications Using Central Administration Activity Time: 20 minutes

Ed

iti

Scenario: Your organization has sales team members spread across different geographical locations. There is a need for them to communicate with each other to discuss their sales strategies and business plans that will be accessible by all members of the sales team. You need to create a sales site collection and apply site settings to suit the sales team’s requirements. The Sales functional manager has also specified that she would like her department team members to access the site collection using a particular path. She wants you to increase the upload size for files to upload some videos of presentations and also provide quick access to the self-service site management option.

2.

Provide a suitable description for the Sales## site collection.

3.

Enable Tree View for the Sales## site collection.

4.

Apply the Petal theme to the Sales## site collection.

5.

Configure user06 and mcalla as site administrators and assign the URL /sites/ sales##.

6.

Change workflow settings such that external users cannot participate in workflows.

7.

Add a managed path for the sites/Sales## site collection with type Explicit inclusion.

AT

IC

PL

DU

NO T

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ru

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E

Create a site collection named sales## using the default site template, where ## is the user number.

or

1.

Increase the maximum upload limit size to 200 MB for a single file.

9.

Add a new administrator task for accessing the Self-Service Site Management page.

In

DO

8.

328

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON LABS

LESSON 10 LAB 1

on

Managing Site Access Permissions Activity Time: 20 minutes

iti

Setup: In the Address bar, type http://wss/sites/hr and press Enter.

Ed

Scenario: Your organization has signed a joint venture agreement with a training company to provide documentation and support. As the site owner, you have been asked to create a user group and also provide permissions to add and edit the documents in the group.

2.

Add a new user “user02” and assign the Contribute permission.

Data Files: •

Screen.png

AT IC

NO T

20 minutes

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Activity Time:

DU

Managing Security Options

PL

ct

LESSON 11 LAB 1

E

Create a group “Trainers” in the Recruitment site and assign the Design permission.

or

1.

1.

DO

In

st

Scenario: The IT department has been informed that they’ve had problems with a virus embedded in a PNG file. They assume that the virus is being spread through file sharing on your site. They would like you to temporarily suspend employees’ ability to upload PNG files on to your web server. They also want to ensure that all files that are uploaded and downloaded from your site are scanned until they get a solution to the problem.

On the Central Administration page, configure antivirus settings to scan for viruses in all documents that are uploaded to and downloaded from your site.

Lesson Labs

329

LESSON LABS

2.

On the Central Administration page, block Screen.png format files from uploading.

on

LESSON 12 LAB 1 Managing Site Usage

iti

Activity Time: 20 minutes

Ed

Before You Begin: Assign Full Control rights to the GLOBAL\Administrator for the sales01 site collection.

IC

or

AT

E

Scenario: The Sales01 site collection has been accessed by many users. You now encounter a situation where there is a limited amount of storage. Therefore, you would like to set a storage quota for the site collection and also enable usage data collection and generate a report on slow pages in the http://wss/ web application for the last month. You would also like to view information about the storage space allocation on the site and overall usage of the Sales01 site collection.

2.

Assign the quota template sales01 to the sales01 site collection.

3.

Enable usage data for the site collection with the default values.

4.

View the list of slow pages in the web application http://wss/.

5.

Log in to Windows as mcalla with !Pass1234 as the password and view the storage space allocation report for the Sales01 site collection.

DU

NO T

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st

DO

View the usage report summary for the Sales01 site collection.

In

6.

PL

For the Sales01 site collection, set a site collection quota template sales01 with a storage limit of 800 MB. Also, set a warning limit of 700 MB to send an email alert to the site administrator.

ct

1.

330

Microsoft® SharePoint® Foundation 2010 - Level 2

LESSON LABS

LESSON 13 LAB 1

on

Performing Site Maintenance Activity Time: 20 minutes

iti

Before You Begin: Your instructor will perform the following steps. 1. Log in to Windows as GLOBAL\Administrator with !Pass1234 as the password. Log on to Central Administration with administrative rights.

3.

On the WSS server, create a folder called backup\sites and give the Full Control rights to the users performing the backup and restore operation.

Ed

2.

E

Scenario: The finance department manager is administering the finance site collection. In order to protect the data on the site from hardware failures, he would like to create a backup of site collections in WSS and also test the restore operation.

2.

On the Central Administration page, restore the backup of the SharePoint – 80 component from the \\wss\backup\sites location.

IC

PL

DU

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On the Central Administration page, perform a backup of the SharePoint – 80 component and store it in the \\wss\backup\sites location.

or

1.

Lesson Labs

331

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NOTES

332

Microsoft® SharePoint® Foundation 2010 - Level 2

GLOSSARY

on

GLOSSARY

content types Reusable settings that determine the attributes of a document, folder, or list item.

iti

Action The part of a workflow that is performed when triggered by an event or a true condition.

st

Condition A state in a workflow which, when true, triggers an action.

In

Configure self-service site creation A Sharepoint function that enables an administrator to add a link in the top-level site, so that a site owner can create a site in a site collection.

Glossary

E

field An element in the data source that can store the data entered into the form.

NO T

blocked file type A file type that has the potential to cause damage to a website or a server.

DU

eXtensible Markup Language Is a mechanism to identify structures in documents containing structured information.

form data The actual information that is entered into a form’s containers.

DO

ru

bind A connection between a control to a field or group in the data source so that data entered into the control is saved in the data source.

AT

Event A parameter that initiates an action in a workflow.

ct

backward-cmpatible event handlers A code routine used in the server for registered events of the SharePoint document library.

data source An XML-based file that acts as the container of stored data associated with InfoPath forms.

or

backup Is a database operation that enables a site collection administrator to back up content within a particular web application or site to another location.

custom list Is a list type where you can specify the combination of columns and information.

IC

authentication The process of validating a user’s identity.

PL

active sites Sites that allow anonymous users to access them

Ed

control A graphical user interface object used on forms to display data or choices, or to perform an action.

form layout The process of organizing the components of a form in a specific, visually appealing pattern. form library A repository on a Microsoft SharePoint Foundation 2010 site where you can create, collect, update, and manage forms.

333

GLOSSARY metadata Content type attributes that help in capturing the information about a content type.

form A document type that enables users to collect, store, and retrieve information.

Microsoft Office InfoPath 2010 A form management tool that enables users to create and use dynamic forms for gathering information.

quota template A template that defines the maximum amount of storage space allowed for a site collection. Reset to Site Definition feature Enables you to remove all customizations from a web page and reset the page settings to the default settings that existed during site definition.

Ed

function A built-in formula that contains a structure, a function name followed by arguments within parentheses, valid returns, and the nesting level limits.

path A link that enables a user to access a file, directory, or a site.

iti

formula A set of mathematical equations that can be used to perform calculations on values in a calculated column of a list or library.

on

form template A file that defines the data structure, appearance, and behavior of a form.

DO

st

Internet Information Services A web server application created by Microsoft to host websites and deliver content on web pages.

In

layout table A collection of cells used to arrange form content. List Columns Columns created for use within a single list.

334

IC

site collection A virtual logical container that contains one or more elements for grouping sites and subsites. storage quota Space allocated for data storage on a virtual server.

NO T

ru

Information Rights Management (IRM) Is a feature in SharePoint Foundation that helps to protect sensitive documents from being misused or distributed without permission.

PL

Indexing A data organization mechanism that helps in the speedy retrieval of information.

SharePoint master page A page that determines content, such as headers, navigation and color schemes that can be reused across web pages.

DU

ct

Hypertext Transfer Protocol (HTTP) A request used in client-server system in which the web browser acts as the client and the application on the computer hosting the website acts as the server.

E

Routine A sequence of code that is repeatedly used in a computer program when the program is executed.

or

group An element in the data source that can contain fields and other groups.

AT

granular backup Allows you to make a backup of even small portions of a farm instead of the entire farm.

template part A reusable component of a form template that can be inserted or updated in multiple form templates. user quota A maximum number of invited users per site collection. view A form-specific display setting for the presentation of form data.

Microsoft® SharePoint® Foundation 2010 - Level 2

GLOSSARY web part gallery page A page that allows you to view and manage the web parts used in a site collection.

on

web parts Are containers that hold information of a web page on a SharePoint site.

E AT

IC PL

DU

NO T DO

In

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Ed

iti

Workflow An operational process comprising of a sequence of interconnected steps or operations.

Glossary

335

AT

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NOTES

336

Microsoft® SharePoint® Foundation 2010 - Level 2

INDEX A

developing, 111 planning, 113 turning on in a library, 121 vs. metadata, 112 cross firewall zones configuring, 215 custom lists, 41 adding columns to, 47 custom workflows types of, 145

C

In

Central Administration, 192 adding administrative tasks to, 203 character sets, 210 code, 296 column ordering, 46 command line interface, 296 content types, 110 adding to a library, 121

Index

E

Ed

AT

IC

PL

NO T

DU

or

DAC, 225 data sources, 99 databases, 3 operations on, 210 default content types, 112 dialog boxes Define E-mail Message, 150 Define Managed Paths, 208 Policy for Web Application, 228 Properties, 175 Resource Throttling, 209 Select Users, 148 Web Application General Settings, 208 Web Application Outgoing E-Mail Settings, 210 Workflow Settings, 211 discretionary access control See: DAC distribution groups, 212 document libraries configuring advanced settings to, 70 deleting, 70 settings for, 76 document templates, 75 creating, 77

DO

st

ru

backup, 288 components of, 299 granular, 290 guidelines to performing, 288 of site collections, 292 options for, 299 types of, 299 business continuity considerations for, 289

D

ct

B

iti

access policy on anonymous users, 228 setting for users, 231 Active Directory Domain Services See: ADDS ADDS, 225 administrator tasks advanced, 201 default, 201 AJAX, 23 antivirus settings for, 255 arguments, 37 asynchronous load, 23 authentication, 243 pluggable, 244 types of, 243

on

INDEX

E emails

337

INDEX Internet Information Services See: IIS IRM, 76 on lists and libraries, 77

sending, 210

F

on

L

iti

latency, 288 layout tables, 98 libraries adding documents to, 183 disconnecting from a synchronized workspace, 177 library settings, 76 links Add new item, 201 Check backup and restore job status, 300 Configure password change settings, 228 Configure Self-Service Site Creation, 194 Content databases, 209 Export a site or list, 290 Manage web part security, 250 Restore from a backup, 303 View backup and restore history, 299 View health reports, 276 list columns, 45 lists adding versioning, 49 creating, 42 creating a calculated column in, 37 exporting as a spreadsheet, 49 settings for, 46 working with settings for, 50 log files, 275 logs, 201

DO

st In

identity management systems, 245 IIS, 3 indices, 164 categories of, 165 purpose of, 165 InfoPath forms modes in, 97 Information Rights Management See: IRM

338

E

AT

M

history lists for workflows, 132 HTTP, 210 hyperlinks, 21

I

IC

NO T

H

ru

groups Connect & Export, 47

PL

G

DU

ct

or

Ed

farm backup, 298 performing, 300 restoring, 303 features for accessibility, 307 for resetting to site definition, 195 for site use confirmation and deletion, 195 file types blocked, 257 that cannot be added to a list/library, 313 form controls, 98 categories of, 98 form layouts, 97 form libraries, 84 adding forms to, 86 creating, 84 creating using InfoPath, 85 form templates, 95 adding controls to, 101 types of, 96 forms, 82 types of, 83 formulas, 36 categories of, 36 functions, 37 Also See: arguments

metadata, 111 Microsoft Office InfoPath 2010, 83 Microsoft OneNote integrating with SharePoint, 309 Microsoft SharePoint Designer 2010, 146 Microsoft SharePoint Workspace 2010, 175

O options Anonymous Policy, 228 Create Group, 226 Delete This Document Library, 69 Edit Group Quick Launch, 226 for approval status, 131

Microsoft® SharePoint® Foundation 2010 - Level 2

INDEX for creating custom lists, 42 for custom columns, 41 for editing authentication, 245 for editing documents, 181 for storage space allocation, 274 for user management, 227 for virus management, 254 for web part security, 250 Grant Permissions, 226 Group Settings, 225 Manage Alerts, 182 Manage Permissions, 227 Mobile Account, 210 New Group, 181 New SharePoint Site, 194 New Web Part Page, 20 Pause Workspace, 176 Perform a Backup, 298 Send Account to Another Computer, 176 Sync to SharePoint Workspace, 174 User Policy, 228 View Group Permissions, 226 Work Offline, 181

on AT

PL

NO T

S

DU

resource throttling configuring, 213 Also See: server resource settings Ribbon, 83 Rights Management Services See: RMS RMS, 77 role managers, 246

search performance, 169 second stage Recycle Bin settings for, 284 server resource settings configuring, 209 service application administrators vs. feature administrators, 5 service applications, 194 service level agreements, 290 settings for email, 47

DO

ru

st

In

Index

IC

quota templates, 266

R

E

iti

Ed

Q

ct

pages Advanced Settings, 22, 68 Alternate Access Mappings, 211 and web parts, 20 Antivirus, 254 Application Management, 193 ASPX, 169 Backup and Restore History, 299 Blocked File Types, 257 Central Administration, 303 Configure Incoming E-Mail Settings, 212 Configure Send To Connections, 210 Create Group, 226 Cross Firewall Access Zone, 211 Default Backup and Restore Settings, 299 Edit Authentication, 245 Gallery Settings, 21 Granular Backup Job Status, 291 Password Management Settings, 228 Quota Templates, 268 Save as Template, 75 Search and Offline Availability, 168 Set Up Groups for this Site, 226 Site collection backup, 292

or

P

Site Collection Recycle Bin, 284 Site Content Type Column Order, 111 Site Content Types, 111 Site Features, 195 Site or List Export, 290 Solution Gallery, 8 Solution Gallery: Solutions, 8 Storage Space Allocation, 274 Usage Reports, 275 Usage Reports — Summary, 274 Validation Settings, 69 Web Applications Management, 228 Web Part Gallery, 21 paths, 207 purpose of, 207 types of, 207 permissions assigning to a new group, 229 categories of, 311 for custom groups, 225 inherited, 224 planning, 225 unique, 224 predefined workflows, 129

339

INDEX Workflow, 148 template parts, 97 creating, 100 threads, 255

user accounts, 211 user quota, 265

V

W

tabs Sync, 176 Web Application, 209

340

iti

views, 99 working with, 102

DU

PL

IC

AT

E

Ed

web application outgoing email configuring settings for, 215 web part connections, 24 among lists, 24 establishing, 24 web part zones, 23 web parts, 20 adding to a custom group, 25 adding to a page, 24 categories of, 20 configuring, 25 creating a page from, 24 displaying, 23 establishing connections between, 26 importing/exporting/editing, 25 properties of, 22 viewing, 23 websites changing the look and feel of, 11 saving as templates, 11 Windows PowerShell, 296 Also See: command line interface commands in, 296 wizards Custom Task, 147 workflows, 128 associating with site components, 150 benefits of, 129 components of, 149 deploying, 150 initiating, 134 managing settings for, 214 process for approving, 130 settings for, 131 steps to creating, 148 tools for authoring, 145

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for usage data collection, 275 shared services, 3 SharePoint Designer environment, 147 SharePoint hierarchy and administration levels, 4 SharePoint master pages, 7 uploading, 10 vs. site templates, 8 SharePoint Site hierarchy, 2 SharePoint sites exporting, 293 synchronizing on a local computer, 177 work offline with tasks in, 183 Silverlight applications, 21 Simple Mail Transfer Protocol See: SMTP site collection administrators vs. site owners, 5 site collections, 3 creating, 196 deleting, 196 factors for, 192 guidelines to managing, 202 guidelines to planning, 190 vs. web applications, 3 site columns, 45 site components indexing, 165 site locks, 266 setting, 267 site navigation planning, 8 site templates categories of, 8 site usage, 276 monitoring, 278 SMTP, 210 Also See: emails storage limits and values, 265 storage quota, 264 storage space, 265 Also See: storage quota subsites, 3

Microsoft® SharePoint® Foundation 2010 - Level 2

INDEX workspaces pausing, 177

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XML, 21 and miscellaneous properties, 23 XSL, 21

Index

341

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NOTES

342

Microsoft® SharePoint® Foundation 2010 - Level 2

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