Help! I Have a SharePoint Site! Now What?

1. Help! I Have a SharePoint Site! Now What? Presented by Becky Bertram Microsoft MVP, MCSD, MCAD, MCTS www.beckybertram.com

2. Special Thanks Thanks to Partners Worldwide for providing the server we will be using for the tutorial today.

3. Agenda • What is SharePoint? • Lab 1: Using SharePoint • Break • An Introduction to Infrastructure • Customization and Development • Lab 2: Using SharePoint Designer • SharePoint 2010

4. What is SharePoint?

5. Windows SharePoint Services (WSS) • Free Add-on to Windows Server 2003 and Windows Server 2008 • Browser-based platform for collaboration and document management • Database-stored content • Security model allows content to be hidden or shown based on user permission • Allows content to be categorized and searched

6. Microsoft Office SharePoint Server (MOSS) • Additionally purchased product • Built on top of Windows SharePoint Services • Provides additional functionality including Publishing and Enterprise Search.

7. The SharePoint Platform • Collaboration • Portal • Search • Content Management • Business Process • Business Intelligence

8. Collaboration Allows people to work together across boundaries, whether those are departmental, organizational, or geographical. Portal • Allows a central location for accessing information stored in various diverse locations.

9. Search Allows people to retrieve information stored in multiple locations both internal and external to SharePoint. MOSS can search web content, documents, people, and line of business data. Content Management • Facilitates the creation, approval, and publication of web content by non-technically-trained people.

10. Business Process • Facilitates existing business processes through automation. This includes the use of customizable workflows and electronic forms. Business Intelligence • Enables stakeholders to make business decisions based on the analysis and reporting of line of business data. BI features of SharePoint include the Report Center, Key Performance Indicators, integration with Performance Point Server, and integration with back-end data sources via the Business Data Catalog.

11. Single Infrastructure for Intranet, Internet, and Extranet Portals Scope Platform Scenarios

12. Demo: MOSS Enterprise Features • Business Data Catalog • Enterprise Search • My Sites • Excel Services • Forms Services • Publishing Sites

13. Site and List Terminology • Site Collection • Top Level Site • Subsite • Site Template • SharePoint List or Library

14. Site Collection A hierarchy of SharePoint web sites, starting with one web site and including all that web sites children web sites, and those web sites’ children web sites, etc.

15. Top Level Site The very first web site of a site collection, from which the site collection is managed. All other web sites live below this one web site.

16. Subsite Any web site in a site collection which is not the top level site.

17. Site Template A Site Template is saved version of a particular site configuration. For instance, a “Meeting Workspace” Site Template includes a Calendar list, and a “Blog” Site Template includes a “Posts” lists for Blog postings. Site Templates can be created from the browser or by an application developer. Some out of the box Site Templates: • Collaboration • Team Site • Blank Site • Document Workspace • Wiki Site • Blog • Meetings • Basic Meeting Workspace • Blank Meeting Workspace • Decision Meeting Workspace • Social Meeting Workspace • Multipage Meeting Workspace

18. SharePoint List or Library • Lists are the underlying structure in SharePoint. Nearly all information is stored in some sort of list. • A list has Rows and Columns (also called Fields). • A list can be sorted, filtered, or grouped by its columns. This can be saved as a View. • If a list item has a document stored with it, it’s called a Library. There are Document Libraries, Image Libraries, and Pages Libraries, to name a few.

19. Working with Lists • Creating a List • Kinds of Lists • Managing Lists • Versioning • List Views

20. Creating a List • On the “View all Site Content” page, click on the “Create” icon. This will take you to a page that lists the kind of lists you can create. • You will assign the list a name, and optionally, a description.You can also specify if the listwill appear in the Quick Launch navigation. • When your list is created, youwill notice that the URL uses the name of the list you specified.

21. Kinds of Lists This is a list of some of the out of the box list types. (This is not a complete list. You could have custom lists deployed to your site.) • Document Library • Wiki Page Library • Picture Library • Announcements • Contacts • Discussion Boards • Links • Calendar • Tasks • Project Tasks • Issue Tracking • Survey • Custom List

22. Managing Lists To manage the properties of a list, click on the “Settings” link in the list toolbar, then select “List Settings” from the menu.

23. Versioning List items can have 3 kinds of versioning: • None • Major OnlyEach time a list item is saved, a whole number version gets saved: 1.0, 2.0, 3.0, etc. • Major and MinorEvery time an item is saved, it’s considered a draft and will have a minor version number, such as 1.1, 1.2, 1.3. A “published” version has a whole number, such 1.0, 2.0, etc.

24. Enabling Versioning On the List Settings page, click on “Versioning Settings” under “General Settings”.

25. Versioning Settings When versioning is enabled, users can roll back a page or document to a previous version. However, this creates additional copies of the item in the database. To limit the number of copies that will be saved, you can specify how many major and draft versions you’d like to retain.

26. Views A view is a way of organizing information in a SharePoint list. A view does not modify the information in the list (i.e. if an item does not appear in a view, that does not mean the item has been deleted, merely that it is not being displayed in that particular view.) Ways of organizing information in a view: • Selecting columns to display • Sorting • Filtering • Grouping • Paging • Applying totals/sums to columns • Applying a limit to how many items are returned

27. Creating or Modifying a View • You can create or modify a view from the List itself, by selecting the “Views” drop down menu. • You can also create or modify a view from the List Settings page.

28. Web Part Terminology • Web Part • Web Part Zone • “Tool Pane” or “Edit Pane” • Chrome

29. Web Part • A set of controls that can be added to a web page. • Acts independently of other Web Parts, although it can interact with other Web Parts. • Can be added or removed to a web page independent of one another. • In SharePoint, Web Parts can be dragged and dropped around a web page from the browser.

30. Web Part Zone A region on a web page that can hold one or more Web Parts.

31. “Tool Pane” or “Edit Pane” • Region on the web page where Web Part properties can be modified. • Every Web Part can have a width and height specified. (If none is specified, the Web Part will stretch to the dimensions of the Web Part Zone it’s a part of.)

32. Chrome The title and border surrounding a Web Part. Your options are: • None • Title and Border • Title Only • Border Only

33. Kinds of OOTB Web Parts • List Web Parts • Image • Page Viewer • Table of Contents • Summary Link • Content Editor Web Part

34. Web Part Connections Web Parts can be a Provider to or a Consumer of information from another Web Part. When a user interacts with one Web Part, connected Web Parts can populate another Web Part with new information.

35. Web Part Connections Sample In this example, the user can select an image from the Images library List View web part, and it will populate the Image Web Part next to it on the page.

36. Workflow • Approval • Collect Signatures • Collect Feedback

37. Demo: List, Web Parts, and Workflow • Creating a List • Modifying a View • Adding a Web Part to a Page • Creating a workflow

38. Questions

39. Lab 1: Using SharePoint

40. An Introduction to Infrastructure

41. OS Requirements • Office SharePoint Server 2007 runs on Windows Server 2003 with SP1 or later. You can use the following Windows Server 2003 editions: • Windows Server 2003, Standard Edition • Windows Server 2003, Enterprise Edition • Windows Server 2003, Datacenter Edition • Windows Server 2003, Web Edition • Also runs on Windows 2008 Server, but you must have WSS SP1 installed for this to work

42. Server Components • Your server must be configured to be a Web Server: • Enable IIS 6.0 (or 7.0 if you’re using Windows Server 2008) • Enable the SMTP Server • Outgoing • Incoming • Install .NET Framework 3.0 (Necessary for SharePoint Workflows, as well as for ASP.NET 2.0) • You can install .NET 3.5 if you’d like to use AJAX functionality, but you must make additional changes to the web.config file additionally.

43. Server Roles • Web Front EndServes up content to SharePoint users • Database ServerMust be SQL Server 2005 or SQL 2008. (You must have WSS SP1 for SQL 2008.) SQL Server 2005 Express can be installed for stand-alone installations • Application ServerUsed for offloading processes for things like Excel Services and search indexing.

44. Stand Alone Installation • Everything on one server: Web Front End, Database, Application Server. • Uses SQL Server 2005 Express • CANNOT upgrade to SQL Server • You can install the full version of SQL Server on the same server as SharePoint, but this is considered a Server Farm Configuration.

45. Server Farm Installation • Designate different servers with different roles • SharePoint handles multiple servers per role. • Web Servers, SQL Servers can be load balanced. • If you attach a new server to the farm and tell SharePoint what role it has, it will start using it. Provides simple scalability.

46. Shared Service Providers Meant to be shared among SharePoint Site Collections and/or Web Applications: • Search • My Sites • Excel Services • Form Services • Business Data Catalog

47. Authentication • The process of knowing if a person is who they say they are. • Windows or Forms Based Authentication • Authentication happens through IIS • Alternate Access Mapping • Anonymous Access

48. Authorization • The process of deciding if a current user has permission to perform a certain action. • Authorization happens in SharePoint.

49. STSADM.EXE command line utility • Can run interactive commands from command line • Used for administrative tasks such as creating, backing up, restoring site collections.

50. Demo: Central Administration • Operations • Application Management • Shared Services