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

Microsoft®

SharePoint® 2010 Plain & Simple

Johnathan Lightfoot and Chris Beckett

Copyright © 2010 by Johnathan Lightfoot and Chris Beckett.

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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

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ContentsAcknowledgments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi

About This Book 1

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

What’s New and Improved in SharePoint 2010? 5

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

Getting Started with SharePoint Sites 13

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

Organizing and Managing Information 27

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

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List and Library Essentials 45

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

Working with Documents 69

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

Working with Media 95

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

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Using Information Management Policies 111

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

Organizing People and Work 127

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

Using SharePoint with Office 2010 143

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

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Collaborating with Blogs 163

Creating a Blog Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165Change Your Blog Picture and Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166Using Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Managing Blog Posts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171Managing Blog Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173Subscribing to a Blog RSS Feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175Using Desktop Blogging Tools to Publish Blog Posts . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Security Within SharePoint 2010 179

Understanding SharePoint Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180Adding People to Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181Creating Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183Granting Permissions to an Individual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184Breaking Inheritance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186Granting Access to Lists, Libraries, and Individual Items . . . . . . . . . . . . . . . . . . . . . . . 188Removing Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192Checking Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Using Personal Sites and Social Networking 197

Introducing My Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198Editing Your User Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199Uploading Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200Tracking Colleagues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204Updating Your Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Using Your Note Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

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Searching for Information 215

Introducing Search Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216Using Search Scopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Using Refiners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Setting Up Best Bet Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224Subscribing to Search Results as an RSS Feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226Using Advanced Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .231

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Acknowledgments

First and foremost I want to thank God for the blessings that have been given to me and my family .

Thank you to Microsoft Press and O’Reilly for giving me the opportunity to write this book . Writing a book requires the assistance and experience of a lot of people . Specifically, thanks to my editor Kenyon Brown, technical reviewer Troy Lanphier, copy editor John Pierce, illustrator Robert Romano, vendor coordinator Sumita Mukherji, and production editor Rachel Monaghan for being so patient and helpful throughout the process . Thank you to Mack Sigman with the Fed-eral SharePoint User Group (FEDSPUG); I could not have produced the screenshots or delved so deeply into the SharePoint 2010 platform so quickly without your help . Special thank you to Dux Raymond Sy for your words of encouragement and for making me rethink how things are done within the SharePoint platform .

Thank you to the U .S . Navy for taking a young man over 20 years ago and showing me that anything is possible as long as one is willing to work hard and adhere to the core values of honor, courage, and commitment . Go Navy, Beat Army! Also, thank you to all of my past colleagues and business users at Electronic Data Systems, Norwegian Cruise Line, and Hawaiian Telcom—each of you in your own special way helped me to become the person that I am today .

A really big thank you to my wife, Genevievette—thank you for the encouragement during the long nights and early mornings while working with the SharePoint platform and on this book . Without your sacrifices, commitment, and dedication, there is no way that I would be where I am today .

—Johnathan Lightfoot

In this section:

127

In this section:

Organizing People and Work

Microsoft SharePoint 2010 provides a number of list templates that can help you track and manage people and work . A

contacts list can help you track contact information for customers or partners . An issues list can help in tracking project risks, support incidents, or change requests for a product or service .

Many of these lists include special features specific to the type of list . A project tasks list can track dependencies between tasks and includes a Gantt view of task schedules . An events list includes a calendar view that can be used to track single or recurring meet-ings and can even provision a Meeting Workspace automatically .

SharePoint 2010 also has the capability to synchronize proj-ect tasks between a plan in Microsoft Project and a project tasks list, making it easier for project managers to get a bird’s eye view of an entire project, while team members can focus on just the tasks assigned to them .

In this section we show you how to create and configure SharePoint lists that you can use for tracking people and work . To create lists in SharePoint you need elevated permissions on a site . For the tasks in this section, we assume that you have created or have access to a SharePoint site with the appropriate permissions to create and manage lists . For information about creating sites, see “Creating a SharePoint Site Based on a Template” on page 15 .

9■■ Creating a Project Schedule with the

Project Tasks List

■■ Scheduling Events with the Calendar List

■■ Using the Issues List

■■ Enhancing Communication with the Discussion List

■■ Synchronizing Project Tasks with Microsoft Project

Creating a Project Schedule with the Project Tasks ListTwo core responsibilities of any project manager are to manage a project schedule and coordinate and track tasks across a proj-ect team . One of the most popular and universal approaches to handling this work is to use a Gantt chart, which combines a list of tasks with a calendar view .

SharePoint 2010 provides a special type of list called Project Tasks that combines the capabilities of a standard task list with a Gantt chart that displays task start and end dates and shows task progress based on the percentage-complete value of the task .

Create a Project Task List

1 Click More Options on the Site Actions menu .

2 In the Create dialog box, do either of the following:

• Click List and/or Tracking in the Filter By list .

• Type Project Tasks in the search box, and click the search icon .

3 Click Project Tasks .

4 Type a name for your list .

5 Click Create .

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128 Creating a Project Schedule with the Project Tasks List

Add a Project Task

1 Browse to the Project Tasks list . (See “Create a Project Task List” on page 128 .)

2 Click the Items tab under List Tools on the ribbon .

3 Choose Task from the New Item menu .

4 Enter task information .

5 Click Save .

If a task does not appear in the Gantt chart area of the Project Tasks view, the task start date and end dates have not yet been scheduled . For a task to appear on the Gantt chart, it must have an assigned date range .

Tip

Predecessor tasks tie the completion of one task to the completion of a previous task . The Gantt chart displays lines with terminating arrows to show dependencies between tasks .

Tip

A Summary Task allows you to group and manage related tasks in a folder . Try creating a Summary Task from the New Item menu, opening the Summary Task folder, and then add-ing tasks to the summary task .

Try This!

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Creating a Project Schedule with the Project Tasks List 129


Update Multiple Tasks with the Datasheet

1 Click the List tab under List Tools on the ribbon .

2 Click Datasheet View .

3 Click a cell to edit the value . Repeat this step to change the values of additional cells . Changes are saved automatically when you finish editing a cell .

The Standard view for a project tasks list splits the content display area between a datasheet and a Gantt chart, which are sepa-rated by a slider . Using the Datasheet view allows you to hide the Gantt chart to provide more room for editing task items .

Tip

The Datasheet view includes a progress bar in the lower-right corner that shows activity when the datasheet is saving information to the server . On slower network connections you might receive a warning when you leave the Datasheet view if changes are still being saved .

Tip

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Zoom the Gantt View


2 Select a task row by clicking the row header column .

3 Click Scroll To Task .

4 Select either of the following to adjust the Gantt chart’s scale:

• Zoom In to show a smaller time increment on the scale

• Zoom Out to show a larger time increment on the scale

The Scroll To Task command brings a selected task into the Gantt chart view area .

Tip

Drag the slider to the left or right to increase or decrease the display area of the Gantt chart .

Try This!

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Creating a Project Schedule with the Project Tasks List 131


Configure Task Columns

1 Choose Configure Columns from any column menu

2 In the Configure Columns dialog box, you can perform any of the following steps:

• Hide or display a column by select-ing or clearing the check box next to the column name .

• Move a column up or down in the display order by selecting the column and clicking Move Up or Move Down .

• Change the display width of a column by updating the column width value

3 Click OK to save and apply your changes .

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Scheduling Events with the Calendar ListA SharePoint 2010 calendar list provides a convenient way for everyone on a project team to keep track of important mile-stones, project meetings, and other events . A calendar list provides daily, weekly, and monthly views and provides many

features similar to the calendar in Microsoft Outlook . Calendar lists can even be connected to Outlook and viewed side by side or overlaid with other calendars .

Create a Calendar List




• Type Calendar in the search box, and click the search icon

3 Click Calendar .


5 Click Create .

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Scheduling Events with the Calendar List 133


Switch Calendar Views

1 Click the Calendar tab under Calendar Tools on the ribbon .

2 In the Scope group, do any of the following to change the scope of the calendar view:

• Click Day to see events for a single day .

• Click Week to see events for an entire week .

• Click Month to see events for a cal-endar month .

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134 Scheduling Events with the Calendar List

Schedule a Meeting

1 Click the Calendar tab under Calen-dar Tools on the ribbon .

2 Click Day .

3 Select the date of the meeting from the mini-calendar .

4 On the Day view, drag from the start time to the end time to set the dura-tion of the meeting .

5 Click Add .

6 Enter your meeting details .

7 Click Save to add the meeting to the calendar .

The Description field supports rich-text for-matting . You can use the formatting toolbar to format titles and create bulleted and num-bered lists .

Tip

You can also schedule recurring meetings . Try creating a status meeting that recurs every week for five weeks by selecting Make This A Repeating Event when you create a calendar item .

Try This!

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Scheduling Events with the Calendar List 135


Using the Issues ListAn issues list is a great tool that can be used for tracking many types of issues, including software defects, customer support calls, and project risks . Issue lists also let you track related

issues and can be used to track activity through an append-only comments field .

Create an Issues List




• Type Issue Tracking in the search box, and click the search icon

3 Click Issue Tracking .


5 Click Create .

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136 Using the Issues List

Configure Issue Categories


2 Click List Settings .

3 Scroll down the List Settings page to locate the Columns section .

4 Click the Category column to display column settings .

5 Update the choice list to include the categories you want to track .

6 Click OK to save your updated categories .

When you edit the category choices, the first item in the list becomes the default value for the column . Update this value if it is not the appropriate default .

Tip

Any choice for a column in a list can be cus-tomized by using the procedure described in this task . Try repeating the steps in this task to also customize the choices for the Issue Status and Priority columns .

Try This!

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Using the Issues List 137


Enhancing Communication with the Discussion ListA discussion list provides the ability to track an initial request or comment, as well as all the replies to that post. This type of tracking is referred to as a threaded conversation or a discussion.

You can use multiple discussion lists to support the fea-tures of a typical forum, or you can customize a discussion list

with a category column to track all discussions related to a spe-cific topic.

Discussion lists can also be connected to Outlook and used to archive e-mail. The contents of e-mail messages are converted to posts, and messages that share the same subject line are automatically added as replies to the original post.

Create a Discussion List

1 Click More Options on the Site Actions menu.


• Click List and/or Collaboration in the Filter By list.

• Type Discussion Board in the search box, and click the search icon.

3 Click Discussion Board.

4 Type a name for your list.

5 Click Create.

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138 Enhancing Communication with the Discussion List

Start a Discussion Thread

1 Select your discussion list in the Quick Launch bar .

2 Click Add New Discussion .

3 Type a title and a body for the discus-sion item .

4 Use the Editing Tools tab to apply styles or insert objects into the body of your post .

5 Click Save .

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Enhancing Communication with the Discussion List 139


Reply to a Discussion Thread

1 Click the Subject link .

2 Click Reply .

3 Add your comments to the body of the item .

4 Click Save .

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140 Enhancing Communication with the Discussion List

Synchronizing Project Tasks with Microsoft ProjectMicrosoft Project is a popular project management application that is part of the extended Microsoft Office family . It provides project managers advanced capabilities for managing and reporting on project schedules, resources, and budgets .

A common challenge of using Microsoft Project is keeping a project plan up to date with the task progress being accom-plished across the team .

SharePoint 2010 and Microsoft Project 2010 now provide an integration feature that allows project schedules created in Project to be synchronized with SharePoint project tasks lists . Synchronization is two-way, allowing task progress to be updated in SharePoint and read back to the master Microsoft Project file .

The columns that are synchronized can be custom-ized, allowing only some or all of the project task fields to be included .

There are a number of limitations concerning the integra-tion to be aware of:

• Tasks in Microsoft Project must be manually scheduled . Auto-scheduled tasks are not supported, and tasks are flagged for manual scheduling whenever a synchroni-zation is performed .

• Tasks in Microsoft Project that contain subtasks are represented as folders in SharePoint 2010 and are referred to as summary task items. Summary task items do not automatically roll up progress indicators of tasks contained within them . Summary task progress fields are updated whenever the project tasks list is synchronized with Microsoft Project .

To perform the following tasks, you must have Microsoft Project 2010 installed on your computer .

Sync with a Tasks List

1 Run Microsoft Project 2010 .

2 Select Share from the File menu .

3 Click Sync With Tasks List .

4 Enter the URL to the site hosting your project tasks list .

5 Select Validate URL .

6 Select the Project Tasks list to syn-chronize this project plan with .

7 Click Sync .

7

2

3

6

5

4

Synchronizing Project Tasks with Microsoft Project 141


Manage Synchronization Fields

1 Select Share from the File menu .

2 Click Sync With Tasks List .

3 Click Manage Fields .

4 Click the Project Field column for any optional synchronization field . Fields that are disabled are required fields and cannot be managed .

5 Select a Project Field to synchronize with . Microsoft Project by default includes a number of Text fields (numbered Text1 through Text30) that can be used to map to columns in the project tasks list .

6 Click OK .

7 Click Sync to refresh the Microsoft Project columns in SharePoint .

The Save To SharePoint command requires Microsoft Project Server 2010, which is built on SharePoint 2010 .

Caution

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5

4

2

13

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142 Synchronizing Project Tasks with Microsoft Project

231

Index

charting Web Parts 231

Index

AAbout This Blog area, 166accessing content types, 35accessing SharePoint sites, 14Access (Microsoft), opening SharePoint

lists in, 160accounts, SharePoint Workspace 2010, 161actions, workflow stage, 124Active Directory groups, 180Activity Stream, adding links to, 146Add A Retention Stage option, 125Add Comment section (blogs), 173Add From Existing Site Content Types

option, 93Additional Column Settings section, 33Add SharePoint Tags And Notes tool,

210–211administrators

SharePoint, 112, 155site collection, 115

Adobe Photoshop, 102advanced search features, 229Advanced Search group, 219Advanced Settings (content types), 37, 75Advanced Settings (General Settings

group), 92All Content search scopes, 219Allow Management Of Content Types

option, 92All Site Content link, 116, 122, 124All Site Content option, 24Anniversary site column (example), 32Apple iTunes, 102Approval Workflow (example), 41

archiving Outlook e-mails in SharePoint, 149–150

asset librariesconnecting to Microsoft Office, 104creating, 98customizing for Keywords and

Metadata, 99uploading files to, 103

Asset Picker in SharePoint 2010 Server, 97Assets Web Database template, 15Assign Document IDs function, 84associating document templates with

content types, 37–38associating workflows with libraries, 38–39Attach File button (ribbon), 49attachments, e-mail, 149attributes, content type, 36auditing policies, 112–115Available Key Filter Fields list, 101

BBackup and Restore, improvement of, 9bar codes

document, 120–123inserting in documents, 122–123

Basic Meeting Workspace template, 15Basic Search Center, 216Basic Search Center template, 15Basic Text group, 177best bets (searching), 224–225bidirectional data synchronization,

159–161Blank Meeting Workspace template, 15Blank Site template, 15blog sites

Blog templates, 15Blog Tools menu, 171, 172, 174, 176categories, creating/editing, 169–170

changing blog picture, 166–167comments, managing, 173–174creating from SharePoint profiles, 165defined, 163design of, 164editing descriptions, 168posts, creating/publishing, 171–172posts, publishing from Microsoft Word,

176–177RSS feeds, subscribing to, 175

broadcasting PowerPoint presentations, 154–155

Broadcast Slide Show (PowerPoint), 154browsing

Browse button, 167, 204site columns, 32

built-in workflows, editing, 39Business category (blog sites), 169business connectivity services, 6Business Intelligence Center template, 15Business Intelligence content types, 29

Ccalendar lists

connecting to Outlook, 147creating, 133scheduling meetings, 135switching views, 134

calendarscopying/moving SharePoint items to

Outlook, 148overlaid view, 148

categories, blog site, 169–170Change Media menu, 108Change Picture command (blogs), 166Charitable Contributions Web Database

template, 15charting Web Parts, 8

232 checking documents in/out

checking documents in/out, 78–81child sites, 31Clear Filter From option, 62clip art, 177coauthoring support, 7Code 39 standard (ANSI/AIM BCI-1996,

Code 39), 120colleagues, tracking (My Site), 204–207color themes, site, 23columns, configuring task

task, configuring, 132comments

in checked-in documents, 78managing (blogs), 173–174

configuringdocument ID settings, 84document sets options, 90–91issue categories, 137PowerPoint broadcast sites, 155task columns, 132

connectingAccess and SharePoint, 160asset libraries to Microsoft Office, 104calendar lists to Outlook, 133, 147, 149Connect To Office menu, 144Connect To Outlook feature, 147discussion lists to Outlook, 138SharePoint libraries to Microsoft Office,

144–147contacts

Contacts Web Database template, 15lists, 127

contentadding note to content on external

sites, 213Content tab (My Profile), 165creating notes on from within

SharePoint, 210–211expired, 124placeholders, 105

site content, viewing, 24uploading to Personal Documents

library (My Site), 202–203uploading to Shared Documents library

(My Site), 200–201content types

accessing, 35Content Organizer content type, 29customizing document templates with,

37–38defined, 28–31inspecting, 36managing, 35–36modifying document templates for,

74–75Phone Call Memo content type

(example), 36Contribute permission level, 181copying

calendar items to Outlook, 148documents between libraries, 87–88slides to PowerPoint presentations, 153

corporate policies re blogging, 165Create dialog box

issues lists, 136Project Tasks, 128Site Actions menu, 98, 133

Create Document Workspace function, 87customizing

blog sites, 166columns in lists, 137Customize The Welcome Page option,

91custom Send To locations function, 88discussion lists, 138document templates, 72–75document templates with content

types, 37–38Search Centers with Web Parts, 216synchronized columns, 141

DDatasheets

Datasheet view, 61updating multiple tasks with, 130

Day view (calendars), 135Decision Meeting Workspace template, 15default document library, 72deleting

blog comments, 174blog site categories, 170libraries, 47list columns, 57list items, 51lists, 47Quick Links, 146

descriptionsblog site, 168Description field (calendars), 135of slides, creating, 152

designDesign permission level, 181Design tab (Picture Tools), 166Design tab (Table tools), 159

desktop blogging tools, 176–177Details Pane (Organize Layout menu), 102Digital Asset content types, 29Digital Asset manager, 6discarding checked-out documents, 80discussion lists

adding Outlook e-mail messages to, 149–150

Discussion List template, 149fundamentals, 138–140

displaying checkout status on document library view, 78

document librariescopying/moving documents between,

87–88

files 233

creating, 70–71Document Library Settings, 151enabling document sets on, 92–93modifying templates for, 72–73requiring document checkouts on, 81view, displaying checkout status on, 78

documentschecking in and out, 78–81copying moving documents between

libraries, 87–88customizing templates with content

types, 37–38document barcode policies, 120–123Document Center template, 15Document content types, 29document label policies, 116–119Documents tab, 76, 79, 80, 85document workspaces, creating, 20Document Workspace template, 15drag-and-drop management of, 94enabling document bar codes, 120–121inserting bar codes in, 122–123inserting labels in, 118–119libraries of, 37routing, 38saving to SharePoint sites, 145–146tracking with IDs, 82–86uploading multiple, 76–77

document setsconfiguring options, 90–91creating, 94defined, 89enabling on document libraries, 92–93Site Collection Features, enabling, 89

document templatesmodifying for content type, 74–75modifying for document libraries, 72–73

Download A Copy option (files), 87drafts, saving blog posts as, 171

drag-and-dropdocument management, 94interface (Internet Explorer), 76

Drag Files And Folders Here area, 76

Eediting

Begin IDs field, 84blog comments, 174blog posts in Word, 176blog site categories, 170blog site descriptions, 168built-in workflows, 39colleague information (My Site), 206Editing Tools (Ribbon), 106, 139, 168Edit Page option (Site Actions menu),

106image properties, 102list column settings, 56list items, 50My Site user profiles, 199Quick Links, 146site columns, 34

e-mailarchiving with discussion lists, 138E-mail A Link function, 87Outlook e-mails, archiving in

SharePoint, 149–150enabling

document bar codes, 120–121document ID service, 82–83document labels, 116–117document sets on libraries, 92–93Enable Auditing check box, 112Enable Retention check box, 125Enterprise Keywords, 99expiration policies, 124–125Metadata Navigation, 100–101

Publishing Infrastructure feature, 96SharePoint Server Publishing feature, 97Site Collection Features, 89

Enterprise Keywords, enabling, 99Enterprise Search Center, 216Enterprise Search Center template, 16enterprise search function, 8Enterprise Wiki template, 16events

defined (stages), 124scheduling with calendar lists, 133–135

Excel, Microsoftautomatic data refresh in, 158Excel Services, 9exporting SharePoint lists to, 158importing/exporting lists to, 156SharePoint document libraries and, 143tables, exporting to SharePoint, 159

expiration policies, 124–125expired content, 124exporting

SharePoint lists to Excel, 158tables from Excel to SharePoint, 159

external sites, adding note to content on, 213

FFAST Search Center, 216favorites

adding SharePoint Tags and Notes tool to, 212

SharePoint Site, 144feed readers (RSS clients), 175fields, managing synchronization, 142files

tagging with Windows Explorer, 102uploading multiple with Internet

Explorer, 76

234 files

files (continued)uploading multiple with Windows

Explorer, 77uploading to asset libraries, 103

filteringFilter By menu, 71lists, 62list views, 67

Find By Document ID Web Part, 86folders

creating, 52–53Folder content types, 30

Format Text (Editing tools), 168formatting toolbar, 135Full Control permission levels, 54, 181

GGalleries menu, 74Gantt

charts, 128–129, 131views, zooming, 131

General Settings group, 81, 100granting access

to individual list items, 190–191to lists/libraries, 188–189

granting individual permissions, 184–185groups

Group Work content types, 30Group Work Site template, 16to organize links by library type, 146security . See security groups

Iicon for checked-out documents, 79–80IDs, document

configuring settings, 84enabling service, 82–83Find By Document ID Web Part, 86locating on documents, 85

illustrationsasset libraries, creating, 98auditing, enabling, 112–113Audit reports, viewing, 114–115bar codes, inserting in documents,

122–123best bet results, 224–225blog comments, managing, 173–174blog pictures/descriptions, changing,

166–168blog posts, creating/publishing,

171–172blog posts, publishing from Word,

176–177blog RSS feeds, subscribing to, 175blog site categories, creating/editing,

169–170blog sites, creating from SharePoint

profiles, 165blog sites, design of, 164calendar lists, connecting to Outlook,

147content types, accessing, 35content types, inspecting, 36Digital Assets library, 6discussion lists, 138–140discussion lists, adding Outlook e-mail

messages to, 149–150

document bar codes, enabling, 120–121document labels, enabling, 116–117document libraries, creating, 70–71document library view, displaying

checkout status on, 78documents, checking in/out, 78document sets, 89–93document templates, customizing with

content types, 37–38document templates, modifying for

content types, 74–75document templates, modifying for

libraries, 72–73document workspaces, creating, 20Enterprise Keywords, enabling, 99expiration policies, enabling, 124–125exporting Excel tables to SharePoint,

159exporting SharePoint lists to Excel, 158granting access to individual list items,

190granting access to lists/libraries, 188group site permissions, removing, 194importing spreadsheets to SharePoint,

156–157individual permissions, granting,

184–185interface for customizing themes, 9labels, inserting in documents, 118–119libraries, associating workflows with,

38–39list columns, adding validation rules to,

58list columns, creating, 54–55list columns, deleting, 57list column settings, editing, 56

importing 235

list items,adding, 48list items, editing, 50list items, organizing with folders, 52–53lists, adding Project Tasks to, 129lists, adding validation rules to, 60lists, creating, 46lists/libraries, deleting, 47lists, sorting, 61list views, creating, 63–64list views, filtering, 67list views, selecting, 65list views, sorting, 66Metadata Navigation, enabling,

100–101My Site, opening, 198My Site Web site, 10notes on content, creating from within

SharePoint, 210–211Outlook, copying/moving calendar

items to, 148permissions, checking, 195–196PowerPoint presentations, broadcasting,

154–155PowerPoint presentations, copying

slides to, 153Project Task lists, creating, 128Publishing Infrastructure feature,

enabling, 96publishing slides from PowerPoint, 152Quick Launch bar, turning off, 22Quick Links, adding to SharePoint sites,

144refiners, using, 223ribbon user interface, 8rules, adding to search scopes, 222running workflows, checking status of,

43

saving documents to SharePoint sites, 145

saving sites as templates, 25scheduling events with calendar lists,

133–135Search Centers, accessing and searching

with, 218search features, advanced, 229search results as RSS feed, 226search scope, adding rules to, 222search scopes, creating, 220–221security groups, adding people to, 182security groups, removing people from,

192Send To locations, 87–88SharePoint assets from Microsoft Office,

using, 104–105SharePoint lists, opening in Access, 160SharePoint pages, adding media to,

106–109SharePoint Server Publishing feature,

enabling, 97SharePoint Site Quick Links, managing,

146SharePoint sites, accessing, 14SharePoint slide libraries, creating,

150–151SharePoint Tags and Notes tool, adding

to favorites, 212SharePoint Workspace, 11SharePoint Workspace 2010 accounts,

161site columns, browsing, 32site columns, creating, 33site columns, editing, 34site columns, opening, 31site content, viewing, 24

sites, changing color theme of, 23sites, changing title/description of, 21slide libraries, creating, 150–151,

151–152storing declared records, 7syncing to SharePoint Workspace, 162tagging/uploading media files, 102–103task columns, configuring, 132Team Site template, creating sites based

on, 18Team Site templates, locating items on,

19tracking colleagues (My Site), 204–207tracking documents with document IDs,

82–86updating multiple tasks with

Datasheets, 130updating personal status (My Site), 208uploading content to Personal

Documents library (My Site), 202uploading content to Shared

Documents library (My Site), 200uploading multiple files with Internet

Explorer, 76uploading multiple files with Windows

Explorer, 77user profiles, editing (My Site), 199viewing colleague status (My Site), 209viewing notes in My Site, 214viewing search feeds, 228workflows, starting, 42zooming Gantt views, 131

importingImport To Windows SharePoint Services

List dialog box, 157spreadsheets to SharePoint, 156–157

236 individual permissions

individual permissionsdefined, 181granting, 184–185

information management policiesauditing policies, 112–115document barcode policies, 120–123document label policies, 116–119expiration policies, 124–125overview, 112

insertingbar codes in documents, 122–123Insert tab (Ribbon), 105, 177labels in documents, 118–119pictures from SharePoint, 106–107pictures/video into PowerPoint, 105videos with Media Web Parts, 108–109

inspecting content types, 36Internet Explorer

uploading multiple files with, 76viewing search feeds in IE 8, 228

issues lists, 127, 136–137Issues Web Database template, 16items

Items tab (List Tools), 129list . See list items

KKeep The Source Presentation Format

option (slides), 153Keywords, Enterprise . See Enterprise

Keywords, enabling

Llabels

document label policies, 116–119inserting in documents, 118–119

Launch Blog Program To Post (Blog Tools menu), 176

librariesasset, creating, 98associating workflows with, 38–39connecting SharePoint to Microsoft

Office, 144–147creating, 46deleting, 47document, 37granting access to, 188–189Library Settings button, 124Library tab, 77, 81, 88, 99Library Tools (Ribbon), 72, 79, 144, 145,

146Library Tools tab, 40permissions to create in SharePoint, 97settings, 88, 99

Limited Access permission level, 181links

adding Quick Links to SharePoint sites, 144

editing and organizing in custom groups, 146

SharePoint linked Outlook calendars, 148list columns

adding validation rules to, 58–59creating, 54–55customizing synchronized, 141deleting, 57settings, 137settings, editing, 56sorting multiple, 61

list itemsadding, 48deleting, 51editing, 50granting access to individual, 190–191organizing with folders, 52–53

listsadding validation rules to, 60–61calendar, 133–135permissions to create and manage, 97creating, 46creating in SharePoint, 127defined, 45deleting, 47discussion, 138–140exporting to Excel from SharePoint, 158filtering, 62granting access to, 188–189importing/exporting to Excel, 156issues, 136–137List content types, 30list scalability/management, 9List Settings, 48List Settings button, 124list templates, 127List Tools (Ribbon), 160Project Tasks . See Project Tasks listsSharePoint, opening in Access, 160sorting, 61syncing task lists with Microsoft Project,

141tab, 137

list viewscreating, 63–64filtering, 67selecting, 65sorting, 66

logs, workflow, 41

MMail (Outlook Explorer menu), 149Make This A Repeating Event option

(calendars), 135

Outlook, Microsoft 237

managingcontent types, 35–36Manage Comments (Blog Tools menu),

174Manage Posts (Blog Tools menu), 172site columns, 31–34

Markup Styles (Format Text), 168[Me] variable (filtering), 67Media Player in SharePoint 2010 Server, 97media sharing

adding media to SharePoint pages, 106–109

asset libraries, 98keywords and metadata, 99–101Media Web Parts, inserting videos with,

108–109Publishing Infrastructure feature,

enabling, 96SharePoint Server Publishing feature,

enabling, 97tagging/uploading media files, 102–103using SharePoint assets from Microsoft

Office, 104–105meetings

Meeting Workspaces, 20Multipage Meeting Workspace

template, 16scheduling with calendar lists, 135

Members security group, 181menus

Blog Tools, 171, 172, 174, 176Change Media, 108Filter By, 71Galleries, 74New Document, 94Organize Layout, 102Personal Navigation, 165Send to, 87Site Actions, 31, 35

Social Tools, 173Upload Document, 76

metadataimage files and, 95Metadata Navigation, enabling,

100–101MetaWeblog API, 176Microsoft Access services, 6Microsoft Office

2007, 119, 1232010, inserting document labels in, 1182010 Professional Plus, 143, 161connecting asset libraries to, 104

Microsoft Outlook . See Outlook, MicrosoftMicrosoft Project

Site template, 16synchronizing project tasks with,

141–142Microsoft SharePoint Designer 2010, 21,

39Microsoft SharePoint Workspace, 11Microsoft Silverlight, 46Microsoft Visio services, 7Microsoft Word

Microsoft Word Automation Services, 11

publishing blog posts from, 176–177SharePoint document libraries and, 143

movingcalendar items to Outlook, 148documents between libraries, 87–88

Multipage Meeting Workspace template, 16

multiple columns, sorting, 61multiple documents, uploading, 76–77multiple files, uploading, 103multiple list columns, filtering, 62multiple list items, deleting, 51My Pictures folder, 102

My Siteadding colleagues to, 204–205defined, 197editing colleague information, 206Host template, 16Note Board, 210–212opening, 198overview, 198removing colleagues, 207updating personal status, 208uploading content to Personal

Documents library, 202–203uploading content to Shared

Documents library, 200–201user profiles, editing, 199viewing colleague status, 209viewing notes, 214Web sites, 10

NName And Type section (site columns), 33Named Range option (Excel), 157Navigation pane, 105New button, 73New Document menu, 94Note Board, 210–211

OOffice Web Apps, 154Organize Layout menu, 102Other category (blog sites), 169Outlook, Microsoft

connecting calendar lists to, 133connecting discussion lists to, 138connecting SharePoint calendar lists to,

147

238 Outlook, Microsoft

Outlook, Microsoft (continued)document sets and, 94e-mail, archiving in SharePoint, 149–150moving SharePoint calendar items to,

148subscribing to SharePoint lists/libraries

with, 143viewing search feeds in, 228

overlay mode, 147Owners security group, 181

Pparent sites, 31–32Pending approval status (blog posts), 172PerformancePoint Services, 10permissions

breaking inheritance, 186–187checking, 195–196checking for users, 196to create and manage lists, 97to create lists in SharePoint, 127to create public views, 64to enable services, 89granting individual, 184–185individual, defined, 181permission level, defined, 181Permissions And Management Group,

99removing group site permissions, 194on Site Collection site, 115to enable services, 83to work with list columns, 54

Personal category (blog sites), 169Personal Documents library (My Site), 200Personalization Site template, 16Personal Navigation menu, 165Phone Call Memo content type (example),

36

photosPhotos pop-up, 167user profile, 167

pictureschanging blog, 166–167inserting from SharePoint, 106–107inserting into PowerPoint, 105

placeholderscontent placeholders, 105placeholder images, 166

posts, managing blog, 171–172PowerPoint, Microsoft

broadcasting presentations, 154–155inserting pictures/videos into, 105PowerPoint Broadcast Center template,

16presentations, copying slides to, 153publishing slides from, 152SharePoint document libraries and, 143sharing slides with SharePoint slide

library, 150–153predecessor tasks, 129predefined site columns, 32, 55prefixes, new document ID, 84Priority column (issue lists), 137profiles, SharePoint, 165Projects Web Database template, 16Project Tasks lists

adding Project Tasks, 129configuring task columns, 132creating, 128defined, 127updating multiple tasks with

Datasheets, 130zooming Gantt view, 131

propertiesediting image, 102Property Query search scopes, 219

public views, permissions to create, 64

publishingblog posts, 171–172blog posts from Word, 176–177publishing Infrastructure feature,

enabling, 96Publishing Portal template, 16Publishing Site template, 17Publishing Site with Workflow template,

17slides from PowerPoint, 152

QQuick Launch bar

Categories link on, 170discussion lists in, 139limitations of, 24turning off, 22

Quick Linksadding to SharePoint sites, 144editing, 146managing SharePoint site, 146–147menu, 146

Quick Styles, 177

RRange Of Cells option (Excel), 157ratings, enabling in slide libraries, 151read-only databases, recognizing, 7read-only data connections, 159Read permission level, 181Really Simple Syndication (RSS) . See RSS

feedsrecords

management of, 7Records Center template, 17

Recycle Bins, 51

SharePoint 2010 239

red asterisks, defined, 49refiners

defined, 216using, 223

Refresh button, 117removing . See deletingreplying to discussion threads, 140reports, viewing Audit, 114–115Reset All Document IDs function, 84resizing . See also sizing

blog pictures, 166Retention page, 124ribbon interface, 8rich-text formatting, 135routing documents, 38RSS feeds

blog feeds, 175subscribing to, 175subscribing to search results as,

226–228rules

adding to search scopes, 222list column validation, 55validation, 58–59, 60–61

running workflows, checking status of, 43

Ssaving

blog posts, 171documents to SharePoint sites, 145–146Save As Draft function (blogs), 171–172Save To SharePoint command

(Microsoft Project), 142sites as templates, 25

schedulingevents with calendar lists, 133–135meetings with calendar lists, 135

scopes, search, 219–222Scroll To Task command, 131Search Centers

accessing and searching with, 218creating, 217overview, 216Search Dropdown group, 219search scopes, 219–222

searchingadvanced search features, 229best bets, 224–225subscribing to results as RSS feed,

226–228viewing search feeds in IE 8, 228viewing search feeds in Outlook 2010,

228Windows 7 search, 8

security groupsadding people to, 181–182creating, 183granting access to individual items,

190–191granting access to lists/libraries,

188–189granting individual permissions,

184–185overview, 180permission inheritance, breaking,

186–187permissions, checking, 195–196removing people from, 192–193removing site permissions of, 194

selectingdocuments, 85list views, 65

servicesenabling document ID, 82–83enabling document sets, 89

sets, document . See document sets

settingsAdditional Column, 33Advanced Settings (content types), 37,

75Advanced Settings (General Settings

group), 92column, 137configuring document ID, 84Document Set, 90General Settings group, 81, 100Information Management Policy, 112,

117, 121Library, 40, 81, 88, 99list, 137list column, editing, 56Metadata and Keywords, 99Metadata Navigation, 100Name And Type (site columns), 33Require Check Out, 81Site, 31, 35, 82Versioning, 81Workflow, 40

Shared check box (content type properties), 91

Shared Documents library (My Site), 200Shared Documents (Quick Launch bar),

144, 146SharePoint 2010

connecting libraries to Microsoft Office, 144–147

Datasheet view, 160exporting Excel tables to, 159importing Excel tables into, 157importing spreadsheets into, 156–157improved functionality of, 8inserting pictures from, 106–107lists, exporting to Excel, 158lists, opening in Access, 160new functionality in, 6–8

240 SharePoint 2010

SharePoint 2010 (continued)SharePoint 2010 Plain & Simple book

overview, 1–4Workspace, 11, 161

SharePoint Server 2010content publishing features in, 96live streaming audio/video and, 108Publishing feature, enabling, 97

SharePoint sitesaccessing, 14adding Quick Links to, 144based on templates, 15–18Quick Links, managing, 146–147saving documents to, 145–146

sharing PowerPoint slides with SharePoint slide libraries, 150–153

Show Group section (site columns), 33side-by-side mode, 147Silverlight, Microsoft, 46Site Actions menu, 70, 82, 89site administrators, 14Site Collection Administration group, 84,

96, 114, 220Site Collection features, 83Site Collection site, permissions on, 115site columns

Anniversary site column (example), 32browsing, 32creating, 33defined, 28editing, 34opening, 31predefined, 55

Site Content Types, 37, 90sites

changing color theme of, 23changing title/description of, 21creating based on Team Site template, 18

Quick Launch bar, turning off, 22removing group permissions for, 194saving as templates, 25viewing content of, 24

Site Settings, 82slides

copying to PowerPoint presentations, 153publishing from PowerPoint, 152slide libraries, creating, 150–151slide shows, broadcasting, 154–155Tell Me When This Slide Changes

option, 153SmartArt objects, 177social computing, 10Social Meeting Workspace template, 17Social Tools menu, 173sorting

lists, 61list views, 66multiple columns, 61

Special content types, 30spreadsheets, importing to SharePoint,

156–157stages, workflow, 124Standard view (Project Tasks), 61, 130starting workflows, 42Status column (issue lists), 137styles, applying to discussion thread posts,

139subscribing

to blog RSS feeds, 175to search results as RSS feed, 226–228

subtasks (Microsoft Project), 141summary tasks (Microsoft Project), 129, 141synchronizing

Excel table data with SharePoint, 159project tasks with Microsoft Project,

141–142Sync To SharePoint Workspace function,

162

Ttables

exporting from Excel to SharePoint, 159Table Range option, 157

tabsBlog Post (Ribbon), 177Calendar, 135Content (My Profile), 165Design (Picture Tools), 166Documents, 76, 79, 80, 85Editing Tools, 139Insert, 106Insert (Ribbon), 105, 177Items (List Tools), 129Library, 72, 77, 81, 88, 99Library Tools, 40List, 137

tabular formatted data, importing, 157tagging files with Windows Explorer, 102tags

creating from Quick Links, 146purpose of (metadata fields), 95Tag Profile pages, 8Tags And Notes group (Documents tab),

211tasks

synchronizing with Microsoft Project, 141–142

task columns, configuring, 132Team Discussion lists, 149Team Site template

creating sites based on, 18defined, 17locating items on, 19

Tell Me When This Slide Changes option, 153

zooming Gantt views, 131 241

WWeb Address search scopes, 219Web Parts

charting, 8customizing Search Centers with, 216Find By Document ID, 86

Windows 7operating system, 102search function, 8

Windows Explorertagging files with, 102uploading multiple files with, 77

Windows Live, 154Windows Live Photo Gallery, 102Windows Live Writer, 176Windows Media Player, 102Windows PowerShell, 9Windows tree view, 22Windows Vista operating system, 102Word, Microsoft . See Microsoft Wordworkflows

Approval Workflow (example), 41associating with libraries, 38–39checking status of running, 43defined, 39stages, 124starting, 42

workspacesdocument, 20Meeting, 20SharePoint Workspace, 11

Zzooming Gantt views, 131

userschecking permissions for, 196user profiles, 167user profiles, editing (My Site), 199

VValidate URL option, 141validation rules

adding to list columns, 58–59adding to lists, 60–61defining, 55

versioningenabling, 80settings, 81

videosinserting into PowerPoint, 105inserting with Media Web Parts,

108–109viewing

Audit reports, 114–115blog comments, 174colleague status (My Site), 209content of sites, 24notes (My Site), 214View All Site Content function, 72, 85View dialog box (document IDs), 85View Only permission level, 181

viewsDatasheet, 130Standard (Project Tasks), 130switching calendar list, 134zooming Gantt, 131

Visio 2010, 39Visio Process Repository template, 17Visitors security group, 181Visual Studio 2010, 39

templatesasset libraries, 98document, customizing with content

types, 37–38list templates, types of, 127modifying for document libraries, 72–73saving sites as, 25SharePoint sites based on, 15–18workflow, 41

Text fields (Microsoft Project), 142themes

changing color of, 23overview, 9

threads, discussion, 138, 139–140thumbnail images, asset libraries and, 98Title columns (lists), 57tracking

colleagues (My Site), 204–207documents with document IDs, 82–86issue tracking, 136

tree view, Windows, 22

Uupdating

multiple tasks with Datasheets, 130personal status (My Site), 208

uploadingcontent to Personal Documents library

(My Site), 202–203content to Shared Documents library

(My Site), 200–201files to asset libraries, 103multiple documents, 76–77Upload Document menu, 76

URLs, adding to SharePoint locations, 146

About the AuthorsJohnathan Lightfoot is the President/CEO of TechForce, Inc ., a Microsoft partner company, and has been involved with IT for over 20 years . He has worked in various roles, including Help Desk, Level II and III Desktop Support, and Windows and AS-400 Server Administration and Develop-ment . Companies he is fortunate to have worked for in the past include Electronic Data Systems, Hawaiian Telcom, and Norwegian Cruise Line (yes, he actually worked on the ships) . However, the best experiences he has had were during his nine years serving in the United States Navy .

Johnathan is a Microsoft Certified Trainer (MCT) who specializes in SharePoint 2010, MOSS 2007, WSS 3 .0, and Office 2007 and 2010 technologies, along with providing soft skills training for orga-nizations . Due to his background, he is often called upon by federal and state agencies during the rollout phase of SharePoint deployments to provide training (beginner, intermediate, and advanced) and to assist end users, power users, and site administrators with user acceptance, as well as to serve as the translator between end users and IT departments . He is certified as an MCT, MCDST, MCAS 2007, and MCPS (Microsoft Online Services) .

Johnathan is from Miami, Florida, originally, but grew up in Mesquite, Texas; he has lived and worked literally around the world . He currently lives in Columbia, Maryland, with his super-terrific wife, Genevievette, and daughter, Giavrielle .

Chris Beckett is a Microsoft Certified SharePoint Master, with 20 years of business solutions expertise; six years of dedicated SharePoint solutions consulting experience; thousands of hours of knowledge acquisition, training, and professional development; and a deep expertise with SharePoint technologies . He is an active SharePoint community participant and writes a SharePoint-focused blog . He is also a frequent speaker at user group and industry events .

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

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