A team of SharePoint authorities addresses the six most essential areas of SharePoint Six-in-One () cover image Excerpt 1: (PDF). 6. Module 2: SharePoint Introduction. Choosing SharePoint has become a no-brainer. .. An example would be Adobe PDF files. phone, SharePoint Server offers an intuitive and familiar user six major areas to explore: Figure 1. Capability areas of SharePoint.
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of America. 10 9 8 7 6 5 4 3 2 1 Microsoft SharePoint Server is a product that takes advantage of the best of the Documents, such as PDF files. Contents at a Glance. 8. 7. 6. 5. 4. 3. 2. 1. Chapter 1 Exploring SharePoint Microsoft SharePoint QuickSteps is aimed at new or inexperienced. 1. Site and solution governance. (SharePoint Server ). Published: May 12, . 6. Additionally, the set of governance policies your IT and business divisions implement SharePoint Governance Planning (PDF version).
Create a My Site host at the web app's root. Next, clean up your service applications. Go through your list of service applications and delete any that you aren't using.
You gain no benefit from having a service application that you aren't going to use for another six months. After you've deleted unnecessary service applications, stop the associated service instances also called services on server that power them. If possible, remove the GUIDs from the service application database names. Of course, take good backups before doing any of this. Web app creation is one of those times. SharePoint doesn't tell IIS about changes that you might make to a web app after it is created.
The issue is compounded when SharePoint farms that you never thought would need to be accessible from the Internet suddenly need to be accessible from the Internet. This issue might not seem like a big deal, but it has bitten many people at the worst possible time: during an outage.
In a few cases, administrators have lost or needed to rebuild a SharePoint server and forgotten about the host headers that they put in manually months earlier.
SharePoint is up and going, but when browsing to SharePoint, end users get the blue IIS 7 splash page instead of the SharePoint page that they were expecting. Again, unhappy users usually mean unhappy administrators. Because SharePoint writes host headers only when a web app is created, you can't fix problematic web apps. You'll need to recreate them. That's good news and bad news.
The good news is that you won't lose any of the content that your users worked so hard to create. The bad news is that you will lose all the settings that you worked so hard to create.
The first step is to make notes of all your web app settings. In most cases, there won't be many, and you'll be familiar with any changes that you made. Then, detach the content databases from your web app. Keep them safe; you're going to need them. Next, make a copy of the web. Finally, go into Central Administration and delete the web app.
Tell SharePoint to delete the extra stuff. The scary part is over. Now, recreate the web app, but do it right this time. Do your end users a favor, and put the web app on port 80, as Figure 1 shows. You can change those settings later, and you want to make sure that the web app works correctly before you apply fancy security settings. Doing so helps in any troubleshooting that you might need to do.
Under the Application Pool settings, pick an existing application pool. I'll explain why in the next section.
Figure 1: Creating a new web app It is important to give your content databases distinct names. You should be able to look at a content database name and know exactly which web app that database goes with.
This is another one of those things that doesn't usually seem important but is priceless in a disaster-recovery situation. If the content databases that you detached from the web app before you deleted it didn't have such names, then take this opportunity to right that wrong when you recreate the web app. Give the new content database a good name, then use the PowerShell cmdlet Move-SPSite to move the site collections to that new database.
If your content database already has a good name, enter it during the creation of the new web app. If you had multiple content databases, attach the rest after the web app is created. Download the PDF icon . Download the small 17x17 pixel version. XML file in this directory. Open this file, and then edit it by adding an entry for pdf. Restart Internet Information Services. This causes the docicon. Navigate to the Search Administration page.
On the left, under Crawling, look for File types link. Click this link. This takes you to the Manage File Types page. Click New File Type at the top of the list. If you use two pipe characters, it defines a highlighted section that you can use as a text prompt.
Place your cursor between the open and close paragraph tags and type the following: The Add Code Snippet dialog box pops up. Type spdpara in the Keyword box. Type SharePoint Designer paragraph in the Description box. Add Code Snippet dialog box Click OK. Now you can test it. Erase the paragraph line that you just created. Your new code snippet should be highlighted.
Press the Enter or Tab key. Your new code snippet is added to your page, and a highlighted prompt appears, instructing you to begin typing: Start typing SharePoint Designer Congratulations, you created your first code snippet! Split View Sometimes, when you are editing pages, you want to live in both worlds: SharePoint Designer gives you the option to see both views simultaneously: Making changes in Design view: When you make a change in the Design view, you will automatically see those changes reflected in code.
Making changes in Code view: In Code view, when you are finished making the changes to the code, click in the Design View window to tell SharePoint Designer to redraw the page so you can see your changes.
Status Bar At the bottom of the editing surface, the Status Bar provides you with a continuously updated status of contextual information on the page. It provides quick, one-click access to any object on the page. Creating New Pages Now that you know what tools you have available, you can dive into creating pages. As you saw in Chapter 1, you can add new pages to your site through the Backstage area available from the File menu. From the Add Item option, you can create pages, lists, or work flows.
Later chapters cover lists and workflows in more detail. There are several kinds of page templates you can use to create new pages with Page Editor: The common place to save site artifacts is in document libraries. For example, if you create a new site based on the Team Site template, two document libraries are created to store the site artifacts. Site Pages Library The Site Pages library is used to create and store pages on the site, including the following: When you create a new web part page, you are presented with various layout choices.
Figure illustrates all of the different web part page layouts that are available. Each grayed-out area represents a web part zone and editable zones —places where you can put web parts, either by using SharePoint Designer or by using the web editing interface. You will then view the page in the browser and add another web part to the newly created page. You will be able to see how SharePoint Designer reflects changes made in the web editing interface, and how the web editing interface reflects changes made in SharePoint Designer.
Make sure that you have a SharePoint site that you can create pages in. Add Item menu 4. Click the Create button to the right the page templates. In the dialog box that pops up, type Demo Web Part Page as the filename. Select Site Pages as the library to store the new file. Click the Save button. You will see that the page has three web part zones. These are also regions that can be edited in Safe mode.
On the Home tab, click the Preview in Browser button. You will see a blank page in your site. In the Site Actions menu item, click Edit Page. Notice the three web part zones, as shown in Figure Also notice that the Ribbon menu is also available from the web editing interface. Web part zones Click Add a Web Part in the top web part zone. Select Lists and Libraries under Categories. Select Announcements under Web Parts.
Click the Add button. A new Announcements web part appears on the page. Click the Stop Editing option. Now go back to SharePoint Designer and press F5 to refresh the editing surface. The web part you added in the web interface is now present in the SharePoint Designer editing surface.
Switch to Code view and take a look at the code for the web part, as shown in Figure Code view Switch back to Design view. Close the web part page. Click the Site Assets library. On the Ribbon, click the Assets menu. Name the page mystylesheet. Click the filename. Click Edit File in the Customization section of the property page. Notice that there is no Design view for CSS files.
Notice how IntelliSense suggests different elements you can apply the style to. Notice how it also completes the bracket and then suggests style elements. Continue typing other elements and notice that the code is color-coded. Close the CSS page.
Data in SharePoint is organized by creating different types of content that consists of columns or data. Once the data is stored in SharePoint, custom views of the data can be created. This chapter covers the different types of lists and will take you through exercises in creating and customizing these. Mastering how to use lists to organize and store data will enable you to build robust web applications. You can use one of the predefined lists or create one of your own. Lists contain columns called site columns of data.
In database terms, each list table contains list items rows with one or more columns fields. Libraries are a special type of list. Whereas a list contains list items, libraries contain files. A field in a list is more commonly referred to as metadata in a document library because it is used to describe the associated file. Although you can attach files to list items, the file is not the main point of the list item.
It is just another piece of information associated with that list item. In a library, the file itself is the main piece of data in the library. In a list, each column is considered a part of the data.
In a document library, the file is the data, and the other properties such as Title, Created By, and Modified Date are the metadata that describes the data. This chapter will help you determine when to use the browser and when to use SharePoint Designer. List Templates You create lists by using templates. Microsoft provides several templates that have common business or collaborative functionality. Table lists some of the supplied list templates and their uses. List Templates Announcements Used to track upcoming events, status updates, or other news.
Calendar Used to keep informed of meetings, deadlines, and other important events. Can be synchronized with Microsoft Outlook or other compatible programs. Contacts A list of people your team works with, such as partners or customers. Custom A blank list to which you can add your own columns and views. Use this template if none of the built-in list types are similar to the list you want to make.
Custom List in Datasheet View A blank list that is displayed as a spreadsheet in order to allow easy data entry.
You can add your own columns and views. This list type requires a compatible list datasheet ActiveX control, such as the one provided in Microsoft Office. Discussion Board A place to hold newsgroup or bulletin-board discussions on topics relevant to your team.
External Creates an external list to view the data in an External Content Type. Issue Tracking A list of issues or problems associated with a project or item. You can assign, prioritize, and track issue status.
Links Used to keep links to other web pages that you or your team might find useful. Project Tasks A list for team or personal tasks. This list provides a Gantt Chart view and can be opened by Microsoft Project or other compatible programs.
Surveys allow you to quickly create questions and view graphical summaries of the responses. Status A place to track and display a set of goals. Colored icons display the degree to which the goals have been achieved. Library Templates As mentioned, a library is different from a list in that its focus is on the file contained in the library. Table is a list of provided library templates.
Library Templates Asset Library A place to share, browse, and manage rich media assets, such as image, audio, and video files. Data Connection Library A place where you can easily share files that contain information about external data connections. Document Library A place for storing documents or other files that you want to share. Document libraries allow folders, versioning, and checkouts. Form Library A place to manage business forms such as status reports or download orders.
Picture Library A place to upload and share pictures. This is different from the Asset Library template in that it provides functionality to display the pictures. Slide Library Create a slide library when you want to share slides from Microsoft PowerPoint or a compatible application. Slide libraries also provide special features for finding, managing, and reusing slides. Wiki Page Library An interconnected set of web pages that can be easily edited and that can contain text, images, and web parts.
One of the reasons these are not supplied as templates is because of the dependencies between the different lists in the template. A Visio Process Repository site is another site template that contains a unique document library with the following six content types attached: Creating Lists As mentioned earlier in the chapter, you can create lists either in the browser or by using SharePoint Designer.
After a list is created, you can do the following: Make sure you have a fresh, blank site to begin with. If you need to create a new site, make sure you create it by using the Blank Site template.
Follow these steps to create a list in the browser: Open your site in the browser. When you are prompted by the Create dialog box, click the Custom List icon. In the Name field to the right of the icons, type downloads and then click the Create button.
Once your new list is created, you will be automatically redirected to the All Items View page of your list. Click the List Settings button. In the Columns area, click the Create Column. Complete the form with the following values: Selected 7.
Create a number column with all of the defaults: Column Name: Quantity Number Create a currency column with the name Price and keep all of the defaults: Price Currency Click the downloads List link in the left navigation pane. You will now see the default All Items view with all of the columns you defined.
Open your site in SharePoint Designer. Type Contacts in the Name field. The List Properties pane appears. From permission settings to versioning, lists and document libraries are very flexible containers for storing information. With SharePoint Designer , it is even easier than before to rapidly develop business applications without code. As soon as you create a list in SharePoint Designer, you are presented with its settings page.
As you can see in Figure , the page is divided into the following sections, which you can customize: The List Information area contains the name and description you gave the list when you created it. These can be edited by clicking the Name and Description links.
This area also contains the following settings: When you click the Permissions for This List link, a browser window will open to the List Permissions Settings window. Permissions can be set only in the browser. Settings The Settings pane, shown in Figure , provides a place to set general and advanced settings for the list. Although most of these settings can also be set in the browser, there is one setting unique to SharePoint Designer: Hide from Browser.
SharePoint Designer allows you to hide a list from the browser with just one click. You can still access content in the list, but it is hidden from the navigational controls on the site. Settings pane. If you are not at the Contacts list settings, click Lists and Libraries in the Navigation pane and then click the Contacts list.
Click the Preview in Browser button on the Ribbon menu. The Contacts list opens in All Items view. Notice the Contacts list in the left navigational pane. Go back to your browser window and click the Home link in the breadcrumb. Notice that the Contact list does not appear in the Quick Launch. Click the All Site Content link.
Notice that the Contacts list does not appear in the lists collection. The page still navigates to the All Items view of the Contacts list. Browser Settings Although you can set various advanced settings in SharePoint Designer, such as versioning or content type management, there are some that you can set only in the browser for instance, audience targeting.
Managing Data Because this chapter is about using SharePoint to store data, you will use the same scenario throughout this chapter, building on it as you move through the different features available to you in SharePoint to manage data through lists. Using Content Types Whenever you create a new Microsoft Word document, it contains various properties. These properties for example, author, title, subject, keywords, and comments are used to describe the Word document. These fields and more are present in every Word document.
They are index fields that can be used for searching. In other words, they are the key fields to help locate the document during a search.
Furthermore, these same fields also appear in every other Microsoft Office application document. In SharePoint, a set of metadata about a piece of information is called a content type. Content types enable you to quickly replicate a set of site columns in a list or describe the properties of a document.
By using content types, you can keep your data organized and structured. Content types, by definition, define the data they are associated with.
Microsoft defines a SharePoint content type as the attributes of a list item, a document, or a folder. Each content type can specify the following: These include maintenance documents, repair instructions, schedules, and service contracts. Each type of document will contain the following common departmental key fields that will enable a search to find them faster: For example, a repair instruction would need the name of the piece of equipment to repair, and a service contract would have a start and end date.
How can we manage each type of information in the same library? SharePoint allows us to create individual content types, which inherit from a parent content type. So in our example, you could create a Department Document content type that contained all of the specific site columns, and then create individual content types for each type of content stored in the library, that would inherit its base fields from the Department Document content type.
So, if youwere to create a Service Contract content type, youwould set its parent as the Department Document and then add any additional site columns, such as Start Date and End Date, to make up a Service Contract content type. Once you have created all of the content types, you can then assign them to a list.
You can choose whether the content type will appear in the New menu in the list or library. You can do many things with content types, including these: For this exercise, you need to create a department list. To begin, you will create new departmental site columns and a content type called Department. For the Department content type, you want the following fields: Site columns.
So you will create new site columns to be used in the Department content type: In the Navigation pane, click Site Columns. The Create a Site Column dialog box opens, as shown in Figure Type RoutingCode no space between words in the Name field.
Type The Black Box Company mail routing code. Because this is the first site column you have created, you will create a new site column group.
Create a Site Column dialog box 5.
Click OK to save your new site column. You should now see the new site column created with its name highlighted. If the name is not highlighted, click once on the name, and then click Rename from the Ribbon menu or press F2. Add the space now between the words Routing and Code for display purposes. Click anywhere outside the Column Name field to quit editing. Click the Push Changes to List button on the Ribbon menu.
Click New Column and pick Person or Group. Type Manager for the name. Type Black Box Co. Department Manager in the Description box. Because you have already created the new group, select Black Box Company from the Existing Group drop-down list. Click OK to save. Now that you have the Manager column created, you need to configure it to provide the functionality you need. Make sure the Manager field is selected and then press the Column Settings button on the Ribbon menu.
The Column Editor dialog box opens, as shown in Figure Because you want this field to contain only manager contact information, change the Allow Selection Of option to People Only. In the Choose From section, click All Users. Column Editor dialog box Click the button labeled Push Changes to List to save your new site column.
Now that you have created the site column, you will create the new content type. In the Navigation pane, click Content Types. Type Black Box Company department content type. The parent content type is important because all content types inherit columns from their parents. Create a Content Type dialog box 6. Because you are creating your own custom content types, you want to organize them into your own group.
Press OK to save. You should now see your content type under the Black Box group. Click the Department content type. In the Customization pane, click Edit content type columns. Because of the architecture of SharePoint, some features are available only in the browser. If you select the Administration Web Page button on the Ribbon menu, you will see other features that are available to content types such as workflow settings and information management policy settings.
By being able to associate a workflow with a content type, you can ensure that business processes are initiated every time an item or document of that particular type is created. For example, you could require approval every time a new department is created. Associating an approval workflow with this content type would ensure that the requirement is met.
Other options available in the browser are the Information management policy settings. These settings can help you manage the information you store in SharePoint. Table lists the settings available. Information Management Policy Settings Policy Description Retention Schedules how content is managed and disposed of by specifying a sequence of retention stages.
If you specify multiple stages, each stage will occur one after the other in the order they appear on the settings page. Options available are as follows: Event options include the following: Document properties can be used in the label. Now that you have created the content type, you need to add the columns that will make up the content type.
You will use existing site columns and the ones you just created. In this exercise, you will add Site Columns to the Department Content Type that you created previously. Click the Department content type under the Black Box Company group heading.
You will use the Title field as the Department name and change the Display name later. The Site Columns Picker opens, as shown in Figure Sites Column Picker.
For this content type, you will use some fields from the Core Contact and Calendar Columns group. Find the Manager column under the Black Box Co. Click Add Existing Site Column. Do the same thing with the Routing Code column. For the comments section, use the Comments field from the Core Document columns. Type Comments in the search box to help you find the correct one. After you have added all the columns to the content type, click the Push Changes to Sites and Lists button.
Now that you have your content type created, it is time to create the Department list. For this exercise, you will create a new Department list based on the Department Content Type that you created. In the Navigation pane, click Lists and Libraries. Click Custom List from the Ribbon menu. If the settings window does not automatically open, click the name of the new list to open it. After the settings window comes up for your new Department list, you can begin to configure it.
Under Advanced Settings, also deselect the Allow Attachments check box. Now that you have created the list, you can add your custom content type. In the Content Types pane of the settings window, click the Add button. Select Department and then press OK to add the Department content type to the list.
Now you have three content types in this list. You need only one. Highlight the Folder content type and click the Delete button on the Ribbon menu. Highlight the Item content type and click the Delete button again. Remember, your Department content type is based on the Item content type. You have one more minor change to the list columns. Remember that you used the Title field as the Department name in your Department site collection.
Now that you have created a list, you can modify the column name to make it more descriptive. In the Customization pane, click the Edit List Columns link. Click the Title column name. It should go into Edit mode.
Type Department Name in the Column Name field.. Click outside the field to exit Edit mode. Edit the following column descriptions by highlighting the field name and clicking the Column Settings button. Column Name Description Location Example: Routing Code Example: Your Department list is now ready to use.
In a document library, the Name field is created and refers to the name of the file. The Title field is special in that it contains a drop-down context menu that you can use to work with individual list items. Browse to your site and look at the Department list.
Open a New Item form and notice the fields and their descriptions, as shown in Figure Go ahead and create a department list item and save it. New Item form. Calculated Columns The calculated column is able to display data that is calculated from data already included in the list. It uses formulas similar to Excel and Access. Calculated columns can contain functions, column references, operators, and constants, as well as IF statements.
Click the downloads option. In the Customization pane, click Edit List Columns. On the Ribbon menu, make sure the Add to Default View button is highlighted. You now want to create a currency column that will automatically calculate the total spent.
In the Column Editor that pops up, find the Quantity column name and select it. Click the Add to Formula button. Click the Price column and click Add to Formula. Your formula should look like Figure Calculated column Change the Data Type Returned drop-down list to Currency. Change the Number of Decimal Places drop-down list to 2. Set the Currency Format drop-down list to U.
Click the OK button. Click the Column Name and change it to Total Price. Close the list settings page and click the Preview in Browser button. Click the downloads link on the left Navigation and add a new download.
After you have added a few downloads, look at the All Items view of your downloads list. Notice that the total has been calculated automatically. Now, edit one of the list items. Change the price to something different. Click Save. The total price for that item updates..
Lookup Columns A lookup column is a Choice Column type that gets its values from another list. This makes lists more relational and allows you to use the same data in multiple lists without having to synchronize data manually. A lookup column stores a reference to its parent list item and not the actual data.
You will use the standard Issues list and then add a lookup column to the Department list. Name the list Repair Requests and click OK.