Definitions

• Collaboration – working together on team projects and sharing information, often through ad-hoc processes, to accomplish project goals.

• Document Management – structured way to manage and share documents through the use of versioning, metadata, profiles, workflows, search, and information management policies.

• Portal – a personalized user interface that brings together information from different line of business applications and other sources such as web sites or web services.

• Content Management – publishing and design processes for pages on portals or other web sites.

Functional Overview

• Navigation, Sites and Site Collection

• Lists, Columns. Views

• Versioning

• Notifications and List Emails

• Web Parts and Web Part Pages

• Personal Site and User Profiles

• Search

Definition: Site

Site:» stores lists of documents, events, tasks, discussions,

and many other types of information

» contains pages and web parts that provide access to information that is either stored within a site or in external locations

» controls access and defines permissions levels for users and groups within a site

» Initial configuration of lists, pages, and web parts constitutes a site template

Site: Illustration

Chemistry 101

Security

TEACHERS:

WebPart 1

Lucy Smith

Dave Green

Users

• Have full control

• Read all lists• Read only their own assignments• Contribute to class discussions

WebPart 3WebPart 2

LIST

SITE

Course Materials

(Document List Template)

PAGE

Student

Enrollment

Database

STUDENTS:

Bob Johnson

Nancy Noble

Calendar

(Events List Template)

Assignments

(Tasks List Template)

Class Discussion

(Discussion List Template)

Lab Inventory

(Custom List Template)

Definition: Site Collection

Team Site Template

Site Collection is a set of sites connected together. One site is the root site and rest are sub-sites.ABC SchoolABC School

Courses Student HistoryOfficial Docs

Math 20

Lab 2Lab 1

Chemistry 101 Blank Template

Records Repository Template

WIKI Template

Site Collection

Site Types

• Site creation page allows the user to select a site template which determines the site functionality and initial configuration of content on the site.

Definition: List

List:

» stores a collection of lists items

» specifies a set of columns (fields) that each list item will have

» has different ways to view list items by using sorting, filtering and grouping functions

» controls access and defines which permission levels users and groups will have within a list

Views

• View provides a representation of information in the list based on:

» Format:• Standard – a list of list items• Calendar – daily, weekly, or monthly calendar• Datasheet – editable spreadsheet• Gantt – relation of list items over time

» Columns: which columns are shown

» Query:• Sort• Filter conditions• Group by conditions• Item limit

Versions

• Every list in SharePoint supports versioning with any changes made to a list item resulting in a new version

• Library lists (document library, form library, etc) have enhanced version control that includes:

» Draft/Publishing model with major and minor versions

» Required check-out where the user can not edit the list item without checking it out first

Library Versions: Check in /Check Out

• In library lists, user with proper permissions can check out (lock) a document for editing and check in (unlock) that document once done editing.

• In non library lists, check out/check in is not available

Library Versions: Local vs. Server

• During check out, a user can place a document on the local computer using local drafts check box. Otherwise a document will stay on the server.

• Ability to edit a document offline and fast local saves instead of saves to the server (that can take a long time) are the advantages of using local drafts.

Library Versions: Required Check Out

• Required check out forces the user to check out a document before editing.

• If the required check out is on, document uploaded to a document library through a windows explorer view still have to be checked in.

Library Versions: Settings

• Users with proper permissions can turn various versioning settings in a list

Version History Page

• Users can see the property changes between versions

• Users with proper permissions can view, restore, delete and unpublish versions

Demo: Versioning in Document Libraries

Demo: Versioning

1. Edit a document without versioning turned on2. Check out, edit, and check in a document using

local drafts and on server options3. Examine “required check out “ option4. Turn on versioning (major versions) for a

document library5. Edit the document with versions turned on6. Examine version history page7. Examine the differences in list item versioning

Versions: Publish and Draft

• Major (publish) and minor (draft) version model closely matches the edit process in real world, where a person works on the document many times making a series of changes and finally publishes a major version for the public viewing

• Draft versions are only available in library lists

Versions: Content Approval and Draft Item Security

• Content Approval specifies whether changes to items should remain in a draft state until they have been approved.

• Approval takes place after a user publishes a major version of the document. Major version remains unpublished until it’s approved.

• User with proper permissions can specify which other users can view draft versions (minor versions and unapproved major versions).

Notifications

• Two main notification methods in SharePoint:» Alerts » RSS feeds

• Alerts give users an ability to be notified of list item or list events either when they occur or at a later time.» Users with proper permissions can create alerts for

other users.

• Each list has an RSS feed. User can subscribe to RSS feeds and track lists and list items on different sites using an RSS reader.

List Emails

• List can receive emails and store the contents of the email as well as attachments in the list

• User with proper permissions has to assign an email address to the list in the list settings

• If administrators enable integration with active directory, users will be able to search for all email-enabled SharePoint lists.

Web Part Pages and Web Parts

• Web Parts are ”web-based windows” that provide access to specific functionality

• Web Part Pages consist of web part zones in which web parts reside. There are several templates available for web part pages.

• Users with proper permissions can add, remove, move web parts on the web part page.

PAGE

WebPart 1

WebPart 3

WebPart 4

Web Part

Web Part Zone

WebPart 2

Web Part Properties

• Web parts have properties that store metadata about web parts. » Base properties control appearance and behavior

(title, height, width)» Custom properties, such as birthday or mailbox

name, help with implementation of desired functionality

• Properties can have shared or personal storage» Shared: changes affect all users» Personal: changes only affect logged in user

Standard Page vs. Publishing Page

• When editing Standard Web Part Page, the changes that the editor makes are visible to everyone else right away.

• When editing a Publishing Page, editors have a choice of keeping changes in the draft state which is not visible to others until editors publish the page.

• SharePoint stores Publishing pages in Pages system document library and uses versioning feature to control draft and publishing states.

Content Query Web Part

• Content Query Web Part enables content managers to aggregate content from different sources such as:

» Several lists on the same site» Lists on different sites» Lists across the entire site collection

• Query can include content types, filters, sorting, and grouping.

Personal Site/User Profile Purpose

• Personal site – a site collection dedicated for lists and documents of a particular user

• User Profile shows other users» person’s expertise» contact, organizational, and social networking

information

• One can find a user profile either by searching for it or by clicking on the link next to a document or an item that a person posted.

• Search syntax in SharePoint is the same as on desktop search or Microsoft Live search

• Phrases should be surrounded with quotation marks

• + and - characters allow users to filter out search results

example:

“SharePoint security” – results only with this phrase

–security – excludes the keyword

+security – keyword must be included

Search Syntax

• Property names and other special characters can be used as well

Search Syntax

example:

keyword site:http://training/courses/chemistry101 – only returns results from chemistry101 site

keyword -author:”Dave Green” – does not include results where Dave Green is the author