enduser guide: business · chapter9: getting bettersearch resultswith sharepoint2010 207...
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Microsoft SharePoint 2010
End User Guide: Business
Performance Enhancement
Taking the basics to the business with
no-coding solutions for SharePoint 2010
A from-the-trenches tutorial filled with hints, tips, and
real world best practices for applying SharePoint 2010
to your business
Michael McCabe
Peter Ward
enterpriseDOOQ
PUBLISHING
BIRMINGHAM - MUMBAI
Table of Contents
Preface 1
Chapter 1: Where Should End Users Start with SharePoint? 11_The typical end user 12
"I'm fine, leave me alone" 12
"That's great, it'll help me" 12
"This is amazing" 12
"Show me and tell me more" 13
Webinizing information 13
Key takeaways 16
Technical considerations for an end user 17
SharePoint 2010 18
SharePoint Foundation 2010 18
Workflow 19
Search 19
Personalization 19
SharePoint Server 2010 Standard Edition 20
Standard 21
Enterprise 21
Integration with other technologies 22
External access 22
Governance 23
Summary 24
Chapter 2: SharePoint Essentials 25
SharePoint's core components 25
Site hierarchy 28
User interface 29
The Ribbon 30
Site navigation 32
Breadcrumb menus 33
Table of Contents
Creating content
Your profileSearch Functionality
Key search features
Thesaurus support to queriesPeople and expertise search
Refinement and Exact Count Sorting
Phonetics and Nickname expansion
Recently authored content
Summary
Chapter 3: SharePoint Team Sites
Site overview 41
Sites 41
Site collection 42
Libraries and lists 43
Library Ribbons 45
Lists 46
List Ribbons 4?
Creating Sites 48
Site Security for your team54
Hierarchy and Inheritance 54
Managing users and groups 58
Creating and managing navigation 59
Themes 61
Navigation 65
Super Tool Tips 65
Summary 66
Chapter 4: List Management 67
The basics 68
Creating lists 68
List templates 71
Out of the Box list templates 71
Managing lists 72
Creating views 73
Standard view 74
Calendar view 79
Access view 79
Datasheet view 79
Gantt view 80
Existing views 80
Modifying views 80
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Table of Contents
How to add, view, edit, and manage content to a list 81
The Ribbon method 81
List method 82
Managing content 83
Alerts 84
E-mail a link 84
Managing Permissions 85
RSS feeds 86
Datasheet view 86
Adding columns 87
Sync to SharePoint Workspace 89
List Workflows 90
Visio, Access, and Project 90
Export to Excel 91
View navigation 91
Front loading 92
Advanced list features 92
Form Web Parts 92
List settings 92
Permissions and management 98
Summary 99
Chapter 5: Library Management 101
The basics 101
Creating Libraries 102
Library templates 103
Document library 104
Form library 104
Picture library 104
Wiki page library 104
Report library 105
Data connection library 105
Slide library 106
Asset library 106
Managing libraries 107
Adding, viewing, editing, and managing Library content 107
Document libraries 108
Adding documents 108
Editing documents 110
Managing content 112
Send To 112
Document Workspaces 114
Picture libraries 115
Managing pictures 116
Wiki libraries 118
Adding pages 119
Editing pages 120
Table of Contents
Managing pages 120
Report libraries 121
Adding a content type 121
Editing content types 121
Managing content types 121
Data Connection Libraries 122
Adding a connection to an Excel file 122
Using a data connection in an Excel file 123
Slide Libraries 124
Adding slides 124
Editing slides 125
Managing slides and presentations 125
Asset libraries 126
Adding files 126
Editing files 126
Managing files 126
Libraries best practices 127
Advanced library features 128
Document IDs 128
Assigning Document IDs 130
Document ID Look up Search Scope 130
Content types 130
Properties integration with the 2010 Office release 133
Using metadata with content types 133
Column templates 134
Folder content types 134
Document sets 134
Summary 135
Chapter 6: Workflows Fundamentals 137
Workflow basics 138
Participants 139
Input data 139
Tasks 139
Output data 139
Workflow types 140
Creating workflows 141
Workflow architecture 145
Managing workflows 145
Workflow types 146
Three-state 146Collect feedback 147
Approval 147
Disposition approval 147
Collect signatures 148
Table ofContents
Translation management 148
Issue tracking 149
Workflow authoring tools 149
SharePoint Designer 2010 150
SharePoint Designer limitations 151
Visual Studio 2010 with WF Workflow Designer 151
Tool comparison 152
Workflow visualization 152
Summary 156
Chapter 7: Office Integration with SharePoint 157
Ribbon 158
Office Web Apps 162
Co-authoring 164
Unified Communications 166
Social computing 167
Backstage 170
Info 171
Save & Send 173
Publishing as a blog post 174
Slideshow broadcasting 175
Visio Web Services 179
Limitations of Office integration with SharePoint 182
Summary 182
Chapter 8: Managing Metadata 183
What is metadata? 183
Managing metadata 186
Taxonomies 187
Term store management tool 188
Managing Metadata Service 189
Groups, Term Sets, and Terms 190
Keywords 192
Folksonomies 192
When to use managed metadata and normal metadata 193
Applying metadata to content 194
Working directly in SharePoint 194
Working in Office client applications 200
Navigating with metadata 202
Discovery and action 205
Improving business processes 206
Summary 206
Table of Contents
Chapter 9: Getting Better Search Results with SharePoint 2010 207
Search basics 208
Benefits of SharePoint 2010 Search 209
Search interface 210
Search box 211
Search Center 211
Advanced search 212
Prefix matching 213
Name matching 213
Search results 214
Context 214
Link 215
Sorting 215
People search 216
Social distance 216
Search guidance 217
Best Bets 218
Refiners 218
Did you mean? 220
Suggestions for related searches 220
Search scenario 222
Summary 226
Chapter 10: Alerts and Notifications 227
What is an alert? 227
Creating alerts 228
Alert notifications 233
Search alerts 234
Task notifications 235
RSS feeds 236
Summary 238
Chapter 11: Enterprise Content Management 239
Record management 239
Record declaration 240Site collection 241
List or library 242
Managing records 243
Content types 244
Managing content types 246
Information management policies 247
Policy features 248
Expiration 248
Table of Contents
Auditing 250
Site Collection Auditing 251
Document labels 253
Document bar codes 254
Policy deployment 255
Overview of enterprise content management planning 255
Summary 256
Chapter 12: Blogs, Wikis, and Other Web 2.0 Features 257
Blogs 258
Creating a blog 258
Contributing to a blog 259
Managing blog posts and comments 262
Wikis 264
Creating a wiki page library 264
Creating a wiki page 265
Editing a wiki page 269
Summary 270
Chapter 13: Pages and Web Parts 271
Pages 271
Types of pages 272
Standard pages 272
Web part pages 273
Publishing pages 274
Creating pages 274
Viewing pages 276
Editing pages 278
Formatting content on a page 279
Inserting content on a standard page 280
Changing layout on standard pages 281
Deleting pages 282
Web parts 282
Adding a web part to a page 285
Editing a web part 287
Summary 288
Chapter 14: My Sites 289
What are My Sites? 290
Repository for personal content 290
Organizing sites, links, tags, and so on 291
Manage personal profile 291
Mailbox and calendar integration 291
Organizational information 291
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Table ofContents
Social aspects of My Sites 292
Ask Me About 292
Colleagues 292
Note Board 292
Organizational chart 292
What's happening? 292
Creating your My Site 293
My Site features 293
My Newsfeed page 293
My Colleagues 294
My Interests 294
Newsfeed settings 295
My Content page 296
Personal documents 296
Shared documents 296
Shared pictures 297
Other 297
My Profile page 297
Summary 302
Chapter 15: Applying Functionality for Business Initiatives 303
Sales department 304
Challenges 304
Customer Relationship Management (CRM) system 305
A Request for Proposal (RFP) response 307
Campaign management 309
Simple SharePoint tips for a sales department user base 310
IT department 312
Challenges 312
Supporting issue tracking 312
Managing change control 314
Storing technical information 315
Simple SharePoint tips for an IT department user base 315
Project Management Office 316
Challenges 316
Project site 316
Simple SharePoint tips for a PMO office user base 317
Human Resources 317
Challenges 317
Resume approval 318
HR onboarding process 319
Simple SharePoint tips for a Human Resources user base 319
Summary 320
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Table of Contents
Chapter 16: Creating Exceptional End User Experience for
You and Your Team 321What creates exceptional end user experience in SharePoint? 321
Lists 322
Active default view 323
Within libraries 324
Document sets 324
Metadata 324
File names 325
Notifications 326
Alert on a search 326
Outlook rules 327
Search 327
Search refinement 328
Recent content 329
Pages 329
Layout of the page 329
Limit views 329
Avoid horizontal scroll bars 330
Relevant documents 330
Team Sites 331
Auto invite users 331
Inheritance 331
Site usage reports 331
My Sites 332
Frequently used web parts and web part connections 333
Content Editor Web Part 334
Data filters 335
Outlook 338
Content rollup 338
Dashboard design considerations 338
Summary 339
Chapter 17: Golden Rules for End User Deployment 34j[What's special about SharePoint 341
What SharePoint is not 342
A generic "best of breed" technology 342
A defined end solution with an end point 343
An online transaction website 343
A standalone Business Intelligence tool 343
An online Excel book in a list 344
A public-facing company website 344
A turnkey switch on solution 345
An application that everyone will use on day one 345
Table of Contents
The SharePoint platform 346
A hosted solution 346
User requirement challenges 347
The user 347
Current environment 347
SharePoint environment 347
IT department 348
Just do it 348
Good to talk 349
SharePoint technology 349
Summary 350
Appendix A: Glossary 351
Active directory 351
Audience 351
Audiences 351
Access Control List (ACL) 351
Backstage 352
Breadcrumb menu 352
Business Connectivity Services 352
Business Data Connectivity Service Application 352
Business Data Connectivity Shared Service 352
Business Data Catalog 352
Check in 352
Check out 353
Co-authoring 353
Content types 353
Data connection 353
Data connection library 353
Data source 353
Datasheet view 353
Data validation 354
Data view web part 354
Discussion boards 354
Discussion thread 354
Distribution list 354
Documents 354
Document center 354
Document library 354
Document sets 355
Document workspace 355
Document workspace site 355
Table ofContents
Extranet 355
Field 355
Folksonomy 355
Gallery 355
Global links bar 356
Items 356
Key Performance Indicator (KPI) 356
Keyword 356
Homepage 356
Hyperlink 356
Intranet 356
Lists 357
List column 357
List content type 357
List folder 357
List form 357
List form web part 357
List item 357
List template 357
List view 358
List view page 358
List view web part 358
Libraries 358
Login name 358
Lookup field 358
Major version 358
Managed keyword 358
Managed metadata 359
Managed metadata connection 359
Managed term 359
Meeting workspace site 359
Metadata 359
Minor version 359
My profile page 359
My Site 360
Office Data Connection (ODC) file 360
Office Web Apps 360
Page 360
Page layout 360
Paged view 360
Parent list 360
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Table of Contents
Parent site 360
PerformancePoint content list 361
Permission 361
Permission level 361
Personal site 361
Personal view 361
Personalized web part 361
Private web part 362
Quick launch 362
Portal site 362
Published version 362
Publishing level 362
Publishing page 362
Record 362
Really Simple Syndication (RSS) 363
Record Management 363
Recycle bin 363
Ribbon 363
Sandboxed Solution 363
Security policy 363
Shared documents library 363
Shared view 364
Shared web part 364
Shared workbook 364
SharePoint Foundation 364
SharePoint Server 2010 Enterprise edition 364
SharePoint Server 2010 Standard edition 364
SharePoint site 364
SharePoint workspace 365Site collection 365Site collection administrator 365
Site collection quota 365
Site column 365
Site content type 365
Site definition 365Site membership 366Site property 366
Site solution 366
Sub site 366
Taxonomies 366Term Store Management tool 366
Table ofContents
Themes 366
Top-level site 367
User profile 367
Usage analysis 367
View 367
Visio Web Services 367
Visitors group 367
Web part 367
Web part connection 368
Web part property 368
Web part zone 368
Web parts page 368
What's Happening? 368
Workflow 368
Workflow association 368
Workflow condition 369
Workflow history item 369
Workflow task list 369
Workflow template 369
Appendix B: SharePoint Functionality Comparison 371
Summary 373
Appendix C: List Templates 375
Index 383