Microsoft(R) SharePoint(R) 2010 Plain & Simple

[Pages:42]Microsoft?

SharePoint? 2010 Plain & Simple

Johnathan Lightfoot and Chris Beckett

Copyright ? 2010 by Johnathan Lightfoot and Chris Beckett.

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This book expresses the authors' views and opinions. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor their respective resellers or distributors, will be held liable for any damages caused or alleged to be caused either directly or indirectly by such information.

Acquisitions and Developmental Editor: Kenyon Brown Production Editor: Rachel Monaghan Copy Editor: John Pierce Editorial Production: Octal Publishing, Inc. Technical Reviewer: Troy Lanphier Indexer: Ron Strauss Compositors: Ron Bilodeau and Nellie McKesson Illustrator: Robert Romano

This book uses OtabindTM, a durable and flexible lay-flat binding. 978-0-735-64228-7

[2012-04-13]

This book is dedicated to my daughter, Giavrielle Sarahannah Lightfoot. Do know that this book and all that I do, I do for you.

--Johnathan Lightfoot

Contents

Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi

1

About This Book

1

No Computerspeak! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 A Quick Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 A Few Assumptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 A Final Word (or Two) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2

What's New and Improved in SharePoint 2010?

5

New Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Improved Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3

Getting Started with SharePoint Sites

13

Understanding Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Creating a SharePoint Site Based on a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Locating Items on a Team Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Working with Workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Changing a Site's Look and Feel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Viewing Site Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Saving a Site Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

4

Organizing and Managing Information

27

Managing Site Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Managing Content Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Customizing Document Templates with Content Types . . . . . . . . . . . . . . . . . . . . . . . . 37 Working with Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

v

5

List and Library Essentials

45

Creating and Deleting Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Adding, Editing, and Deleting List Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Organizing Items with Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Working with List Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Using List and Column Validation Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Sorting and Filtering Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Working with List Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

6

Working with Documents

69

Managing Documents with a Document Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Customizing Document Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Uploading Multiple Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Checking Documents In and Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Tracking Documents with Document IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Using Send To Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Introducing Document Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

7

Working with Media

95

Getting Started with Media Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Introducing the Asset Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Organizing with Keywords and Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Tagging and Uploading Media Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Using SharePoint Assets from Microsoft Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Adding Media to a SharePoint Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

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8

Using Information Management Policies

111

Getting Started with Information Management Policies . . . . . . . . . . . . . . . . . . . . . . 112 Using Auditing Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Adding a Document Label Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Working with a Document Barcode Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Setting an Expiration Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

9

Organizing People and Work

127

Creating a Project Schedule with the Project Tasks List . . . . . . . . . . . . . . . . . . . . . . . 128 Scheduling Events with the Calendar List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Using the Issues List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Enhancing Communication with the Discussion List . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Synchronizing Project Tasks with Microsoft Project . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

10

Using SharePoint with Office 2010

143

Connecting SharePoint Libraries to Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Connecting a SharePoint Calendar to Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Archiving Outlook E-Mail in SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Sharing PowerPoint Slides with a Slide Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Broadcasting a PowerPoint Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Importing and Exporting Lists to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156 Connecting Access and SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Introducing SharePoint Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Contents vii

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