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Managing and Using Microsoft SharePoint 2010

Managing and Using Microsoft SharePoint 2010 . b y Gerard Beckerleg. Course Website. http://sharepoint.ssw.com.au/Training/UTSSP2010 / Course Timetable Course Materials. Part A: SharePoint 2010. Sessions Part A SharePoint Concepts and Use. Part B: SharePoint 2010.

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Managing and Using Microsoft SharePoint 2010

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  1. Managing and Using Microsoft SharePoint 2010 by Gerard Beckerleg

  2. Course Website • http://sharepoint.ssw.com.au/Training/UTSSP2010/ • Course Timetable • Course Materials

  3. Part A: SharePoint 2010 Sessions Part A SharePoint Concepts and Use

  4. Part B: SharePoint 2010 Sessions Part B SharePoint Configuration and Admin

  5. Assumptions • Using Windows 2008 server • Running with IIS • Running SharePoint 2010

  6. Session 3: SharePoint 2010Lists and Document LibrariesUser and Permissions

  7. Agenda • In depth look at lists and document libraries • User and permissions

  8. List • List is a basic holder for content in SharePoint site • List can have columns • In this aspect, the list is like a database table

  9. Office procurement list • Mary needs to create a list of the office supplies that she has to look after • Can create in Excel and email it around... • Can create in Access and send everyone a file path... • Can create a list in SharePoint and send everyone a URL...

  10. Why in SharePoint • Web interface for view / edit • Different views, sort, filter, grouping • Easy to change columns • Permissions control (can be on individual items) • Audience Targeting • Versioning control, and keeping it all in one place • Attach workflows • Alerts and RSS feeds • Export/Import to/from many formats • Can take list offline

  11. Phone extension numbers • Mary has a web page with phone extension numbers • She needs to track extension numbers • They change very often • Other people also look at the web page very often

  12. There are always reasons to create lists • Todo list • Shopping list • Contact list • Dates • Instructions list

  13. Library • Library is a list, but specifically for files

  14. Document Collaboration • Mary creates a word document “commission” that she wants feedback on from two colleagues, along with their changes • Create a document on a network and email path around • Create a document in SharePoint

  15. Why in SharePoint • File check-out, check-in • Permissions control • Versioning control, and keeping it all in one place • Attach workflows, such as approval workflow • Search • Alerts and RSS feeds • Can take files offline and synchronize • Office Web App allows viewing without Office client • Explorer view (via WebDAV technology) • Can support folders but not preferred

  16. Document Search • Finding a document in SharePoint • Finding a document on the network • Finding a document on the network, indexed by SharePoint Search

  17. Document Versioning • Someone made a bad edit • We need to revert the changes • How would you do this without SharePoint?

  18. Document Versioning • SharePoint automatically provides version control and history • Can easily revert changes

  19. Metadata and why is it important • What is meta data • What data is in a file • Contents of the file • File name • Creator, last modified date. • Size, width, length, version numbers... Meta data

  20. Files for a department • Mary has a word document Contracts to manage and version, and they need to be organised by department

  21. Old Solution • Create folders on a network share • Put information into the file names • SupplyContract_IT_V1.doc • Folders and names becomes unwieldy to manage and change • Difficult to search • No consistent naming styles • SupplierContractsSales2.doc

  22. SharePoint • Create columns on the document library • Put information into the separate columns • SupplyContact.doc • Add department column • Use versioning • Avoid folders • One dimensional and hierarchy not always apparent • Difficult to move files around without breaking links

  23. Looking at your data - views • Combine metadata and views • Columns can be hidden from views • Multiple views • Views can include sort, filter, grouping

  24. Extra views • Outlook • Access • Excel • SharePoint Workspace (was Groove)

  25. Extended Library • Extended libraries can have additional functionality for a specific file type • Picture library • Slide library • Pages library

  26. Quiz • When do you use a List vs. a Library • What is metadata and why is it important • How do you setup and store data in SharePoint columns • What if you want the data in two a lists to be related • What if you want the same document in two libraries

  27. Session 3a Lab • SharePoint 2010 3a Setting up Lists and Document Libraries Download from Course Materials Site: http://sharepoint.ssw.com.au/Training/UTSSP2010/

  28. Break • Questions

  29. Users and Permissions • SharePoint security hierarchy • SharePoint security levels, groups and users

  30. SharePoint Security and Permissions • SharePoint permissions fundamentally define two things: • Who can seethings • Who can dothings

  31. SharePoint Security and Permissions • For easiest administration: • Default to inherit parent • When required, start by creating default SharePoint groups • Manage on Group level, instead of individuals • Don’t customise permissions early, instead adapt when they no longer meet needs exactly • Protect sensitive lists & libraries with unique permissions

  32. Three Core Groups • Owners • Have Full Control, manage all aspects • Members • Have Contribute permission, can add, edit, view items • Visitors • Have Read permission, view

  33. Extended Groups

  34. Permissions • SharePoint 2010 has 33 Permissions • (Same in SharePoint Foundation) • Categories of • List Permissions • Site Permissions • Personal Permissions

  35. Permissions Levels • Collection of permissions • 5 Default Permission Levels (3 extra for publishing sites) • Full Control • Design • Contribute • Read • Limited Access

  36. Permission Level • A set of permissions that can be granted to users or SharePoint groups on an entity such as a site, library, list, folder, item, or document. • It enables you to assign a particular set of permissions to users and SharePoint groups so that they can perform specific actions on your site.

  37. Permission Dependencies • Permissions are dependent on other permissions • SharePoint will automatically select based on dependency • SharePoint will automatically clear permissions that are dependent on a permission you clear

  38. Permission Level Example • Read permission level If you can view the site but not make changes to the site or to the content on it, you belong to the Visitors group, which has the Read permission level. For example, if you can view a site but cannot edit a document on the site, you have the Read permission level. • Contribute permission level If you can view the site and change the content on the site, but not make changes to the site, you belong to Members group which has the Contribute permission level.

  39. Permission Level Example continued • Full Control permission level If you can change the content and the settings on the site you belong to the Owners group which has the Full Control permission level. One of the common tasks that a site owner performs is managing permissions. • Do not have permission to access the site If you receive the Error: Access Denied message when you attempt to access a site, you do not have the permissions necessary to view the site. Click Request access to ask the site owner to grant you the necessary permissions.

  40. Default SharePoint Groups

  41. Customizing SharePoint groups • You can create a new SharePoint group or customize an existing one to include only the permission levels you want (except for the Limited Access permission level). Note that you can also create custom permission levels which you can then assign to your SharePoint groups

  42. Users

  43. Anonymous access • Central Administration allows you to set Anonymous Access

  44. Site Hierarchy and Inheritance • By Default all entities (sites, lists, libraries, items, files) inherit the permissions of their parent • Caution: owners of subsites that inherit permissions can edit the parent permissions • You “break” inheritance of permissions, then changes permissions are done independently to each

  45. Security and Permissions in a nutshell • Aim to make it easy to administrate • Default to inherit parent • When required, break inheritance and creating default SharePoint groups • Manage at Group level, instead of individuals • Don’t customise permissions early, instead adapt when they no longer meet needs exactly • Protect sensitive lists & libraries with unique permissions

  46. Session 3b Lab • SharePoint 2010 3b User and Permissions Download from Course Materials Site: http://sharepoint.ssw.com.au/Training/UTSSP2010/

  47. Thank You! Gateway Court Suite 10 81 - 91 Military Road Neutral Bay, Sydney NSW 2089 AUSTRALIA ABN: 21 069 371 900 Phone: + 61 2 9953 3000 Fax: + 61 2 9953 3105 info@ssw.com.auwww.ssw.com.au

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