PowerPoint Presentation

SharePoint Publishing 101Becky BertramOwner, Savvy Technical SolutionsSharePoint MVP, Microsoft Certified Trainer, MCTS, MCSD, MCPD, MCITP

What are some things that SharePoint does well?1

Web Content ManagementWCM focuses on the presentation of online textual and graphical content.

For this presentation were ignoring document management, connections to back-end data sources, social networks, etc. The focus of SharePoint publishing sites is on WCM. SharePoint Publishing sites are used for both external/public-facing sites, as well as for Intranet sites.2

"Newspaper Story" 1950 Encyclopaedia Britannica FilmsAbridged from its full versionhttp://www.youtube.com/watch?v=G8cCS3o62iI

What are some of the parts of the publishing process you saw in the film? Which do you think transfer to the electronic age?3

Tasks Involved in the Publishing ProcessWriting the contentEditing the contentEditing the content for grammar and spellingChecking a proof/draft versionApprovingContributing images to the storyDeciding what goes on the front page

People Involved in the Publishing ProcessPaperSharePointWriterContributorCopy EditorApproverCity EditorApproverProof ReaderApproverPhoto Lab TechnicianGraphic DesignerPress Room TechniciansSharePoint Farm AdminNewspaper EditorSharePoint Site Collection Admin

Publishing Site CollectionA site collection is a tree of sites. A subsite is a site within that tree of sites. For instance, your site collection might have a URL of http://www.site.com/. You might keep all your news articles in a subsite called News, with a URL of http://www.site.com/News.A subsite can contain subsites. For instance you might have a Company News subsite inside your News subsite. It might have a URL like this:http://www.site.com/News/CompanyNewsSharePoint has various site templates. To create a WCM-focused site, you typically create your site collection using the Publishing Portal template.Thats why we call it a Publishing site.

The Publishing Process

Step 1: Decide on ContentWhat kind of page do I want to create? News story? Department homepage? Product detail page? About Us page?What are the pictures I want on the page?Will I be linking to any documents from this page?Is there anyone I need to talk to get extra resources (such as images or documents) created?

Step 2: Upload Dependent ContentA library is a SharePoint term for a location to store electronic documents within a site collection.Different libraries typically hold different kinds of documents. An Image Library typically stores images and videos, while a Document Library stores documents such as Word, Excel, and PDF files, etc.A Publishing site collection has a Site Collection Images library and a Site Collection Documents library in the top level site. These are used for storing documents used throughout the site collection.Each subsite has its own Images and Documents libraries. These are used for storing items relevant for that particular subsite.

Step 3: Create your PageWhere do you want to create your page?A page gets created in whatever subsite youre in when you create the page.What do you want your pages URL to be?All web pages you create go inside a library called Pages. Thus, your physical URL will always have this formula:SiteCollectionURL + Web Hierarchy URL + /Pages/ + Page URLhttp://www.site.com/AboutUs/BoardOfDirectors/Pages/JohnSmith.aspxWhat is the title of the page?This will show up in site navigation as well as on the page.

Step 4: Choose a Page LayoutA content type describes the kind of page youre creating.News article: Title, Article Date, Byline, Page Content, Image, CaptionProduct: Title, Image, Thumbnail Image, Product NumberEach kind of content could have more than one visual presentation on the page.Article with Image on LeftArticle with Image on rightArticle with No ImageProduct with Large ImageProduct with Thumbnail ImageEach visual presentation is called a page layout.

Step 5: Add Content to Your PageAdd text, images, and hyperlinks to your pageYou might also add web parts to your page. A web part is a discrete unit of functionality that can be dropped on a page.Youll use the SharePoint ribbon to format your content, just like you would if you were using other Office products.You can preview what your page will look like.If you want your page to become visible on the site at a particular day and time, or disappear from the site at a particular moment, you can set that, too.

Step 6: Check in Your PageBy default, pages can be checked out and check in. If you have a page checked out, no one else can see the changes you are making.By default, pages have minor and major versioning.A minor version is a decimal number, such 1.1A major version is a whole number, such as 2.0A page that has been checked in but still has a minor number is considered a draft.It can be seen by other authors, but not end users.Once a page has been approved, its incremented to the next whole number

Step 7: Approval and Go LiveOnce you feel your page is ready to be published, you submit it for approval.By default, people who are members of the SharePoint Approvers group can approve the page.Serial vs. ParallelAll users in group vs. group approvalOnce the page has gone through all stages of approval, its live on the site.

Notice that in the movie, there were at least 3 editors: the one who chose the pictures, the copy editor, and the proof editor. In SharePoint, you can have multiple stages of approval, too.14

Demo: Creating and Approving a Page

Understanding NavigationNavigation is dynamically generated based on your site hierarchy and your publishing pages.In SharePoint 15, navigation is built using the Managed Metadata Service. This means the navigation is built using keywords, and is not tied so much to a pages location in the site collection hierarchy.The global navigation refers to the top nav. This navigation is usually static, in the sense that every page has the same items at the top of the page.The current navigation refers to the navigation on the side of the page (usually on the left) that is contextual, meaning it changes based on a users location in the site.

Modifying the NavigationLinks in the navigation (both global and current) are based on the pages and/or subsites in your site collection hierarchy.For example, you have a subsite called Products with various kinds of Product pages inside it.In SharePoint 15, you can alternatively build a navigation structure, then tag different pages so they will show up at that location in the hierarchy. For example, you create a term in your navigation structure called Product, then you tag all the pages you want to show up in that node with the Product keyword.This provides a way for navigation to not be tied to physical location.There are security implications as to how you structure your site collection. Security needs do not always mirror taxonomy needs.

Understanding Dynamic QueriesIn Web 1.0, if you wanted a link to a new Web page, you had to work with 2 pages: the new page you created, and then the page that contained the link. Broken links resulted when the location of the new page changed, or the page was deleted.By generating dynamic queries, your content will dynamically change based on the publication of new content. Theres no need to ever hard code a link to another page if you can retrieve it dynamically.Example of this is displaying the 5 most recent news articles on the homepage of your site.Query results can have their look and feel modified

SharePoint 2010 Content Query Web Part

Look and feel controlled by modifying XSL style sheet(s)

SharePoint 15 Content SearchSame idea as Content Query, but queries the search index instead of the SQL database where the content is storedBetter performance, but not live data; query triggers immediate indexing, however. (MS special sauce)Look and feel modified by display templates

Understanding Master PagesAllows the construction, and later modification, of common page elements in a central location. Often times the page header, top navigation, side navigation, and footer are included in the master page.The Master Page is built using HTML and Cascading Style Sheets (CSS).Designers can build Master Pages that dont look like a typical SharePoint site.Can be built by developers using Visual Studio and deployed by site administrator.In SharePoint 2010, can be built using SharePoint DesignerIn SharePoint 15, can be built in another design tool and uploaded to SharePoint.

SharePoint 15 Design ChangesYou can import a design packageYou can pick a pre-installed look, much like you could pick a theme for a blog or similar public site.

Examples of Publishing Sites on the WebKroger.comEnergizer.comRecovery.govVolvoCars.comSwiss.com (Swiss Air)Calphalon.comFor a larger list, check out http://www.topsharepoint.com/category/top-sites

Advanced TopicsMulti-lingual sitesContent DeploymentMetadataSearchPerformance and Caching

ResourcesBooksWrox SharePoint Six-in-OneChapter 9 is an intro to WCM in 2010Wrox SharePoint 2007 Web Content ManagementOnlineWeb content management in SharePoint Server 2010http://technet.microsoft.com/en-us/sharepoint/ff601874.aspxSharePoint 2010 for Internet sites implementers' coursehttp://technet.microsoft.com/en-US/sharepoint/hh126807

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