IntroductionWelcome| 00:04 | Hi! I am Simon Allardice and welcome to
SharePoint 2010 Essential Training.
| | 00:09 | In this course, we are going to
dive deep into exploring SharePoint's
| | 00:12 | features and benefits.
| | 00:14 | We'll see how to create SharePoint
sites and work with Site Collections, handle
| | 00:18 | Office integration, security and
permissions, and even explore advanced features
| | 00:23 | like document management
and business intelligence.
| | 00:26 | We're going to go beyond just what you
need to get started with SharePoint and
| | 00:29 | really get to grips with this technology.
| | 00:32 | SharePoint is huge and it
can take time to really learn.
| | 00:36 | But when you choose correctly,
it makes your life easier.
| | 00:40 | If you're looking for SharePoint to
help grow your business, help you or your
| | 00:43 | colleagues work together, or maybe
you've just heard that you're supposed to
| | 00:47 | know this thing called
SharePoint, you're in the right place.
| | 00:50 | SharePoint is one of the fastest-
growing products that Microsoft has ever had,
| | 00:54 | and it's becoming more important
every day to know how to work with it.
| | 00:58 | Now you may have had some exposure to
SharePoint already, but I'm going to start
| | 01:02 | from the very beginning.
| | 01:03 | So I expect no SharePoint knowledge,
but you should be familiar with the
| | 01:07 | Microsoft Office products, things
like Word and Excel and Outlook.
| | 01:11 | So with that, let's begin with
SharePoint 2010 Essential Training.
| | Collapse this transcript |
|
|
1. SharePoint 101What is SharePoint?| 00:00 | Most people find it hard to wrap their
head around SharePoint and you might be
| | 00:04 | one of those people.
| | 00:05 | Perhaps you've been playing with this
thing called SharePoint for a while and
| | 00:08 | you don't really get it yet, you're
waiting for that one simple description,
| | 00:11 | that one simple sentence that
will suddenly make it all make sense.
| | 00:15 | Now you won't get that one sentence
from me, because SharePoint isn't a
| | 00:18 | simple thing to explain.
| | 00:20 | That's because SharePoint isn't one thing.
| | 00:22 | SharePoint is not a program. It's a platform.
| | 00:25 | It's a collection of many very
different products and technologies, all wrapped
| | 00:29 | up and given a name.
| | 00:31 | And from one perspective, learning
SharePoint is like learning Microsoft Office.
| | 00:35 | You don't. You don't really learn Office.
| | 00:38 | You learn Word then Excel,
then Outlook and so on.
| | 00:41 | And in the same way you don't just
learn SharePoint. It's a massive, massive set
| | 00:46 | of solutions of different
things you can do with this platform.
| | 00:49 | And with every version of SharePoint,
Microsoft has added more and more to it.
| | 00:53 | When you learn the different things it
does, you'll pick and choose your own
| | 00:56 | combinations, the things
that are meaningful to you.
| | 00:59 | However, it is a little different,
because SharePoint is a server product.
| | 01:03 | You don't install SharePoint
on your own desktop or laptop.
| | 01:06 | It's installed on your backend systems and
shared across your network. You connect to it.
| | 01:12 | Now there are some associated programs
that can install on your desktop, things
| | 01:16 | like SharePoint Designer and SharePoint
Workspace, though you don't always need them,
| | 01:21 | because the most common ways
you'll talk to SharePoint are either using a
| | 01:26 | Microsoft Office program-- Office loves
SharePoint and the feeling is mutual-- or
| | 01:30 | just by opening up a web
browser to talk to SharePoint.
| | 01:34 | But if you are new to this, it still
doesn't tell you much. Okay, it's big.
| | 01:38 | It's installed on a server, but what does it do?
| | 01:41 | Well, Microsoft talks about
SharePoint is having six different areas.
| | 01:46 | Sites, Communities, Content, Search,
Insights and Composites, but that's not all
| | 01:51 | that helpful yet. This is
jargon, this is SharePoint speak.
| | 01:55 | Sure, we know what these words mean,
but these are terms that don't really make
| | 01:59 | sense in a product until
we've gone a little deeper.
| | 02:02 | So what I'd like to do is give you
my version of this, that first off
| | 02:07 | SharePoint makes websites.
| | 02:09 | SharePoint makes websites.
| | 02:12 | It's a massive website engine.
| | 02:14 | You tell SharePoint I need a website. Bang!
| | 02:17 | You have one. Make another,
bang! You get another.
| | 02:21 | You don't need special programs.
| | 02:22 | You don't need to be a web designer.
| | 02:24 | You don't need to be a programmer.
| | 02:25 | What are those websites?
| | 02:27 | Well, one might be a website just for you.
| | 02:30 | Another could be a website for your
team, another could be a website for your
| | 02:34 | company, another could be a website
for the world to see, and you might be
| | 02:38 | involved in creating these websites or
you might just use SharePoint sites other
| | 02:43 | people have made, but SharePoint makes websites.
| | 02:47 | Now unlike most websites out there on
the Internet where you just read them,
| | 02:51 | most websites that SharePoint makes
are designed for you to be a contributor,
| | 02:54 | to change them, to edit them, to join in,
and that takes us to the second principle.
| | 03:01 | SharePoint helps you work with other
people, and maybe that's just you and one
| | 03:06 | other person working on a Word document at
the same time. SharePoint can let you do that.
| | 03:11 | Perhaps you want a company-wide Wikipedia or
knowledge base, easily editable by a hundred people.
| | 03:17 | SharePoint can do that too.
| | 03:19 | It can give you shared calendars, it can
give you shared task lists, discussion boards.
| | 03:23 | SharePoint will do all of this.
| | 03:25 | It keeps track of immense amounts of
content and can let you know when things change.
| | 03:30 | The idea of collaboration is built
into this thing and that's because you're
| | 03:34 | able to take all the content that
makes up your organization's day-to-day
| | 03:37 | operations, documents, spreadsheets,
presentations, agendas, images, audio,
| | 03:43 | video even databases and take all of it
and upload it all into SharePoint.
| | 03:48 | And that's because SharePoint gives you a place
to put your content, a place to put your stuff.
| | 03:54 | Instead of saving it in local folders
or on a network share driver, or emailing
| | 03:59 | back and forth to people,
you put it all into SharePoint.
| | 04:02 | That's where it goes.
| | 04:04 | Some of that content can be in places
where it's super controlled, monitored,
| | 04:08 | audited, available to just a few people,
where you can only put certain types of
| | 04:12 | content. Another part could be a free-
for-all dumping ground, if you want that.
| | 04:16 | You could put everything in there.
| | 04:18 | And this doesn't add drag to your system.
| | 04:20 | You continue to work
seamlessly the way you used to.
| | 04:23 | You are simply saving everything in
SharePoint rather than on your own drive.
| | 04:27 | You create a document on your desktop,
Bob makes an update to it on a meeting in
| | 04:31 | his laptop, Alex accesses it later on a
mobile device, without worrying about how
| | 04:35 | it gets from one to the other.
| | 04:37 | You can even edit it
within the web browser itself.
| | 04:41 | It's all in SharePoint.
| | 04:43 | Now obviously after a while, we can
end up with a lot of stuff and a lot of
| | 04:47 | people working together on that stuff.
| | 04:49 | Well, the danger is it
that we can't find anything.
| | 04:52 | So the next part of
SharePoint is dealing with search.
| | 04:55 | SharePoint lets you search your stuff.
| | 04:57 | It's got a massive super
smart search engine built into it.
| | 05:01 | This is not some tacted-on afterthought.
| | 05:02 | It's an excellent and complex search
engine that not only allows you to search
| | 05:06 | your own content in multiple ways, it
will let you search people, and it will do
| | 05:11 | this whole securely, so no one gets
access to anything they shouldn't. Now, all of
| | 05:16 | these things would be
useful, but not compelling,
| | 05:19 | if you could still only work with your
content in the old conventional ways, but
| | 05:23 | in the next part, Insights, SharePoint
helps you bring all your information
| | 05:28 | together and not just bring it together,
but bring it together to understand it
| | 05:32 | better, to organize and make sense
of immense amounts of content, taking
| | 05:36 | different kinds of things,
spreadsheets and blogs and business intelligence
| | 05:41 | systems, and presenting it
in a way that make sense.
| | 05:44 | In advanced situations you're going to
be building dashboards and scorecards
| | 05:49 | and Visio diagrams automatically updated in
real-time with information inside SharePoint.
| | 05:55 | If you're watching this, whatever
your job is, you are almost certainly
| | 05:58 | a knowledge worker.
| | 05:59 | You're paid to use your brain, not to
do manual labor, and that means you make
| | 06:03 | decisions and that means you need
to data, not buried in 10 different
| | 06:07 | locations, but right there combined
the way you want it in front of your face.
| | 06:12 | SharePoint helps you bring
that information together.
| | 06:16 | And when all of that isn't enough,
SharePoint helps you build on top of itself.
| | 06:21 | No platform, no program, no operating
system can know exactly what you need.
| | 06:26 | So SharePoint has fantastic
capabilities to be extended.
| | 06:30 | It's meant to be extended and customized,
and you don't have to be a programmer.
| | 06:34 | Using programs like SharePoint
designer and in Visio you can build custom
| | 06:39 | workflows and forms without code, and if
you do know code, you can do even more.
| | 06:44 | And SharePoint can also talk to your
legacy applications and databases.
| | 06:47 | It can read their data and allow you to have
access to view and use it within SharePoint.
| | 06:52 | Always controlled, always secured.
| | 06:55 | Now if all this seems like a lot,
you're absolutely right and the attitude to
| | 06:59 | take more than anything,
| | 07:01 | SharePoint is not a program.
| | 07:03 | It's not a solution to a problem.
| | 07:06 | It is a platform that you will use to
build a hundred solutions to a hundred
| | 07:10 | different problems, and that's why it
can be hard to wrap your head around it,
| | 07:14 | because it's different for you
than it is for anyone else.
| | 07:18 | But SharePoint makes websites.
| | 07:20 | It helps you work with other people.
| | 07:22 | It gives you a place to put your stuff.
| | 07:24 | It gives you a way to search all that stuff.
| | 07:26 | It helps you bring it together and
understand it better and it helps you
| | 07:30 | build and extend it.
| | 07:31 | Now many of these pieces are deep
enough that you could spend months with them
| | 07:35 | and never see everything.
| | 07:36 | You might end up living in the Site section,
building a public website with SharePoint.
| | 07:41 | You might live in the Composite
section, building workflows or applications
| | 07:44 | on top of SharePoint.
| | 07:45 | You might live in Insights, building
dashboards and scorecards to understand
| | 07:50 | your information better, or you might
just save some of your documents into
| | 07:55 | SharePoint and use it when you need it.
| | 07:57 | It's all good, but by the time you're
done with the next few hours, you'll have
| | 08:01 | seen enough of all the major features to
know if you want to go deeper and when
| | 08:06 | you do, the best ways to do it.
| | Collapse this transcript |
| SharePoint roles| 00:00 | There is one key thought to
keep in mind as we go forward.
| | 00:03 | That using SharePoint is a very
different experience depending on your role.
| | 00:07 | And there are three key roles.
| | 00:09 | Three ways that most people will
interact with SharePoint and I'm not talking
| | 00:13 | here about things like systems administration.
| | 00:16 | the people who install and maintain
SharePoint. I am talking about what you do
| | 00:19 | when you actually have SharePoint.
| | 00:21 | You can interact with it as a reader.
| | 00:24 | You can just read, read content
that other people have created.
| | 00:27 | Then there is the idea of being a
contributor. Yes, you can read but you can
| | 00:31 | change things, you can take part.
| | 00:33 | Now this is the most common role
in SharePoint. After all it's all
| | 00:37 | about collaboration.
| | 00:39 | But then there's the idea of full
control. Being an owner not a contributor.
| | 00:44 | Yes, you can read and you can change
things, but you can also decide what exists.
| | 00:50 | In SharePoint, this might mean that you
create sites, you enable features, you
| | 00:54 | work with the organization of
what exists in your SharePoint farm.
| | 00:58 | You're building solutions that use
this platform and you often help other
| | 01:02 | people, contributors, get what they need.
| | 01:05 | Now if I were just talking about how
to get started with SharePoint, I'd be
| | 01:10 | focusing on the contributor role,
| | 01:12 | the most common role.
| | 01:14 | But in this course, we're going to
behave as if we have the owner role, having
| | 01:17 | full control, and that means you
get all the rest of the stuff too.
| | 01:21 | Now you won't always be an owner, and
being an owner doesn't mean you have full
| | 01:26 | control over everything.
| | 01:27 | You might just own one part, but the
owner role is a good role to assume,
| | 01:32 | because it brings the right attitude to
SharePoint of an active role, not just a
| | 01:36 | passive interaction, because SharePoint
shouldn't be viewed as a solution that
| | 01:42 | you just use, but a platform
that you build your solutions on.
| | 01:46 | And when you're an owner you need to be
aware of what the contributors might be
| | 01:50 | doing with what you're going to create.
| | 01:53 | So there may be features that you're
not that interested in, but when you think
| | 01:57 | about it, you realize other people will be.
| | 01:59 | So keep that in mind going forward,
and we'll see how to interact with
| | 02:02 | SharePoint in all of these roles.
| | Collapse this transcript |
| Accessing SharePoint| 00:00 | One of your first questions should be this.
| | 00:02 | What are you going to use when
learning how to do all the SharePoint stuff?
| | 00:06 | Well, what I'm fully expecting is
that you already have an existing
| | 00:10 | SharePoint 2010 server installation
that someone else has already installed
| | 00:15 | that you can play with.
| | 00:16 | What that means is I am expecting
right now you could open up a web browser
| | 00:21 | and type in the address of a SharePoint
site that you know you already have access to.
| | 00:27 | That could be a really long address.
| | 00:30 | It could be a really short address.
| | 00:31 | It could be a .com address.
| | 00:33 | It could be an internal server name.
It doesn't matter, and whether the site that
| | 00:37 | you see looks anything like the one
I'm looking at now, whether it looks
| | 00:40 | completely different,
| | 00:41 | that doesn't matter either.
| | 00:43 | But I'm expecting that you can
already go to SharePoint 2010 site, and if
| | 00:47 | you can, that's great.
| | 00:48 | We will start from there.
| | 00:49 | But what if you don't?
| | 00:51 | Well, to properly learn SharePoint,
you are of course going to need access to
| | 00:55 | a SharePoint server.
| | 00:56 | Now, the response I often get from
people is "well, can I just quickly go
| | 01:00 | ahead and install it?"
| | 01:01 | And unfortunately not, if you
think you can just quickly install
| | 01:05 | SharePoint, you're mistaken.
| | 01:06 | This is one of the most complex
products you could ever dream of installing.
| | 01:10 | It requires a database.
| | 01:12 | It's usually integrated with a lot of
backend systems like your mail server and
| | 01:16 | your existing user directory.
| | 01:18 | And I am not going to go into
SharePoint installation at all in this course.
| | 01:23 | Installing SharePoint would be a
completely separate course all in itself.
| | 01:27 | Now, many companies actually
provide commercial SharePoint hosting.
| | 01:32 | If you search for the phrase SharePoint
Hosting, you will find out a whole bunch
| | 01:35 | of different solutions including
Microsoft themselves who provide this.
| | 01:39 | If you don't have a SharePoint store together
yet, you might want to take a look at these.
| | 01:43 | I'm recording this course in May 2010.
| | 01:45 | This is right at the release date of
SharePoint 2010, and that means when I
| | 01:49 | search for SharePoint hosting, I'm
seeing a lot of results for the old
| | 01:53 | version of SharePoint,
| | 01:54 | SharePoint 2007, which is not what I want.
| | 01:57 | But as SharePoint 2010 becomes more
popular, as we move through 2010 and 2011,
| | 02:02 | this will of course change.
| | 02:03 | But what if you want your very own SharePoint
server to experiment with? Can you do that?
| | 02:08 | Well, yes, absolutely you can, if you
want to spend the time to get it set up.
| | 02:13 | Now a very common method for
this is to have a virtual machine.
| | 02:17 | A self-contained machine within a machine.
| | 02:19 | You can create one yourself or even use
somebody else's. So I am going to go
| | 02:23 | out to microsoft.com/downloads, and see
if they have anything, because Microsoft
| | 02:32 | actually often has pre-created
virtual machines that can be downloaded.
| | 02:36 | So I am going to search for
the phrase SharePoint VM here.
| | 02:40 | I actually have two results.
| | 02:42 | You want to pay
attention to any results you see.
| | 02:44 | Again, this is going to depend on the
time that you search for this and what
| | 02:48 | month and what year you're in.
| | 02:49 | I'm seeing the 2010 IW or Information
Worker Demo VM (RTM) and Information
| | 02:56 | Worker Demo VM (Beta).
| | 02:57 | And I can tell just from the dates that the
one in May is really the one I'm interested in.
| | 03:01 | This is the released to
manufacturing or the final shipped version of
| | 03:05 | SharePoint in May 2010.
| | 03:08 | This is a virtual machine that
Microsoft has created that you could actually
| | 03:11 | download for, as it says ,evaluating and
demonstrating Office 2010, SharePoint
| | 03:17 | 2010 and Project Server.
| | 03:18 | Now, this is a huge and complex download.
| | 03:21 | This is nearly 20 GB for you to
download and yes, I did say gigabytes.
| | 03:25 | There are about 20 different 700
MB downloads that you have to do.
| | 03:30 | I don't want to belittle the idea of
how complex it is to set up a virtual
| | 03:35 | machine and the actual requirements
just for setting this one up, if you take a
| | 03:39 | little look at what you get here, is
that those two different virtual machines,
| | 03:44 | one that has a Windows Server 2008 on
Exchange and the other machine has all
| | 03:49 | sorts of different things on it.
| | 03:50 | SQL Server, Office Server,
Visual Studio, SharePoint Server, Fast
| | 03:54 | Search, Project Server.
| | 03:56 | These machines themselves have to actually
be installed on a Windows Server 2008 R2 box.
| | 04:03 | So that means you can't just put
them on a say a Vista or a Windows 7
| | 04:08 | machine even, because you have
to use Hyper-V, which is Microsoft's
| | 04:12 | Virtualization software.
| | 04:13 | Now, if at this point you're thinking, "oh
good, Lord, I don't want to mess with all this."
| | 04:17 | "Do I have to do this just
to work with SharePoint?"
| | 04:19 | No, absolutely you don't. Again, my
assumption is that someone else has already
| | 04:24 | installed the software that you can use,
but if you really are needing to look
| | 04:29 | into SharePoint and set something up,
and have your own servers to play around with,
| | 04:33 | you might want to take a
look at the virtual server solution.
| | 04:36 | Whatever happens, you need to be
able to open up a browser and go to a
| | 04:40 | SharePoint site in order for much of
this course to make sense and in order for
| | 04:44 | you to have hands-on experience with SharePoint.
| | Collapse this transcript |
| The SharePoint product line| 00:00 | There is no product just called SharePoint.
| | 00:03 | You can't go and buy and install SharePoint.
| | 00:06 | That's just a useful phrase that describes
several different products and technologies.
| | 00:11 | So what actually is installed?
| | 00:14 | Well, we start with a product
called SharePoint 2010 Foundation.
| | 00:17 | This is actually free and can be
downloaded and installed on a Windows server.
| | 00:22 | It's the foundation of SharePoint.
| | 00:23 | It's the engine of SharePoint, the
core of SharePoint, and there are a lot of
| | 00:27 | features that you'd find in
SharePoint 2010 Foundation.
| | 00:30 | However, most large organizations
are going to use a product called
| | 00:34 | SharePoint Server 2010.
| | 00:36 | SharePoint Server 2010 includes
everything that you find in the Foundation
| | 00:41 | edition of SharePoint.
| | 00:43 | In fact, SharePoint Server
2010 comes in two editions.
| | 00:46 | The Standard edition and the Enterprise edition.
| | 00:50 | SharePoint server 2010 Enterprise
includes SharePoint Server 2010 Standard,
| | 00:54 | includes SharePoint 2010 Foundation.
| | 00:57 | We're going to cover all of these
editions in this course, beginning with
| | 01:01 | Foundation and moving up.
| | 01:03 | I'll explain when I'm using each one.
| | 01:05 | Now, you might be wondering, well,
how do I know which one I have?
| | 01:08 | The easiest way is just ask
the people who installed it.
| | 01:11 | Well, there are ways to tell by
looking, but you need to do a process of
| | 01:15 | elimination, because if you see a
Foundation feature it doesn't prove you don't
| | 01:20 | have server, just that you're
looking at a Foundation part of it.
| | 01:23 | So we will begin with the core
features found in Foundation and then we will
| | 01:26 | see how to build on those to do
more with Sthe erver Standard and Server
| | 01:30 | Enterprise edition.
| | Collapse this transcript |
|
|
2. Core SharePoint Sites: Team SitesWhat is a team site?| 00:00 | SharePoint may well be a massive set of
tools and technologies, but to learn it,
| | 00:05 | we're going to have to start somewhere.
| | 00:07 | We're going to start with
something called a team site.
| | 00:10 | This is just one of the things
that SharePoint can do for us.
| | 00:13 | To understand the team site,
ignore SharePoint for a moment.
| | 00:16 | Imagine you have a team of say 7 or 8 people.
| | 00:20 | You might be a part of this team.
| | 00:21 | You might be the boss of the team.
| | 00:23 | Maybe you're all in the same place.
| | 00:25 | Maybe you are spread across a
building or across the world.
| | 00:28 | it really doesn't matter.
| | 00:30 | You have that many people working together
even informally, and you start to generate stuff.
| | 00:37 | You have documents that people need to
work on, meetings that many or all need
| | 00:41 | to attend, tasks that you set each other.
| | 00:44 | Now of course, you can keep track of
all of this in your head. You can keep
| | 00:48 | track of your meetings and your
tasks in Outlook. You can be emailing your
| | 00:51 | documents back and forth. it can work.
| | 00:54 | People have been doing it for a long,
long time, but there is a better way.
| | 00:59 | Using some kind of collaboration software.
| | 01:02 | The idea of collaboration
software is not unique to SharePoint.
| | 01:06 | You can go out to the web and
search for a collaboration software and
| | 01:09 | collaboration tools.
| | 01:10 | You'll find all sorts of web-
based applications you can use.
| | 01:13 | Central Desktop, Basecamp.
| | 01:15 | They'll set you up a private website at
a unique address that you and your team
| | 01:19 | can log on to, and use to communicate,
upload documents, keep track of to-dos,
| | 01:25 | milestones, meetings, discussions.
But if you have SharePoint, you do the
| | 01:30 | equivalent by creating and using a team site.
| | 01:33 | You get a private website at a unique
address that your team can log on to and
| | 01:37 | use to communicate, upload documents,
keep track of To-Dos, milestones,
| | 01:42 | meetings, and discussions.
| | 01:44 | Let's take a look at one.
| | 01:45 | This is a team site as it exists
right after it's created, and you can have
| | 01:50 | a thousand of these.
| | 01:51 | You could have a team site for
every single team in your organization.
| | 01:55 | formal or informal.
| | 01:57 | It starts off very generic, but it can
certainly be customized in terms of color
| | 02:01 | schemes, fonts, layouts, images, and behavior.
| | 02:05 | A team site is available in
SharePoint Foundation 2010, and by definition,
| | 02:10 | available in SharePoint Server and it is
one of the classic built-in SharePoint sites.
| | 02:16 | Not the most important, not the most
complex, but it's a very common one and a
| | 02:20 | good example of a simple SharePoint site.
| | 02:23 | Next, we're going to explore how to use
this, because even if a team site isn't
| | 02:28 | exactly an immediate and pressing
need for you right now, the benefit of
| | 02:33 | getting to know the team site and
the fact that it's a classic SharePoint
| | 02:36 | site is that when you know how to use
it you know how to use all the classic
| | 02:41 | SharePoint features.
| | Collapse this transcript |
| Navigating a team site| 00:00 | The team site is a classic
example of a SharePoint website.
| | 00:05 | It doesn't mean it's the most useful,
it doesn't mean it's the most important, but
| | 00:08 | it's certainly one of the most common ones.
| | 00:11 | If you have worked as a cook in a diner,
you would know how to make eggs and bacon.
| | 00:16 | If you work in SharePoint, you
know how to work with a team site.
| | 00:20 | It's just a common classic
thing that you do in SharePoint.
| | 00:24 | And like knowing how to make a common
classic recipe, yes, it's a little generic.
| | 00:29 | Yes, it's a little bland.
| | 00:30 | It's a little boring, but the benefit is
if you know how to use a team site, well,
| | 00:34 | you will know the core elements of
working with any SharePoint site.
| | 00:38 | So what we are looking at right now is a Team
Site as it exists right after it's been created.
| | 00:44 | Again, you can have multiple
team sites in your organization.
| | 00:48 | You can have one for every single team
that exists whether that's a formalized
| | 00:52 | team where dozens of people are in, or
whether it's just an informal team of
| | 00:56 | people that just exists for a week or two.
| | 00:59 | The same way that you might have
been trying some commercial services for
| | 01:03 | organizing a team such as
Central Desktop or Basecamp, this is
| | 01:07 | SharePoint's version.
| | 01:08 | Though, instead of using a service
that's out there on the public Internet, your
| | 01:12 | typical team site is only available
inside your own organization's Internet.
| | 01:18 | So what are we looking at here?
| | 01:19 | Well, of course, this is a website and
there is nothing remarkable about it.
| | 01:25 | And what I mean by that is just like
any website out there on the Internet,
| | 01:28 | you are not supposed to learn
this before you start using.
| | 01:31 | It's the other way around.
| | 01:32 | You start using it to learn it.
| | 01:35 | Nobody told you how to use
eBay or Amazon, or CNN or MSNBC.
| | 01:40 | You just start exploring.
| | 01:41 | You find out what's there by
clicking your way around and it's the same
| | 01:45 | with the team site.
| | 01:46 | You will find a lot of SharePoint
sites share some basic design ideas.
| | 01:51 | You will find this area over here on the left
-hand side below the button that says Home.
| | 01:55 | This is the Quick Launch Bar.
| | 01:58 | This area is called the Quick
Launch Bar from historical precedence.
| | 02:01 | In older versions of SharePoint, they
used to have a little graphic running up
| | 02:05 | the side of it that said Quick Launch.
| | 02:07 | It doesn't anymore, but it's still
often refereed to as the Quick Launch Bar.
| | 02:11 | But it's just navigation.
| | 02:13 | It's like clicking a link on any website.
| | 02:15 | It will take you somewhere.
| | 02:16 | If I wonder what the link is that says
Calendar, well, the best way to find out
| | 02:20 | is click and see what happens.
| | 02:22 | I look at that, ah, it seems to be a
calendar. I click the Back button. I go
| | 02:26 | back to the homepage of this team site.
| | 02:28 | Navigation in SharePoint sites is flexible.
| | 02:32 | Just like being on any website out there
on the Internet, the primary navigation
| | 02:37 | that you see doesn't have to
tell you everything that exists.
| | 02:40 | It's just showing you the
things that it finds most useful.
| | 02:43 | Again, like any website, we have a
main block of content, which in this case
| | 02:48 | has a couple of different columns.
| | 02:50 | One that says Welcome to your site!
| | 02:52 | And the right-hand side has a stock image.
| | 02:54 | The intention is of course that you
replace this text, that you replace the
| | 02:58 | image, you can change the color
scheme, you can change the logo, you will
| | 03:02 | customize this site to make it more
useful, and there is the real big difference
| | 03:06 | between this site and a regular Internet site.
| | 03:09 | You are meant to contribute to this.
| | 03:11 | You are meant to change it.
| | 03:12 | You are meant to alter it
and change what it does.
| | 03:15 | But to do that, we have to
know our way around a little bit.
| | 03:18 | While apart from the navigation that's
quite obvious over here on the left-hand side,
| | 03:22 | we have this blank area up
here, which is known as the Ribbon.
| | 03:27 | That's a little bit dull at the moment,
but just know that this area can change.
| | 03:32 | If I, for example, click this button that
says Page, it shifts and changes into a
| | 03:37 | mode with a bunch of
different icons and options on it.
| | 03:41 | The idea here is that the Ribbon in a
SharePoint website is something like the
| | 03:46 | Ribbon when you are working with a
Microsoft Office program, that if you open up
| | 03:52 | Word or Excel, that you have got this
Ribbon up here which itself is separated
| | 03:58 | into different sections that you can
select to find a bunch of different options
| | 04:03 | depending on what it is you are trying to do.
| | 04:06 | Now for those of you who have worked
with the Ribbon in the Office programs,
| | 04:09 | Office 2010 or Office 2007, you will
probably know that the best approach to
| | 04:14 | learning the Ribbon is not to try and
go through it from A to Z, learn every
| | 04:18 | single option, but just to get familiar
with it and then explore it as you need
| | 04:23 | to do the tasks you need to do.
| | 04:26 | It's the same in SharePoint.
| | 04:28 | You don't have to go and learn all the
different things that the Ribbon can do.
| | 04:32 | Know that you will find a lot of these
options as you start to explore and do
| | 04:36 | more complex things with SharePoint.
| | 04:38 | Now to switch back to the way the
Ribbon looks by default, you want to find the
| | 04:42 | tab that says Browse, and we see that there.
| | 04:46 | Now what we are actually
exploring is a little bit of navigation.
| | 04:49 | This is kind of breadcrumb idea.
| | 04:51 | We are in a site called the team site.
| | 04:53 | We are in the homepage of it.
| | 04:55 | If I were to click on the Calendar, it
says, yup, you are in team site in the
| | 04:59 | section that says Calendar, and I
can use this to navigate back and forth
| | 05:04 | through my website as well.
| | 05:06 | Other common elements that you will
find is that on a lot of SharePoint sites,
| | 05:09 | in fact, most sites and most pages,
you will see a search box over here.
| | 05:13 | We will go into that a little later.
| | 05:15 | And depending on if you
have the correct permissions,
| | 05:18 | you may also see the Site
Actions menu over here on the top left.
| | 05:23 | The Site Actions menu can look very
different depending on what it is I am
| | 05:26 | allowed to do on this site and
SharePoint is always very, very picky about who
| | 05:32 | you are and what permission level you have.
| | 05:35 | So by clicking the Site Actions menu,
you may not have the menu at all, you may
| | 05:39 | see multiple options,
you may just see a few options.
| | 05:42 | When we get into permissions, we will
explore exactly why that happens, but know
| | 05:46 | that SharePoint changes itself based
on what it thinks you are allowed to do.
| | 05:51 | Now as you start to explore your sites
and go deeper into the different parts of it,
| | 05:55 | you will find that navigating
back up to your homepage can be a little
| | 06:00 | challenging when you are
first exposed to SharePoint.
| | 06:03 | Bear in mind that one of the options
you can use is this breadcrumb trail here
| | 06:07 | that we are in the
Calendar inside the team site.
| | 06:10 | you also have this folder
button called navigate up.
| | 06:13 | And if I click that, I will see another
view of this page location is inside the
| | 06:18 | team site, inside the Calendar.
| | 06:19 | Now this is very easy what I am
looking at right now, because I don't have
| | 06:24 | a complex hierarchy.
| | 06:25 | I don't have a complex
structure of the SharePoint site.
| | 06:28 | But as it gets more complex, you might find
multiple levels of depth in these buttons.
| | 06:33 | When you are new to SharePoint, what's
often tempting is to look at the URL,
| | 06:39 | look at the address of the site to
figure out where you are in the overall
| | 06:43 | structure. And why is that?
| | 06:45 | Well, because we are used to
working with the regular Internet.
| | 06:48 | We are used to say being on lynda.com
or Amazon or eBay, where if I have a
| | 06:53 | really long URL, I know that what I
can always do is strip everything back to
| | 06:59 | the .com address and go to the homepage.
| | 07:02 | Well, that's typically not
going to work in SharePoint.
| | 07:05 | If I do that depending on what site I
am on, I certainly strip off a bunch of
| | 07:10 | the URL, I might go to completely
different site or even to no site at all.
| | 07:15 | Depending on how yours is being
configured, there may be nothing of that address.
| | 07:19 | I am going to click Back
and go back my team site.
| | 07:22 | And you should know that the URL when
you are working in SharePoint is not
| | 07:27 | necessarily the way you would expect the
URL to behave if all you're used to is
| | 07:31 | the regular public Internet.
| | 07:33 | The reason for that is in SharePoint we
could have 1000 of websites on one single server.
| | 07:40 | So in a lot of cases, the actual address of
our website will not just be a .com address.
| | 07:45 | It will be .com/site/something
or .com/region/something.
| | 07:49 | it could be a very long address indeed.
| | 07:53 | Now the interesting thing that is
it doesn't really mean anything.
| | 07:58 | A SharePoint site with a really long URL
is not somehow inferior to a SharePoint
| | 08:03 | site with a really short URL.
| | 08:05 | It just has to exist in a different place.
| | 08:08 | Now we are going to come back to a lot
of these different options that we see.
| | 08:12 | You will see your name with
the drop-down option over here.
| | 08:15 | You will see tags that say
Tags & Notes and I like It.
| | 08:19 | You will see search box.
| | 08:20 | Just know that whatever SharePoint site
you are in, you should be able to always
| | 08:25 | return to the breadcrumb idea for navigation.
| | 08:28 | The navigate up button to tell you
where you are in the structure of your
| | 08:32 | SharePoint site, and common
website ideas like this Quick Launch
| | 08:37 | navigation section.
| | 08:39 | But the best way to get to grips with the
team site is really to explore, the same way
| | 08:44 | that's the best way to explore any website.
| | 08:47 | But understand the reason for this.
| | 08:49 | The idea of a SharePoint team site is
that if you are building a website for
| | 08:53 | your own team, and you didn't have
SharePoint, you might have to say,
| | 08:57 | "Well, what would I do, what would I need?"
| | 08:58 | "Well, I need a homepage."
| | 09:00 | "I would like a place to put some documents."
| | 09:02 | "I need a place for a calendar."
| | 09:03 | "I need a place for a task list"
and that's what we are getting here.
| | 09:07 | In the team site, you get a
place called Shared Documents.
| | 09:10 | There is nothing in this one yet, because
we haven't done anything with this site.
| | 09:14 | We have a calendar, we have a tasks list
and we are going to start exploring all
| | 09:19 | of these different pieces, because team
sites are a great way to explore these.
| | 09:24 | Team sites are very common.
| | 09:25 | They are good to learn as they
contain many of the core building blocks of
| | 09:29 | other SharePoint sites.
| | 09:30 | While it would be perfectly
acceptable never to use a team site,
| | 09:33 | there is nothing magical about them,
| | 09:35 | most people who use SharePoint are
very, very familiar with a team site.
| | Collapse this transcript |
| Using team site lists and libraries| 00:00 | Here is the secret for
understanding any SharePoint site.
| | 00:04 | It's not about the web pages.
| | 00:07 | It's about the chunks.
| | 00:08 | It's about the components.
| | 00:10 | It's about the pieces that this site is made of.
| | 00:14 | What do I mean by that?
| | 00:15 | Well, let me show you.
| | 00:16 | A team site is not a bunch of web pages
put together and given some address.
| | 00:22 | A team site really represents different
pieces that will be useful for, in this
| | 00:27 | case, a team, such as a calendar.
| | 00:30 | A place to put meetings, a place to
put events, a task list, so that we can
| | 00:35 | create task for other people, or
other people can create them for us.
| | 00:39 | A place to upload documents, and
work on documents, a shared library of
| | 00:45 | documents, if you will.
| | 00:46 | It's got a place for links,
useful links that you might need.
| | 00:50 | Links to vendors, links to clients.
| | 00:52 | It's got a place for announcements,
news and information that could be useful
| | 00:56 | for your team, and a discussion board.
| | 00:59 | And what the team site is just a
website that wraps around these pieces.
| | 01:05 | The pieces are what's important. The
website is just there to hold the pieces together.
| | 01:11 | So to truly learn what a team site
is we want to actually work with these
| | 01:15 | individual pieces, what are called the
lists and libraries that our site is made
| | 01:21 | off, and all SharePoint sites are made
of a collection of lists and libraries.
| | 01:27 | So in SharePoint, for example, if I
want to work with a calendar, and my team
| | 01:31 | site does have a calendar, you don't
tell SharePoint, "I want a page to view the
| | 01:36 | calendar and I want a page to add an
entry to the calendar and a page to
| | 01:39 | delete an entry from the calendar."
| | 01:41 | You just say "hey SharePoint, I want a
calendar," and SharePoint generates all
| | 01:45 | those different pieces and all
those different web pages for you.
| | 01:49 | The calendar is a pretty classic
example of a list in SharePoint, and in
| | 01:53 | SharePoint 2010 it's
quite a powerful little thing.
| | 01:56 | Simply by mousing over any particular
day, we have the Add link will actually
| | 02:01 | pop up, or you can actually double
-click as well. That will work.
| | 02:05 | Notice that we don't
even go to a different page.
| | 02:08 | It just opens up a calendar entry
section, where I can put in a title,
| | 02:15 | an optional location.
| | 02:16 | We do have to give it a
start date and an end date.
| | 02:23 | Some information, if needed, and we
have all sorts of usual calendar options
| | 02:29 | like recurrence and all-day
event and a category, if we need one.
| | 02:33 | And then I click the Save button
and it adds it to our calendar.
| | 02:37 | Now, notice what's happened also here is that
the Ribbon at the top of the page has changed.
| | 02:44 | And we mentioned this before.
| | 02:45 | It's the idea that this
Ribbon will shift based on context.
| | 02:49 | If we are in the calendar, for example,
it's showing us a bunch of things I can
| | 02:53 | do with the calendar.
| | 02:55 | Change to Week View, change to a
Day View, change to a Month View.
| | 02:59 | There are options that we will
explore later, such as Connect to Outlook
| | 03:02 | and Export to Excel.
| | 03:04 | And really what we are looking at here
is that the calendar has actually two
| | 03:09 | dedicated sections to its Ribbon.
| | 03:11 | In fact we can get the clue up here by
this section that says Calendar Tools.
| | 03:15 | Really what's happening here is
we have two different parts to it.
| | 03:18 | We have the Events section and we have
the Calendar section, and that really
| | 03:22 | means one thing at a time or the whole calendar.
| | 03:26 | So if I select a particular event, such
as the Weekly Review that I just added,
| | 03:32 | it shifts to this Events section of
this Ribbon, where I have New Event, View
| | 03:37 | Event, Edit Event, Delete
Event, Attach File to the event.
| | 03:40 | Whereas if I wanted to shift the
whole calendar to the Week View or the Day
| | 03:46 | View, I always click the Calendar
section of the Ribbon and say yes, I want to
| | 03:49 | affect the entire calendar, change to
the Week View, or change to the Day View,
| | 03:53 | or change to the Month View, or change
even settings of the calendar, and what
| | 03:57 | you will find is the Ribbon behaves
this way on all our different lists.
| | 04:03 | So to explore a couple of the others,
I am going to click our Browse button
| | 04:07 | here to kick us back into the regular
breadcrumb mode, or I can click the words Team Site.
| | 04:13 | That for me will take me back to the
homepage of this very basic team site, and
| | 04:17 | then I am going to jump into
this Tasks navigation section here.
| | 04:22 | This is a Tasks list.
| | 04:24 | Looks a little different from the calendar
obviously, because that would make sense.
| | 04:28 | It's fairly obvious how I would add something.
| | 04:30 | I actually have a link here that says
Add new item, but if you notice also, up
| | 04:35 | here in the Ribbon, we have a List Tools.
| | 04:38 | Where on the other page we had
Calendar Tools, now we have List Tools, and it
| | 04:42 | breaks it down into items.
| | 04:44 | So working with individual items in the
list and working with the entire list itself.
| | 04:50 | Always context-sensitive and always aware.
| | 04:53 | Meaning that you'll find many of these
options will be grayed out if they're not
| | 04:56 | actually relevant at that particular time.
| | 04:59 | Now, you'll find that in SharePoint there
are often multiple ways to do the same thing.
| | 05:03 | For example, if I'm on the Items
section of the Ribbon, I have an option
| | 05:08 | that says New Item.
| | 05:10 | Just below it, however, I have an
option that says Add new item, regardless if I
| | 05:15 | am on the Items section of Ribbon.
| | 05:17 | Both of these will do exactly the same thing.
| | 05:20 | I select them, they will pop up a
little modal window that will say give me a
| | 05:24 | title, Review function specification.
| | 05:30 | If you have multiple tasks, you can
define what are called predecessors.
| | 05:34 | We'll explore those later.
| | 05:35 | We can talk about things like the Priority.
| | 05:37 | Let's called this High Priority.
| | 05:39 | The Status is In Progress.
| | 05:41 | Perhaps it's 10% complete.
| | 05:43 | I can assign it to a particular person.
| | 05:45 | I can give it a Due Date.
| | 05:46 | I am not going to do any
of those things right now.
| | 05:48 | I am just going to click Save.
| | 05:50 | And all lists inside your SharePoint
sites essentially behave the same way.
| | 05:55 | Some of them have dedicated views,
meaning that if we are looking at the
| | 05:58 | calendar, we want to see
the Calendar View of them.
| | 06:02 | Some of them have more simplistic views.
| | 06:04 | If I am looking at Tasks, it's pretty much
a straightforward list of what that task is.
| | 06:09 | We will also have a Team Discussion area.
| | 06:12 | This looks very similar to the Tasks list.
| | 06:14 | In fact you will find that it says
List Tools again, the same way that Tasks
| | 06:18 | list said List Tools.
| | 06:20 | Now, I mentioned that a team site is
more than just a calendar and a task list
| | 06:25 | and a team discussion.
| | 06:26 | That it also has a Documents Library.
| | 06:29 | this is place called Shared Documents,
where you can upload documents, again,
| | 06:34 | behaving very, very similar, but we
see up in the Ribbon, we have a Library
| | 06:39 | Tools section instead of a
List Tools or Calendar Tools.
| | 06:43 | But again split between the idea of
working on an individual document, so I can
| | 06:47 | make a new document, upload a document,
make a new folder, and we will get much
| | 06:52 | more into Document Libraries a little later on.
| | 06:55 | But I also have the Library section of
the Ribbon, where I can change settings
| | 06:59 | of the library and how the library is viewed.
| | 07:01 | But there is a little more to this.
| | 07:04 | I also mentioned that we had a list of
links, and we had a list of announcements.
| | 07:08 | Well, where are those?
| | 07:10 | I don't see them here.
| | 07:11 | I don't see them in my navigation.
| | 07:13 | And if I switch back to my Browse mode
and go back up to my team site homepage,
| | 07:19 | I don't really see them there either.
| | 07:20 | Well, here is the thing. If you ever
really want to see what's going on on a
| | 07:26 | SharePoint site, if you really want to
know the pieces, the lists and libraries
| | 07:31 | that this site is made of, the link
that you are going to look for is this one
| | 07:35 | down at the bottom of the Quick
Launch Bar that says All Site Content.
| | 07:40 | It can also be viewed
from the Site Actions menu.
| | 07:44 | And depending on your permissions,
you may have either a dozen options here
| | 07:48 | or just one or two.
| | 07:49 | There is an option here that
says View All Site Content.
| | 07:52 | View all Libraries and Lists in this site.
| | 07:56 | Clicking either of this would do the same
thing, taking us to the All Site Content page.
| | 08:01 | Now, there is a quite a few things here.
| | 08:03 | You may see something
different in your own sites.
| | 08:06 | It looks like I have got a section
that says Document Libraries and there's
| | 08:09 | quite a few things here.
| | 08:10 | We have got six different entries under
Document Libraries and it says Picture
| | 08:15 | Libraries, there are no Picture Libraries.
| | 08:17 | To create one, click the Create button.
| | 08:18 | Well, we will do that later.
| | 08:20 | And then in Lists, we have Announcements,
a calendar, a Links list and a Tasks list.
| | 08:27 | Finally below that we have the Team Discussion
list, and below that we have the Recycle Bin.
| | 08:33 | I can see a couple of places here that
says, well, this looks like there is a
| | 08:36 | place for Surveys to go, this
looks like there is place for Sites and
| | 08:40 | Workspaces, which really
means other SharePoint sites.
| | 08:44 | Other SharePoint sites can be
created underneath this one as children or
| | 08:49 | sub-sites of this one.
| | 08:50 | Now, you will find that this All Site
Content page is always able to tell you
| | 08:55 | the different pieces or components
that make up any SharePoint site.
| | 08:59 | So you will find that there is a
different All Site Content page for every
| | 09:03 | single SharePoint site in
your SharePoint installation.
| | 09:07 | There could be a dozen of these, there
could be a thousand of these, and it's
| | 09:11 | the combination of lists and libraries
that really make up what your site is
| | 09:16 | made of and what your
site does and how it behaves.
| | 09:19 | This is a pretty typical
team site right out of the box.
| | 09:23 | If I find an Announcements list useful,
I can go into that Announcements list.
| | 09:27 | I have got one entry in there
that says Get Started with Microsoft
| | 09:30 | SharePoint Foundation.
| | 09:32 | That's a default entry
there for an Announcements list.
| | 09:34 | I can add my own Announcements.
| | 09:36 | Once again, you can kind of start to
see that if you have added an entry to the
| | 09:40 | Calendar and you have added an entry to
the Tasks list, well, adding an entry to
| | 09:44 | the Announcements List
really isn't all that different.
| | 09:47 | It's just a different selection
of fields that I can enter into.
| | 09:51 | in fact, this is one of
the simplest ones possible.
| | 09:54 | I am just going to cancel out
of that. I don't need to do it.
| | 09:57 | Click Back to go back to my All Site
Content page and take a look even further down.
| | 10:03 | I have got the Links list.
| | 10:05 | This is just another old list in SharePoint.
| | 10:08 | In fact, adding a new link is almost
the simplest one we could possible do.
| | 10:12 | Adding the idea of say, let's say
lynda.com and some optional notes.
| | 10:27 | Now, the question might be, well, what
happens to this list, where does it go?
| | 10:31 | So I have to go into my View All Site
Content and then drop down into the Links
| | 10:35 | section and click Add new link?
Well, what's the use of putting my data here?
| | 10:38 | Well, that's kind of up to you.
| | 10:41 | Again, what the team site
is is really just a suggestion.
| | 10:44 | Microsoft is saying well, we think
that on a typical team you will find it
| | 10:48 | useful to have a place to put some
documents, a place to put a calendar, a place
| | 10:53 | to put some tasks, a place to have a
team discussion, a place to put links, a
| | 10:58 | place to put announcements.
| | 10:59 | What you do with that data and how you
choose to present that, well, that's a
| | 11:04 | bit more customizable.
| | 11:06 | If I go back to the homepage of my team
site, once again by clicking this Team
| | 11:10 | Site link here, I might expect to see
my announcements here, or my links here,
| | 11:16 | or my tasks here, and I can do that.
| | 11:19 | The homepage is editable.
| | 11:20 | The homepage is changeable.
| | 11:22 | I can customize this.
| | 11:23 | But I can know that I have got
underlying data going on here.
| | 11:27 | That really my team site is made up of
a collection of lists and libraries, and
| | 11:32 | those are the core building
blocks of all SharePoint sites.
| | Collapse this transcript |
| Editing the home page| 00:00 | The same way that your SharePoint
sites are made of a collection of lists and
| | 00:04 | libraries, well, your individual web
pages on those sites are made up of
| | 00:09 | different pieces too.
| | 00:10 | If you have the right
permissions, you can edit these.
| | 00:13 | I'm looking at a typical team site
here, and the default homepage, that's
| | 00:19 | very dull, very boring.
| | 00:20 | Even the text itself says Add a new
image, change this welcome text, or add new
| | 00:25 | lists by clicking the Edit button above.
| | 00:27 | And if you have the right permissions,
you'll have an Edit button above.
| | 00:31 | The Edit button is on the Ribbon here.
| | 00:33 | It's the one that looks like a
pencil touching a piece of paper.
| | 00:36 | You can also find the equivalent by
going to your Site Actions menu and
| | 00:40 | selecting Edit Page.
| | 00:41 | They'll both do the same thing,
i.e., shift the page into Edit mode.
| | 00:46 | In fact, when they do that, the Edit button
goes away to be replaced by a Save & Close button.
| | 00:52 | Once again, the Ribbon is showing
us here how it's context-sensitive.
| | 00:55 | It changes based on what we're doing.
| | 00:58 | Right now its shifted into the Page
Editing mode, where we're seeing a
| | 01:01 | section of the Ribbon called Editing
Tools split into Format Text and Insert.
| | 01:06 | Really changing things that are on the
current page or inserting new things onto this page.
| | 01:12 | You see how the page itself has kind of
shifted into a mode where I can directly
| | 01:17 | click in here and even just select some
text and change it on the page itself,
| | 01:22 | without needing any special tools.
| | 01:26 | I can change existing text.
| | 01:28 | I can highlight a piece of text and move
over here into the Ribbon, where I have
| | 01:32 | such things like Styles, which allows me
to say this is a section that I want to
| | 01:37 | be highlighted or I want to
represent as a comment or a caption.
| | 01:42 | I can just click my cursor in there,
press Enter and start typing in new content.
| | 01:48 | I have the ability to undo by pressing
Ctrl+Z, and I have multiple levels of that.
| | 01:53 | If I have a piece of text selected and
I want to select the entire paragraph
| | 01:59 | that it's part of, I can choose to
click inside there, come up here to the
| | 02:03 | Ribbon to the Select section, that
allows me to choose the paragraph or the
| | 02:07 | entire text division, if I want to.
| | 02:09 | I'm going to select Paragraph.
| | 02:11 | Even here I have a
slightly different style option.
| | 02:15 | rather than change a little piece of
text by highlighting or marking some part
| | 02:20 | of it as a caption, I can change the
entire paragraph to say a Heading level 1
| | 02:26 | or a Heading level 3 or a Heading level 4.
| | 02:29 | I've got options for colored headings.
| | 02:31 | I've got options for Paragraph.
| | 02:32 | That's what it was already, and
then the ability to change it into
| | 02:36 | different kinds of callouts.
| | 02:38 | So there's quite a few options there.
| | 02:40 | They all work and are all styled in
context with the actual page itself.
| | 02:44 | So very useful to just
click around and experiment.
| | 02:47 | I haven't actually selected any of
those so when I click my cursor off,
| | 02:51 | it should just revert back to the
original paragraph that it was.
| | 02:55 | Over here on the right-hand side, I've
got another column of information, and
| | 03:00 | we've got a stock image there.
| | 03:02 | When this image is selected, I get
yet another section on the Ribbon called
| | 03:06 | Picture Tools, which allows me to change
things such as the width and the Hhight of this.
| | 03:10 | There's Image Styles, No border, a
Thin line border, Dark border, and so on.
| | 03:16 | Again, things that you should just
experiment with if you want to play around with that.
| | 03:20 | Or you can just select the entire picture
itself and hit the Delete key to delete it.
| | 03:24 | Well, then what?
Well, perhaps I want to insert a different one.
| | 03:28 | So how do I add some new content to this page?
| | 03:30 | Well, back to the Ribbon. We have the
Insert section here, which offers me the
| | 03:35 | option to insert a table or a picture
or link or upload a file, and we've got a
| | 03:40 | section after that called Web Part,
which we'll talk about in a moment.
| | 03:43 | Table is actually very easy to do.
| | 03:45 | This is just defining the rows and
columns that you want in your table.
| | 03:50 | If you click the arrow, you'll see a
very similar table designer that's been in
| | 03:54 | Office for a little while, where I
could choose to insert a 3x2 table here.
| | 03:58 | Select that, click it, and over on that
right-hand column, I have my new table.
| | 04:06 | Once again, we're actually seeing the
Ribbon itself, context-sensitive, shifts
| | 04:10 | into Table Tools mode, where
we have both a Layout section.
| | 04:14 | I can merge or split cells or insert rows
below or above, or I can flip into the Design mode.
| | 04:21 | There's not a lot of options in Design
here, but you have things like styles.
| | 04:24 | We could change it to a light banded
table style or a medium two tones table
| | 04:29 | style, or even clear the cells
and clear the borders completely.
| | 04:33 | And of course you can just select the
entire thing and hit the Delete key, if
| | 04:38 | that's what you want to do as well.
| | 04:40 | Now, notice that what we're really looking at
here is a two-column layout inside our page.
| | 04:46 | Try as I might, I can't just click my
cursor over here on the Quick Launch Bar and
| | 04:50 | type something in there. I can't just
click my cursor down here at the bottom of
| | 04:54 | the page and type something,
or type something on the Ribbon.
| | 04:57 | It is a very controlled environment.
| | 04:59 | That's what we have to live with
and that's the idea of SharePoint.
| | 05:03 | By giving us this controlled
environment, we can allow people to edit these
| | 05:06 | pages without having major
HTML skills. It's just easy.
| | 05:11 | But I do want to insert some
information here, so I'm going to go back into my
| | 05:14 | second column, click the Insert
tab, and click the Picture option.
| | 05:18 | It's going to ask me to select a picture to use.
| | 05:21 | Well, let's say I've got
something on my desktop.
| | 05:23 | I'm going to hit my Browse button,
and go into my Pictures library.
| | 05:26 | I'm just going to select
something from the built-in Windows sample
| | 05:31 | pictures, for the moment. Click Open.
| | 05:33 | What this is going to do is take the
picture from my desktop, upload it to a
| | 05:38 | particular library in this SharePoint
site, because it after all has to be
| | 05:43 | uploaded to the SharePoint site,
otherwise no one else is going to get to see it
| | 05:47 | if it's just on my desktop right now,
and click OK and it will upload it.
| | 05:51 | We'll almost certainly run into the
problem that that picture is a little bit
| | 05:55 | too big for us to work with right now.
| | 05:57 | It's probably about 1024x768.
| | 06:00 | I'm just going to click Save.
| | 06:01 | I do have the option of giving it a title.
| | 06:03 | Yeah, definitely a little too big
over here, and it's blowing out the
| | 06:07 | entirety of the page.
| | 06:08 | Now, I can change it up here.
| | 06:10 | I've got my horizontal and vertical size.
| | 06:13 | So I could change that to 200 pixels wide.
| | 06:15 | Or I still have the kind of grab
handles that I can see in a typical
| | 06:20 | image-editing environment.
| | 06:21 | That if I grab those and drag it down
a bit, it will resize it dynamically on
| | 06:26 | the page, which is quite useful.
| | 06:28 | Now, if I knew I wanted to have this
image a much smaller size, a far better
| | 06:33 | idea for me is to resize it before
I choose to insert it on the page.
| | 06:37 | So I'm going to delete that one right now.
| | 06:39 | But you see the process for
actually adding that is very, very simple.
| | 06:43 | Notice that as well on a blank team
site, you also even have a recommended
| | 06:48 | Getting Started section that
allows you to share this site.
| | 06:52 | What that means is allow other people
to see it, because by default SharePoint
| | 06:56 | will not allow other people to
see a site that you've just created.
| | 07:00 | Change the theme or the color scheme,
set a special icon, customize the Quick
| | 07:04 | Launch Bar, and we're going
to do all of those things.
| | 07:07 | Once you've actually done that,
I could even select this entire block of text
| | 07:10 | and just get rid of it.
| | 07:12 | Now, what if you actually wanted to
change the overall look of the page itself,
| | 07:16 | if you didn't like this kind of 70-30 idea?
| | 07:19 | We've got a two-column layout with this
being the main column width, Welcome to
| | 07:23 | your first team site, and
then this right-hand column.
| | 07:26 | Well, over here on the Ribbon on the
Text Layout section, we actually have the
| | 07:31 | option to change to one column or one
column with sidebar or two columns, two
| | 07:36 | columns with header, two
columns with header and footer.
| | 07:38 | We have some basic layouts that we can do.
| | 07:41 | But a word of warning, I would be
careful if you shift, for example, to one
| | 07:46 | column to see what it looks like.
What you'll find is all the content in there
| | 07:50 | will kind of collapse into that single column.
| | 07:53 | If you then change it back in to the
one column with sidebar, you'll find that
| | 07:58 | the stuff that was in that sidebar
column is now in the first one, because it's
| | 08:02 | forgotten what it was meant to do with it.
| | 08:04 | Well, let's say I've just messed up.
| | 08:06 | Let's say I've made too many deletions and I
didn't really mean to do that. What can I do?
| | 08:11 | Well, I haven't saved this page yet.
| | 08:13 | I could come over here and say Save &
Close, but coming down to this button
| | 08:17 | under here, I could say no,
I actually want to stop editing.
| | 08:21 | It doesn't say reject any changes, but
when I click Stop Editing, it will ask me,
| | 08:25 | do you want to save the
changes you made to this page?
| | 08:28 | I'm going to say no, not right now.
| | 08:30 | That's not what I want to do.
| | 08:31 | So we revert back to the original way.
| | 08:34 | Now, this is not a versioning idea. This
is just because I hadn't saved the changes.
| | 08:39 | If I had saved my changes, I'm
going to be out of luck there.
| | 08:43 | Now, if you're thinking of using
SharePoint for a more substantial way of
| | 08:48 | managing your web pages, you're
intending to have hundreds of thousands of
| | 08:52 | web pages and perhaps a public website,
you might think this is a bit too free form.
| | 08:57 | It's not quite robust enough.
| | 08:58 | Just to let you know, there are ways of
imposing even more control over your web pages.
| | 09:03 | But when you're working with simple,
very straightforward, classic SharePoint sites,
| | 09:09 | this is the way that we
would be editing our page content.
| | 09:13 | The last thing that we're going to
get into is I will show you how to add
| | 09:17 | new sections called Web Parts onto the page,
and we've actually got one of those right now.
| | 09:22 | This is this Shared Documents
section is what's called a Web Part.
| | 09:27 | We'll talk about what that
represents in the next movie.
| | Collapse this transcript |
| Adding a Web Part| 00:00 | A typical SharePoint page is not
just made of blocks of text and images.
| | 00:06 | it's also very, very common that on
these pages that you'll edit, you'll these
| | 00:11 | pieces called Web Parts.
| | 00:13 | Well, what are Web Parts?
| | 00:14 | We have actually one of them right now.
| | 00:16 | I'm going to shift into my Edit Page
Mode by clicking this Edit Page button and
| | 00:21 | then come down to the section that says
Shared Documents and just click on the
| | 00:25 | white bar beside the word Shared
Documents, and you see how this gets surrounded
| | 00:31 | by a blue box here and in fact, as I
did that, I have a new option up here
| | 00:36 | called Web Part Tools.
| | 00:37 | Well the blue box is actually
representing the fact that this is a Web Part.
| | 00:43 | Now Web Part is a self-
contained piece of a webpage.
| | 00:47 | You can't use a Web Part by itself.
| | 00:49 | It has to be inside a webpage,
but it has its own rules.
| | 00:53 | It has its own abilities. It has
its own behavior. But what are they?
| | 00:58 | These are modular pieces.
| | 01:00 | They can be very simple, they can be
very complex, but they often represent
| | 01:04 | pieces that exist elsewhere on your website.
| | 01:07 | Well, what do we mean by that?
| | 01:09 | Well, to show you, let me
talk about adding a new web part.
| | 01:13 | I'm going to click my cursor just so
it's blinking below this existing one,
| | 01:18 | and go to my Insert section of the Ribbon
where I have the ability to insert Web Parts.
| | 01:23 | In fact my Web Parts section here,
which is kind of roped off by these two
| | 01:27 | vertical lines, suggest that I
have three different things I can do.
| | 01:31 | I can add a Web Part, I can add an
existing list, or I can add a new list.
| | 01:35 | Well, just to let you
know these are all Web Parts.
| | 01:38 | In fact, they're just different
ways of doing very common tasks.
| | 01:42 | If I were to click the option to insert
a Web Part it will tell me that this one
| | 01:48 | will allow you to insert from the
full list of available Web Parts.
| | 01:52 | Web Parts can display data from other
sources such as list data search results
| | 01:56 | forms or even another webpage.
| | 01:59 | So that would give me the full list of
available Web Parts and if I click that one,
| | 02:03 | I actually get quite a lot.
| | 02:04 | They are split into categories.
| | 02:06 | So this section up here that allows me
to say I've got Lists and Libraries and
| | 02:11 | Business Data and Content Rollup and
Filters and Forms and all the different
| | 02:15 | things that are different Web Parts.
| | 02:17 | Different pieces of data
that I could put all my webpage.
| | 02:21 | This looks a little bit complex to me
and in fact it's a bit of overkill, so I'm
| | 02:24 | going to do cancel that option and say no,
I'm going to select the second option
| | 02:28 | here, which allows me to insert an existing list.
| | 02:32 | What does that mean?
| | 02:33 | It's still a Web Part. What that
really does is just filtered down the whole
| | 02:37 | list of dozens of dozens of web parts
to just the web parts that represent
| | 02:43 | things that exist on this site right now.
| | 02:47 | Now we explored this little earlier
when we clicked our View All Site Content
| | 02:51 | link, that the website is
made of lists and libraries.
| | 02:55 | And if I want to see my lists and libraries
on the homepage, well, I can add a Web Part.
| | 03:00 | This says, Hey, I can give you a Web
Part that represents Announcements or a Web
| | 03:04 | Part that represents your Calendar or
a Web Part that represents your Links.
| | 03:09 | So I'm going to select the Calendar
Web Part, and say I want to add that Web
| | 03:14 | Part to well, I only have
one choice, the Rich Content.
| | 03:17 | That's the actual page
content that I've been editing.
| | 03:20 | Click Add and I have down
here now my Calendar Web Part.
| | 03:26 | This might be what I'm after.
| | 03:27 | It might not be what I'm after, but
you see how this is actually representing
| | 03:31 | not a new calendar, but the existing
calendar that already had a Weekly
| | 03:37 | Review appointment on it.
| | 03:38 | You can almost think of the Web Part
here as being a window to a list or a
| | 03:43 | library on this website.
| | 03:45 | The Web Part itself doesn't hold the data.
| | 03:48 | The Web Part is a window to the data.
| | 03:50 | It's just showing me the underlying data,
and that's an important distinction to
| | 03:55 | understand, because very, very commonly,
when I'm teaching SharePoint what I
| | 03:59 | will see people do is they'll come into
a page and then say "okay, I want to add
| | 04:03 | a Web Part to represent my calendar,"
and they'll click Existing List and they
| | 04:07 | won't see a Calendar Web Part.
| | 04:09 | And they say "well, I don't see my calendar."
| | 04:11 | And I'll ask "well, first off, do
you have a calendar on your website?"
| | 04:16 | "Do you have that piece?"
| | 04:17 | If they don't, well, they first need
to create it before creating the Web
| | 04:22 | Part that shows it.
| | 04:23 | Well, one of the new options we have to
make that process easier in SharePoint 2010,
| | 04:28 | I'm going to cancel out of this
one, is to say well, I want to add a Web
| | 04:33 | Part that represents, oh,
let's say a list of contacts.
| | 04:38 | But then I remember, well, I don't have a
list of contacts on this particular site.
| | 04:43 | Well what I can do is two things at once.
| | 04:45 | By clicking this button I can create a
new list and it's actually showing me the
| | 04:51 | available lists and libraries that
SharePoint knows over on this site.
| | 04:55 | We're going to get in much more
into this a little later.
| | 04:57 | But I could say well here, I actually
want to create a list title of Vendors and
| | 05:04 | that will be my vendor contacts.
| | 05:06 | So it's going to be a Contacts list, I'll click
OK, and that does two things at the same time.
| | 05:11 | It creates the list and it adds a Web
Part that represents that list and I can
| | 05:18 | even directly add a new
item from this page itself.
| | 05:22 | Now let's say that was what I
wanted to do with this page.
| | 05:24 | I want to save it before I make any
other changes, so I'm going to come up to my
| | 05:28 | Ribbon, find a little disk icon that
represents Save & Close, and click that one.
| | 05:33 | And now we have a Shared Documents
Web Part representing my documents, a
| | 05:37 | Vendors Web Part representing my
vendors list, and a Calendar Web Part
| | 05:41 | representing my calendar.
| | 05:43 | Now to prove that this Vendors Web
Part just actually created a list on this website,
| | 05:49 | I can of course go to my All
Site Content link, click that, come down
| | 05:55 | to my Lists section, and it says, yup,
here's your Vendors list that was created
| | 06:00 | one minute ago and has nothing in it right now.
| | 06:03 | So we do have that nice shortcut way of
adding that to our page. And the ability
| | 06:09 | to start to change your Web Parts and
edit the Web Parts and move them around
| | 06:14 | really does allow you to build
very powerful pages very quickly.
| | Collapse this transcript |
| Deleting a Web Part| 00:00 | The flip side of course of adding Web
Parts to your page is if you start to add
| | 00:05 | a lot of them and your page gets a
little busy, you may want to get rid of them.
| | 00:09 | Well, how do you do that?
| | 00:10 | Well, there are a couple of different ways
here and they're quite different from each other.
| | 00:14 | When I have a Web Part on my homepage
or indeed any page, I'll often see that I
| | 00:20 | have a triangle drop-down menu here.
| | 00:22 | Now, this allows me to
do what's called minimize.
| | 00:25 | And if I click Minimize, it breaks me
down to just the title bar of the Web Part.
| | 00:30 | And this is one way we could at least
make this a bit more presentable, that I
| | 00:34 | could minimize and then restore the
different Web Parts and have that, but
| | 00:38 | that's not really what I'm after.
| | 00:40 | What if I want to get rid of the Web Part?
| | 00:41 | Well, I'm first going to restore these
back to the way they were before, not
| | 00:46 | that I really have to, but I'd like to.
| | 00:49 | I'm going to come up to the Ribbon
and shift into the Edit Page mode.
| | 00:52 | Now, this time when I click that drop
-down option, I actually get another
| | 00:57 | option here called Delete.
| | 00:59 | So before I was in the Edit mode, I only
had the Minimize option. Now I have the
| | 01:04 | Delete option as well.
| | 01:06 | Well, let's say I delete that one.
| | 01:08 | "You're about to
permanently delete this Web Part."
| | 01:10 | "Are you sure you want to
do this?" Yeah, I'm sure.
| | 01:14 | And I could come down and
delete this Calendar one.
| | 01:18 | Delete that one too.
| | 01:19 | Yup, I'm sure I want to do that.
| | 01:22 | Delete the Vendor List as well.
| | 01:24 | I'm sure I want to do that.
| | 01:26 | Now, what often worries people here is
they think, "well, did I just delete the list?"
| | 01:31 | And the answer is absolutely not,
you didn't delete the list. You just
| | 01:36 | deleted the Web Part.
| | 01:38 | What do I mean by that?
| | 01:39 | Well, if I save the changes I made to that
page, we've got a very dull page now here.
| | 01:44 | But if I go back to my All Site
Content, I can see that I still have a
| | 01:49 | Shared Documents library.
| | 01:50 | I have a Vendor list. I have a Calendar.
| | 01:53 | My Calendar still exists.
| | 01:55 | The only difference is back on my
homepage of this team site, I just don't have
| | 02:00 | a Web Part here that shows it.
| | 02:02 | If I want to re-add that,
I'll do the same process.
| | 02:05 | I'll shift into Edit mode.
| | 02:07 | I'll click my cursor where
I want to add the Web Part.
| | 02:11 | I'll say Insert a Web Part, and I can
say yes, I'll do it from an existing list.
| | 02:16 | I want to insert my Calendar one again.
| | 02:18 | Find the Calendar and click Add.
| | 02:20 | Again, the Web Part itself
is not representing the data.
| | 02:24 | The Web Part is just a window to that data.
| | 02:28 | I'm going to save those changes.
| | 02:30 | So while deleting Web Parts usually
isn't all that impactful, because you can
| | 02:34 | just add them in again, the only thing
to be aware of is that with some Web
| | 02:39 | Parts you can actually do a
fair amount of customization.
| | 02:42 | Let me show you an example of one of those.
| | 02:44 | I'm going to shift back into my Edit
Page Mode and Insert from the regular Web
| | 02:50 | Part list, click Web Part, and for
example as I start to browse through the
| | 02:55 | other available Web Parts,
| | 02:56 | and we'll see quite a few of these as
we go through the rest of the course,
| | 03:00 | things like business data, which you may or
may not have based on the license of SharePoint.
| | 03:04 | This is only available in the
Advanced Enterprise license.
| | 03:09 | We have things like Content Rollup
that includes RSS Viewers and Site Aggregator.
| | 03:13 | We have a Media and Content section.
| | 03:16 | That includes a Silverlight Web Part
and an Image Viewer and a Content Editor.
| | 03:20 | Well, let's say for example,
I add the Content Editor Web Part.
| | 03:24 | This is a very simple Web Part.
| | 03:26 | This isn't actually
representing a list or a a library.
| | 03:30 | This is just a really straightforward
way of getting some stuff onto your page.
| | 03:35 | In fact, it says, "Edit this Web
Part to add content to your page."
| | 03:39 | And if I click the little drop-down
button, I see I've got my Minimize option,
| | 03:43 | my Close option, my Delete
option, and my Edit Web Part option.
| | 03:47 | Well, what's that one?
| | 03:48 | You'll see this on quite a few Web Parts.
| | 03:51 | And when you select it, what often
happens is you'll have this right-hand
| | 03:55 | section will appear.
| | 03:56 | This will look different depending on
the Web Part that you're editing and it's
| | 04:00 | asking you here, do you
want to link to a text file?
| | 04:03 | I have the option to change the
appearance, such as the title.
| | 04:06 | Right now it says Content Editor.
Whatever I type in here will change the
| | 04:10 | text shown over here.
| | 04:12 | We have things like the height
and the width. We have Layout.
| | 04:16 | We have advanced options about
whether you allow it to be minimized, or
| | 04:19 | exporting data, or give it a title URL.
| | 04:22 | So there are a bunch of different
settings that we can change about a Web Part.
| | 04:26 | And the thing to be aware of is if you
make a lot of customizations to a Web
| | 04:31 | Part and then decide to delete it,
well, you might have spent quite a while
| | 04:37 | making all those customizations
and you've just lost them all.
| | 04:41 | So that's really the only thing
to be aware of with Web Parts.
| | 04:45 | It's not that there's a really big
problem with deleting them and re-adding them.
| | 04:49 | It's just if you've taken some time to
change it, to customize it, which you often can do,
| | 04:54 | and the more complex Web Parts you get
into, the more time you'll spend doing
| | 04:59 | that, then that's what you need to
be aware of when deleting Web Parts.
| | Collapse this transcript |
|
|
3. Core SharePoint Sites: Document WorkspacesWhat is a Document Workspace?| 00:00 | If you've spend some time with a Team
Site then working with the next kind of
| | 00:04 | SharePoint site should be no problem whatsoever.
| | 00:07 | We are now looking at what's
called a Document Workspace.
| | 00:10 | This is another very,
very common SharePoint site.
| | 00:14 | And it really doesn't look all that different.
| | 00:16 | Yeah, we don't have that stocked image,
for example. It looks like our page is a bit
| | 00:21 | more straightforward in terms of layout.
| | 00:24 | But we still have the Ribbon.
| | 00:26 | We still have the Quick Launch Bar.
| | 00:27 | We still have the Options up at the
top with our name and the search box.
| | 00:31 | And in fact what I am looking at here
is a Document Workspace that's had just
| | 00:36 | a tiny little bit of use done
with it. I have got an entry in the
| | 00:39 | Announcements list.
| | 00:40 | I've got a couple of documents that
have been uploaded to the Document Library.
| | 00:45 | And again, we want to make sure that
when we are new to SharePoint a lot of
| | 00:49 | these words that include the term
document can get a little confusing.
| | 00:52 | We've got Document
Workspaces and Document Libraries.
| | 00:55 | Well, what's the difference between a
Document Workspace and a Document Library?
| | 00:59 | Well, a workspace is a site.
| | 01:02 | When you hear something called a
Document Workspace or a Meeting Workspace you
| | 01:06 | can say a-ha, that's a kind of SharePoint site.
| | 01:09 | Microsoft in their infinite wisdom
just decided to call some of their sites
| | 01:13 | "sites" and some of them "workspaces," but there
is no technical difference inside SharePoint.
| | 01:20 | You get a workspace. You've got a site.
| | 01:22 | So if I look around this I can
see that I've got Announcements.
| | 01:25 | I have got a place for Documents.
| | 01:27 | I've got a place for Tasks.
| | 01:29 | I've got a place for Links.
| | 01:31 | In fact, this is looking very,
very similar to a team site.
| | 01:34 | In fact, if I go to my All Site
Content section I can see that I've got
| | 01:38 | Announcements, Calendar, Links and Tasks,
the Team Discussion, Shared Documents.
| | 01:44 | This almost looks identical.
| | 01:46 | So what's going on?
| | 01:47 | Well, I'll tell you.
| | 01:48 | A Document Workspace really isn't
all that different from a team site.
| | 01:53 | It's just got a different kind of
focus to it, kind of same way that a
| | 01:57 | public website that deals in selling
clothes is really not all that different
| | 02:02 | from a public website
that deals in selling books.
| | 02:05 | They have both got the same idea of
shopping carts, of processing through it, of
| | 02:10 | viewing different
products, of choosing to add them.
| | 02:13 | Same kind of thing. We just
have a different focus here.
| | 02:16 | Instead of the business problem
where we have a team that needs to work
| | 02:20 | together, we have a
document that needs collaboration.
| | 02:25 | What does that mean?
| | 02:26 | Well let's say in this case we
have got an annual report is due.
| | 02:29 | And it's not been created by a team.
| | 02:32 | It's been created by a bunch of
different people in a bunch of different places
| | 02:36 | and across different teams
across the organization.
| | 02:39 | Marketing needs to have input,
Actuarial needs to have input, Operations needs
| | 02:44 | to have input, and
Management needs to have input.
| | 02:47 | And we want to make sure that
we can track this information.
| | 02:50 | Well, we can do that with a Document Workspace.
| | 02:53 | This gives us a place to put some
announcements, a place to put tasks such as
| | 02:57 | reviewing certain documents or signing
off on covers or finding logos, or in
| | 03:02 | this case a recycled paper supplier.
| | 03:04 | A Document Workspace allows you to
track everything you need about a
| | 03:09 | particular document.
| | 03:10 | But the focus is on the
document, not on the team.
| | 03:14 | Aside from that it's very simple.
| | 03:16 | Most of the same things that we've
explored with the team site work just
| | 03:19 | exactly the same way here.
| | 03:21 | Like a team site, a Document Workspace
is one of the classic SharePoint sites
| | 03:27 | available in all editions of SharePoint
and a very, very common one. It doesn't
| | 03:31 | mean that it necessarily fixes a
business problem that you have.
| | 03:35 | It might, it might not.
| | 03:37 | But once again, if you're going to
become familiar with SharePoint, a Document
| | 03:41 | Workspace is one of those sites that
really about five or ten minutes of just
| | 03:45 | experimenting and playing around and
clicking through, you can figure out
| | 03:48 | exactly what this does.
| | 03:50 | Most Document Workspaces will need to
have some customization done to them to
| | 03:54 | make them more useful, more specific to
the needs, but a very simple site and a
| | 03:59 | very classic site inside SharePoint.
| | Collapse this transcript |
| Creating a Document Workspace| 00:00 | So if you want a Document
Workspace, how do you get it?
| | 00:03 | Well, you'll need a couple of things here.
| | 00:05 | One and most importantly,
you'll need the right permission.
| | 00:09 | To create a Document Workspace, you
need to have the ability to create a
| | 00:13 | site inside SharePoint.
| | 00:15 | The thing to be careful here is you
may have that ability in one part of
| | 00:19 | SharePoint, but not in another part.
| | 00:22 | Well, how can you tell?
| | 00:23 | It's actually very simple.
| | 00:25 | Go into an existing SharePoint site.
| | 00:27 | Find the Site Actions menu.
| | 00:29 | And if you have the ability here to
create a new site, meaning you have the
| | 00:34 | option New Site under Site
Actions, then you can probably do it.
| | 00:38 | If you don't have that option, well,
you need to check with someone who can
| | 00:42 | control those permissions.
| | 00:45 | Typically, find someone who's got one
permission level higher than you and they
| | 00:49 | may be able to grab that for you.
| | 00:50 | Now right now if I talk about creating
a Document Workspace, and I am talking
| | 00:55 | about making a SharePoint Site,
remember a workspace is a site in SharePoint.
| | 00:59 | At this point I have to be in
an existing SharePoint Site.
| | 01:03 | And we will talk about where that first
SharePoint site comes from a little later on.
| | 01:07 | But I am in, in this case, a simple team site.
| | 01:10 | I am going to click Site Actions > New Site.
| | 01:13 | And this opens up an option here.
| | 01:15 | Now you may actually have a
slightly different look to this.
| | 01:18 | This is the old-school classic
SharePoint site creation page.
| | 01:22 | If you have Silverlight installed,
you may see a slightly different page.
| | 01:26 | And I'll show you that in a little while.
| | 01:28 | So it's asking me here, give it a title.
| | 01:30 | What do you want this to be called?
| | 01:32 | Well, if it's a Document Workspace,
you'd probably want to call it based on
| | 01:36 | whatever the document is that you are creating.
| | 01:38 | So it might be something like the
Business Plan for Olivio Restaurant.
| | 01:48 | You can give it a description. That's optional.
| | 01:50 | The URL name. Well, what you'll see
here will be based on where you were when
| | 01:55 | you said I want to make a new site.
| | 01:57 | And in fact, this is the
URL of the site I was in,
| | 02:00 | ldcsharepoint.com/sites/classic.
| | 02:04 | And I might just put under here, I have
to type something, so let's say Olivio.
| | 02:09 | You could put a space in this bar here.
| | 02:11 | I typically don't.
I like to leave it lowercased.
| | 02:14 | That's definitely just a personal bias here.
| | 02:16 | I don't like to use spaces, even though
you can, because they'll look a little
| | 02:20 | weird in the URL address bar.
| | 02:22 | They have turn into percent to zero signs.
| | 02:25 | So I tend to leave it just simple.
| | 02:27 | And then down here we have Select a template.
| | 02:30 | This is why I talk about team sites
first, because the team site is the default
| | 02:36 | site creation in SharePoint.
| | 02:39 | That's not the one I want.
I could say Blank Site, but I am going to
| | 02:41 | say Document Workspace.
| | 02:43 | And it even gives me a description.
| | 02:45 | A site for colleagues to
work together on a document.
| | 02:47 | It gives me a document library, a task
list and a links list, okay, that will do.
| | 02:52 | Then below this I have the
option for User Permissions.
| | 02:55 | What do I want to do? Use the
same permissions as the parent site?
| | 02:58 | So if I was a reader of the
parent site, I'll be a reader of this
| | 03:02 | Document Workspace.
| | 03:03 | If I was a contributor on the parent site,
I'll be a contributor on the workspace.
| | 03:08 | If I was an owner meeting, meaning
I had all permissions on the parent site,
| | 03:11 | I'll have all permissions here.
| | 03:13 | I'm going to leave all those options as default.
| | 03:15 | So really all I've done here is give it
a title, given it a little bit of a URL
| | 03:21 | based on what the existing one was,
select the Document Workspace template, come
| | 03:26 | all the way down and click Create. Bang!
| | 03:29 | We have a new Document Workspace created.
| | 03:32 | And that's the intention. Like any other
SharePoint Site, Document Workspaces are
| | 03:37 | easy to make and easy to use.
| | 03:39 | It's been created here with the
default lists in libraries, Shared Documents,
| | 03:44 | Announcements, Tasks and Links.
| | 03:47 | I can customize this if I find this useful.
| | 03:49 | More typically you'll find Document
Workspaces don't have an awfully long lifespan.
| | 03:54 | So when you're done with them, you
probably just end up getting rid of
| | 03:58 | this entire workspace.
| | 03:59 | And then make another one for another project.
| | Collapse this transcript |
| Deleting a Document Workspace| 00:00 | So what happens when you are done with
the Document Workspace, either because
| | 00:04 | you have used it, you have worked
with it, and you don't need that document
| | 00:07 | anymore, or because, in this case, I
created it in the wrong place, or I gave it
| | 00:12 | the wrong name, or I
realize I didn't need it at all?
| | 00:15 | Well, once again, you can't delete
this site without having the right
| | 00:18 | permission, but if you do have the
right permission, and that really means if
| | 00:22 | you have created it, you
should be able to delete it,
| | 00:24 | I can do that by going to my Site Actions menu.
| | 00:28 | From Site Actions, I am going to come
all the way down to the bottom to Site
| | 00:32 | Settings, where I have got a whole
bunch of options here for adding people to this,
| | 00:37 | changing the theme, changing settings.
| | 00:39 | We are going to see a lot of these as we
go through the remainder of the course.
| | 00:42 | But kind of buried in the Site
Actions section here is Delete this site.
| | 00:47 | If I select that, it will give me a prompt here.
| | 00:50 | "You are about to permanently delete
all your content, including your document
| | 00:54 | libraries, your lists, and your list
data, your configurations, your permission
| | 00:58 | levels relating to this website."
| | 01:00 | This is the point that you
want to be very, very careful of.
| | 01:03 | You want to make sure you are
absolutely in the right place and before I ever
| | 01:08 | do this, I also want to make sure
that I didn't really change this.
| | 01:12 | Not only I didn't change it,
but nobody else did so.
| | 01:15 | Before I do this, I am
going to cancel out of that.
| | 01:18 | I am going to go back to my Site
Actions and click View All Site Content and
| | 01:24 | I am just going to double check.
| | 01:25 | What did I think should be here?
| | 01:27 | Well, one document library, a few
lists, and I can even scan the items.
| | 01:32 | There doesn't seem to be anything in
any of this except the 1 announcement in
| | 01:37 | my Announcements list. That's okay.
| | 01:39 | I don't have any sites beneath this, which
is the thing I really want to check for too.
| | 01:45 | Because I want to make sure that anything
I delete is not going to have a knock-on effect.
| | 01:49 | So it all looks good.
| | 01:50 | I am going to go back to my
Site Actions > Site Settings.
| | 01:55 | Come over here and find
the Delete this site option.
| | 01:58 | Double check the URL, double
check everything and click Delete.
| | 02:02 | You want to be very, very careful about
this because there isn't an Undo button
| | 02:07 | once you have done this.
| | 02:08 | So your website has been
deleted. Go back to site.
| | 02:11 | In this case, I am going back to the
parent of that Document Workspace, so the
| | 02:16 | site I was in when I made it,
because there's nowhere else to go.
| | 02:19 | Deleting sites is certainly something
to be very, very cautious about doing.
| | 02:24 | The flip side of that is that you also
want to be shifting into a mode where you
| | 02:28 | do regard quite a few of these
SharePoint sites as very casual. Things like
| | 02:33 | Document Workspaces and, as we will
explore, Meeting Workspaces are not really
| | 02:37 | intended to be around for many, many years.
| | 02:41 | They could be. Nothing is
going to automatically delete them.
| | 02:44 | You are, but you want to
be careful when you do it.
| | Collapse this transcript |
|
|
4. Core SharePoint Sites: Meeting WorkspacesWhat is a Meeting Workspace?| 00:00 | Let's take a look at the other
workspace that we can get in SharePoint.
| | 00:04 | Once again, a workspace is a site and we
are now here looking at a basic Meeting
| | 00:10 | Workspace or a basic meeting site.
| | 00:13 | I can see immediately that it shares
a lot of the common things with the
| | 00:16 | Document Workspace and with the team site.
| | 00:19 | We still have the Ribbon, we
still have the general look and feel.
| | 00:22 | It does appear that the Quick Launch Bar
on the left-hand side is gone, and that
| | 00:26 | is true, because the idea of a Meeting
Workspace is about as simple as it gets
| | 00:31 | here and you don't really need to
navigate all that much from place to place.
| | 00:36 | In this case, the Meeting Workspace has
a place for Objectives, a place to list
| | 00:40 | Attendees, a place for an Agenda,
and a place for a Document Library.
| | 00:44 | Everything here can be
driven from this one page.
| | 00:48 | It is still a SharePoint site, so if I
want to, I can go to my Site Actions menu
| | 00:52 | and find the View All Site Content
section, which will tell me, "yep, you have
| | 00:57 | got one document library and three lists."
| | 01:00 | That's it. That's all you have, and
that is the entirety of this Meeting
| | 01:05 | Workspace of this meeting site.
| | 01:07 | The idea is that you are not using this
for a very simple, straightforward, okay,
| | 01:11 | I want to get together once a week
and just see how things are going.
| | 01:15 | But if you have formal meetings, the
places you need to put agendas and multiple
| | 01:20 | documents and lists of attendees, this
is a great way to do it because it's a
| | 01:24 | casual way to do it.
| | 01:25 | For a lot of people, you have to get
your mind beyond that idea of, well, I am
| | 01:29 | not going to make a website just for a meeting.
| | 01:32 | And the question is well, why not?
| | 01:34 | This is super simple to
create, super simple to use.
| | 01:38 | When you are done with it, which might
be a few days or a few weeks, you can
| | 01:42 | just get rid of it.
You don't need it anymore.
| | 01:44 | It's essentially the same kind of
things that you might end up keeping track
| | 01:48 | of on a piece of paper or by sending an
email request back and forth across a few people.
| | 01:55 | You put it here.
| | 01:56 | You put it in the Meeting Workspace.
| | 01:58 | But they are just SharePoint sites
made of lists and libraries, easy to
| | 02:01 | create and easy to use.
| | 02:03 | View them almost as disposable resources.
| | Collapse this transcript |
| Creating a Meeting Workspace| 00:00 | To create a new Meeting Workspace, we
are creating a SharePoint site and that
| | 00:05 | means you have to have the correct permission.
| | 00:07 | There is no difference in permission for
creating a workspace for creating a site.
| | 00:11 | They are all sites.
| | 00:12 | So I am in an existing Team Site
right now and I am going to go to my Site
| | 00:15 | Actions menu and click the option says New Site.
| | 00:19 | If you don't have that option, you
don't have the permission to make a new
| | 00:23 | site or a new workspace.
| | 00:25 | When I select that option, if I have
Silverlight installed, I will see this
| | 00:29 | particular menu option.
| | 00:30 | If I don't have Silverlight installed,
I will see a more simple web page.
| | 00:34 | But the result is the same.
| | 00:37 | Silverlight just has a more graphically
friendly way of looking at this stuff.
| | 00:41 | You don't get any different
abilities in either option.
| | 00:45 | So I can make a team site, a blank site,
a Document Workspace, or these five
| | 00:49 | kinds of Meeting Workspace.
| | 00:51 | Now, they are not all that
different from each other.
| | 00:53 | I do invite you, if you have the
correct permissions, to just make one of each,
| | 00:58 | take a look at them, shrug,
and then get rid of them.
| | 01:01 | Because they are really quite similar to
each other. They are just different focuses.
| | 01:05 | The Social Meeting Workspace, for
example, has a place to put photos and
| | 01:09 | directions to the event.
| | 01:11 | The Basic Meeting Workspace, a bit more formal.
| | 01:14 | But they both work the same way.
| | 01:16 | So what do I have to do?
| | 01:17 | I have to give this site a title.
| | 01:19 | Let's say we give it the title of
this meeting is for the Weekly Review
| | 01:23 | meeting, and I am going to give it a URL,
which will be of course based on the
| | 01:27 | URL I am currently on.
| | 01:29 | If I see up here in my address
bar, I am in my site, which is a
| | 01:32 | Idcsharepoint.com/sites/classic.
| | 01:33 | Then I have got a little bit of
SitePages/Home.aspx, but that's no important.
| | 01:41 | If I mouse over here, I will see the
same address, /site/classic, and it will
| | 01:45 | be under that address.
| | 01:47 | So I can put whatever I want.
| | 01:49 | Again, I don't like to use spaces in
my URL names, but that's a personal
| | 01:53 | preference, and click Create.
| | 01:55 | We now have a Meeting Workspace that we can use.
| | 01:58 | Again, everything that you do in a typical
Meeting Workspace is driven from this one page.
| | 02:04 | This is where I add objectives.
| | 02:07 | This is where I add entries to the agenda.
| | 02:10 | It's where I upload documents.
| | 02:11 | It's where I can add attendees.
| | 02:13 | While a Meeting Workspace won't
automatically be deleted, the expectation is
| | 02:18 | that this is probably only relevant
for a few days or weeks and after that
| | 02:22 | you can get rid of it.
| | 02:24 | It follows typical SharePoint site
rules, so it can be customized if you want
| | 02:28 | it to be customized.
| | 02:29 | Although when you are working with a
Meeting Workspace, it's more typical
| | 02:32 | that it's pretty casual.
| | 02:34 | It's pretty standard SharePoint stuff,
so that people just make one, use it, and
| | 02:38 | then delete it when they are done.
| | Collapse this transcript |
| Deleting a Meeting Workspace| 00:00 | To delete a Meeting Workspace is very simple.
| | 00:03 | You want to make sure that you
can actually get to the site.
| | 00:06 | All sites are deleted from inside themselves.
| | 00:10 | So I am in the workspace that I want to delete.
| | 00:12 | I am going to go to my Site Actions
menu and go down to Site Settings.
| | 00:16 | Again, if you don't have the right
permissions, you won't see the options.
| | 00:20 | SharePoint prefers not to give you options
that when you click on them. It gives you an error.
| | 00:24 | It will just not show you the option at all.
| | 00:26 | So I am in my Site Settings for this site.
| | 00:29 | I am going to click the
button that says Delete this site.
| | 00:32 | Of course I want to be very, very
careful about what I am doing here.
| | 00:36 | You want to double check
the content of this site.
| | 00:39 | You want to make sure there
are no sites underneath it.
| | 00:42 | Once again, the best way of looking at
that is going to your All Site Content link.
| | 00:48 | I am almost in the habit every time I
delete a site to go, you know, let me just
| | 00:52 | go over here and take another look
here and see what do I have here.
| | 00:56 | One document library, three lists,
no surveys, no discussion boards, no
| | 01:01 | sites and workspaces.
| | 01:02 | Okay, it looks good.
| | 01:04 | Back to Delete this site. Delete.
| | 01:07 | Yes, I am sure, and then I am done.
| | 01:09 | When I click Go back to site, we'll be
going back to the site I was in when I
| | 01:13 | created that Meeting Workspace.
| | Collapse this transcript |
|
|
5. SharePoint Lists and LibrariesExploring the available lists| 00:00 | As you're starting to see that all
SharePoint sites, whether they're called
| | 00:04 | sites or qorkspaces, seem to be made
of a collection of lists and libraries,
| | 00:08 | and that is indeed the case, how do we
actually get to know those lists and libraries?
| | 00:12 | Well, one of the ways that I like to
do this is first to create another site.
| | 00:16 | I am going to go to my Site
Actions menu and create a new site.
| | 00:19 | I don't have to do this, but just as an example.
| | 00:22 | I am going to make what's called a Blank Site,
which is a site with no lists or libraries.
| | 00:27 | You might think, well, will there be
anything there or is this just a blank page?
| | 00:31 | Well, you'll see in a moment.
| | 00:33 | So I'll call it Blank, and put in the URL
of my parent site /blank. Click Create.
| | 00:39 | This is a blank site.
| | 00:41 | So it's not actually an empty white page.
| | 00:44 | We still get the plumbing, we get the
framework, we get the scaffolding, if you
| | 00:48 | will, of SharePoint.
| | 00:50 | The navigation, the
Ribbon, the Quick Launch bar.
| | 00:53 | But if I click my All Site Content here,
it just says "okay, I have got a place
| | 00:58 | that will show you your lists and
your libraries. You just don't have any
| | 01:02 | lists and libraries."
| | 01:03 | It gives you a good hint here.
| | 01:05 | You've got no document libraries.
| | 01:06 | To create one, click Create.
| | 01:08 | When I click Create, this is when I
can actually see my lists and libraries.
| | 01:13 | Again, I am looking at the
browser with Silverlight installed.
| | 01:16 | So I see a nice graphical entry here.
| | 01:19 | If you didn't have Silverlight installed,
you'd see a more simple web page, but
| | 01:23 | the actual available
options would be exactly the same.
| | 01:27 | There are no extras here.
| | 01:28 | They are just presented differently.
| | 01:30 | I could use my cursor keys
and go through them a bit here.
| | 01:33 | I could see okay, we've got
Announcements, Asset Library, Assets Web
| | 01:37 | Database, Blank Site.
| | 01:38 | You know what I am looking at here is
a bit kind of mixed up, because I am
| | 01:42 | seeing lists, I am seeing sites,
I am seeing all sorts of stuff.
| | 01:46 | So what I can do here is
I can filter these down.
| | 01:48 | I can say I just want to filter by lists,
and that brings it much smaller into
| | 01:55 | Announcements, Calendar.
| | 01:57 | We've seen these before.
| | 01:58 | We've seen Announcements, we've seen
the Calendar, I've seen the Contacts list.
| | 02:01 | We've got a Issue Tracking, Links,
Project Tasks, a Survey, Tasks, a Discussion Board.
| | 02:09 | Notice that a discussion board and
a survey are both considered a list.
| | 02:14 | Even though they're sometimes
presented in a slightly different way, oh,
| | 02:19 | here are your lists and here are your
discussion Boards, a discussion Board is a list.
| | 02:24 | A Survey is a List.
| | 02:25 | Everything is a List in SharePoint.
| | 02:27 | So you'll notice that
there isn't a great deal here.
| | 02:30 | You might be expecting to find 40 or 50 of
these, but no, you don't really get all that many.
| | 02:37 | In fact, most of the ones that we're
seeing here, we've already used in our team
| | 02:41 | sites and our Document Workspaces.
| | 02:43 | So if I wanted to add, for example, an
Announcements list, I simply select that one.
| | 02:48 | I could call it Announcements, but bear
in mind that that's the name of the list
| | 02:53 | and it's also my name for what I
want to call this on my website.
| | 02:57 | It can be the same. It doesn't have to be.
| | 03:00 | I could call it Announcements.
| | 03:02 | I could call it Company
Announcements. Doesn't matter.
| | 03:05 | It still an Announcements list. I click Create.
| | 03:08 | I now have that list and it actually
takes me into it inside SharePoint and
| | 03:13 | even changes the Ribbon to the mode where I
can edit the list or add new entries to it.
| | 03:19 | You'll find as you start to add new List,
and I am going to go back into my Site
| | 03:23 | Actions menu, if I come down
and I actually say More Options.
| | 03:27 | This is the one that allows me to
add pages, lists, libraries, and sites.
| | 03:31 | Well, I can select that option and then
just filter back down by list, but we've
| | 03:36 | already explored some of these.
| | 03:38 | When I make a basic calendar, for
example, by saying to SharePoint "I want
| | 03:43 | that List," SharePoint says, "okay, great, I'll
give you the list that shows you the calendar."
| | 03:48 | "I'll give you the Ribbon that allows
you to change between the Day and the
| | 03:52 | Week and the Month view."
| | 03:53 | "I'll give you the page that will pop-up and
allow you to add an entry or edit an entry."
| | 03:58 | All of that is provided just by me saying
that I want the Calendar list on this website.
| | 04:04 | If I go back to my Site Actions menu
and say View All Site Content, I start to
| | 04:10 | see that I am basically just
adding lists to this blank site.
| | 04:14 | Well, it's not so blank anymore.
| | 04:15 | It has two Lists on it.
| | 04:17 | You'll find that a few of the lists that
you work with have their own special views.
| | 04:23 | The Calendar, for example,
has the Calendar view.
| | 04:25 | If I select the Project Tasks list
and create that one, you'll find that it
| | 04:33 | itself has a slightly different view as well.
| | 04:35 | It's more of a project
planning, kind of Gantt chart idea.
| | 04:39 | Again, the best way to kind of explore
through this is just to experiment with
| | 04:43 | it and start to add
entries and see what happens.
| | 04:46 | Going back to my Site Actions > More
Options to take a look at my List entry.
| | 04:52 | You'll find there really isn't even the
ability for many more of these to have
| | 04:55 | their own special interfaces
and their own special pages.
| | 04:59 | In fact, most of the other lists, things
like Tasks and Links and Contacts, look
| | 05:04 | pretty straightforward.
| | 05:05 | They've got the more generic list entry.
| | 05:08 | Just tell me the piece of data.
| | 05:10 | Your question of course is well, what
happens if you wanted a list of your own
| | 05:14 | organization specific stuff,
where is my list of engines?
| | 05:19 | Where is my list of ice cream flavors?
| | 05:21 | Where is my list of etcetera, etcetera?
| | 05:23 | Well, you can of course create your
own and we'll go through that in the next movie.
| | Collapse this transcript |
| Creating a custom list| 00:00 | The time will certainly come when
you're going to look at the available lists,
| | 00:04 | you're either going to use your Site
Actions menu and click More Options, or one
| | 00:09 | of the many ways you get to the same window.
| | 00:11 | You'll look at the available lists,
and you'll think, okay, this just
| | 00:15 | isn't doing it for me.
| | 00:16 | I need a list to keep track of my ice cream
flavors, my vendor's machinery, my DVD titles.
| | 00:24 | Those obviously don't exist in
this fairly short predefined setup.
| | 00:29 | However, what you do have is the
ability to create a custom list.
| | 00:32 | Now, you'll see two options for this,
Custom List and Custom List in Datasheet View.
| | 00:37 | These are quite similar to each
other, as we'll see in a moment.
| | 00:40 | In fact, if you can filter down your
list even further to the Blank & Custom,
| | 00:44 | you'll basically see three choices.
| | 00:46 | You can make a custom list in a
different view called the Datasheet View, or you
| | 00:50 | can import a spreadsheet.
| | 00:52 | So, if you're storing this data
already in an Excel spreadsheet, where the
| | 00:58 | first columns are the titles of the fields
that you're storing, you can import that in.
| | 01:03 | I'm going to go ahead and create a custom list.
| | 01:06 | Let's say I am a corporate video producer
and I'm going to create a list of DVD titles.
| | 01:12 | We click Create.
| | 01:14 | It makes me the list that
already dumps me into the webpage.
| | 01:17 | The list is actually created.
| | 01:19 | Now, you might be thinking, well,
but I didn't tell it what the list was.
| | 01:23 | Well, the way that it really works
is when you make a custom list, what
| | 01:27 | SharePoint does is say "oh, I'm just
going to make you a really simple list, and
| | 01:33 | you can then change it if you want to."
| | 01:35 | It's made the simplest list imaginable.
| | 01:38 | If I look at this, I have the
ability to add a new item to this list.
| | 01:42 | It says well, all you give me is a title.
| | 01:46 | That's what this list represents.
| | 01:47 | In fact, SharePoint is storing two more
pieces of data under the hood. Whenever
| | 01:52 | I add an entry, such as simple title,
| | 01:55 | it's also going to store the fact that
I created it, and that I was the person
| | 02:00 | who last modified it.
| | 02:01 | But right now, all we have is
the ability to create a title.
| | 02:05 | I want to store more information.
| | 02:08 | If I'm used to say creating databases
in Access or SQLServer or FileMaker
| | 02:13 | or Bento or any of the other things, I'm used
to the idea of defining my own columns for data.
| | 02:20 | That's what we do here as well.
| | 02:21 | Two ways of getting to it.
| | 02:23 | As you're beginning to see, there is
always several different ways to get to the
| | 02:26 | same place in SharePoint, but with the
Ribbon selected, and I want to make sure
| | 02:30 | I'm on the List section of the Ribbon.
I'm not affecting just an individual item
| | 02:35 | in the list. I am
affecting the entire list itself.
| | 02:39 | I can either click Create Column, or I
can also get to the columns through my
| | 02:43 | List Settings on the right-hand side.
| | 02:46 | I'm going to pick the simple and
most direct one, Create Column.
| | 02:49 | It's going to say "what's the column name?"
| | 02:51 | Well, let's say that all
our DVDs fall into a category.
| | 02:54 | So, I want a way to store a category.
| | 02:57 | Then it asks me want kind of data is
this, what type of information, single
| | 03:01 | line of text, multiple lines of text, a
choice, a number, currency, a date and time.
| | 03:07 | Well, let's say we've got a choice.
| | 03:09 | I'm going to select from
three different options.
| | 03:12 | When I select the radio button here
that says Choice, what happens is the
| | 03:17 | section further down changes, and
says "well, tell me your choices."
| | 03:21 | Well, let's say my corporate videos
fall into Industrial, and Managerial, and
| | 03:28 | all sorts of terrible, boring names.
Human Resources and Best Practices.
| | 03:37 | I have a few other options here.
| | 03:38 | I can choose to display these
choices using a drop-down menu, or radio
| | 03:43 | buttons, or checkboxes.
| | 03:44 | I can allow people to type
in their own choices here.
| | 03:47 | I can say the default is always the
first one, and then I'm going to click OK.
| | 03:51 | There is a last little Column
Validation, where you can put in some formulas.
| | 03:57 | There is a little bit of help there.
| | 03:58 | I'm not really going to get into that right now.
| | 04:00 | I'm just going to click OK.
| | 04:02 | Then now it says I've got a title,
and I'm looking at my list here.
| | 04:05 | It says Title and Category.
| | 04:06 | I can go into the existing ones
simply by clicking the link here.
| | 04:10 | It says well, I'm showing
this as a ttle and no category.
| | 04:14 | Well, I want to edit it.
| | 04:16 | Luckily, I do have the Edit Item option here,
where I can now select from my drop-down.
| | 04:21 | Now, notice that even though I'd
specified Industrial as the default
| | 04:26 | category, SharePoint did not go back
and enforce that on any list items I
| | 04:33 | already had created. It won't do that.
| | 04:36 | Those of you who might be used to
working with databases, might have a bit more
| | 04:40 | of a formalized idea about what
would happen in those instances.
| | 04:43 | I would caution you to not make too
many equivalents between a SharePoint list
| | 04:49 | and a database. It's
not really the same thing.
| | 04:52 | SharePoint tends to err
on the side of flexibility.
| | 04:56 | Most databases err on the side of
enforcing very strict rules, and SharePoint
| | 05:00 | really doesn't. I'm going to create another
column here, which will be let's say Date Released.
| | 05:08 | That's going to be-- Date and Time is my only
option there, but let's say I don't want Time.
| | 05:13 | Well, that's okay, because with Date and
Time selected, the options further down
| | 05:18 | say w"ell, do you want Date Only or Date & Time?"
| | 05:21 | Date Only is just fine.
| | 05:22 | I don't even need a default value.
| | 05:24 | I'm going to click OK.
| | 05:27 | Then I'll add one more
column, which can be Price.
| | 05:32 | That will be of type Currency.
| | 05:35 | With that selected, we get a few more options
here, such as a minimum and a maximum value.
| | 05:40 | I can also choose to say this
column contains information.
| | 05:43 | There must be a value in it.
| | 05:45 | I can do that on any column.
| | 05:47 | There are options for
different countries and so on.
| | 05:51 | Let's just pick the United
States, in this case, and click OK.
| | 05:55 | I can go and edit the existing one,
either by clicking the link and then
| | 05:59 | clicking the Edit button.
| | 06:01 | I can check the little checkbox over here.
| | 06:04 | Then move up to my items list and say
Edit Item, or I can select from the little
| | 06:10 | drop-down menu and say Edit Item.
| | 06:13 | This is SharePoint.
| | 06:14 | There is always multiple
ways to do the same thing.
| | 06:17 | Date Released, I get a nice date
picker here, let's say the 14th of May, and
| | 06:21 | price, let's say 99.99. Click Save.
| | 06:24 | That will put the US currency on the
front of it, and we have our data start to
| | 06:29 | being filled out here.
| | 06:30 | If I wanted to do quite a lot of entry
on this, one of the things I can do with
| | 06:36 | this list, indeed with most lists, is
from the List section of the Ribbon, I can
| | 06:41 | click this option that says Datasheet View.
| | 06:44 | This drops into a more of a kind of
Access style, where I can start giving it
| | 06:49 | titles by just very quickly typing in here.
| | 06:52 | It's a quicker way to do mass entry,
but it's not so friendly with kind of
| | 06:56 | enforcing a data checking or
error messages, that kind of thing.
| | 07:01 | So, it doesn't tend to be as friendly.
| | 07:03 | But if you have a lot of things to enter
at the same time, you'll find Datasheet
| | 07:06 | View is the quicker way to do it.
| | 07:08 | I can just click back into Standard View.
| | 07:10 | Now, you might find for a couple of reasons
that you don't get Datasheet View appearing.
| | 07:15 | There can be different reasons why.
| | 07:18 | One might be that you have an out-
of-date copy of Office installed.
| | 07:23 | One might be that you have
Office which is too up-to-date.
| | 07:26 | As of the recording of this movie, if
you have the 64-bit version of Office,
| | 07:30 | SharePoint doesn't want to show the
Datasheet View by default, which is little
| | 07:34 | bit annoying, because it's using
an ActiveX control under the hood.
| | 07:38 | And all that geekery you don't have to
worry about too much, if you can click
| | 07:41 | the Datasheet View button and just see it.
| | 07:44 | There are very few things in SharePoint
2010 that really rely on some of these
| | 07:49 | weird underlying ActiveX controls,
but unfortunately, this is one of them.
| | 07:53 | This Datasheet View is what we'd see
| | 07:56 | if, when I go back to my Lists,
and say I want to make a new list.
| | 08:01 | Again, I'm going to filter this right
back down, not just filter by list, but
| | 08:06 | filter my Blank & Custom lists.
| | 08:08 | If I was to say I want to make a
custom list in Datasheet View, that's
| | 08:11 | essentially what we just saw by
shifting our list into Datasheet View.
| | 08:16 | As it says over here, a blank list is
displayed as a spreadsheet in order to
| | 08:20 | allow easy data entry.
| | 08:22 | You still add your own columns the way
we just added them with the same options
| | 08:27 | that we just had, no different.
| | 08:29 | Once we start to get a bit more
into this, we're also going to start
| | 08:33 | working with views.
| | 08:34 | So, we can start to take a lot of data
that we're likely to have and present it
| | 08:38 | in ways that are more useful for us.
| | 08:40 | That's how we create a
custom list in SharePoint.
| | Collapse this transcript |
| Creating a custom view| 00:00 | Every time you look at the contents of
a SharePoint list, you're really looking
| | 00:05 | at a view of that List, a special
filtered perspective. Because the list
| | 00:10 | information itself is stored in rather
ugly database tables on the SharePoint
| | 00:14 | Server and this is not what we want to see.
| | 00:16 | If I have calendar data for
example, I don't want to see a big
| | 00:20 | spreadsheet-looking thing. I want to
go and see a calendar and indeed the
| | 00:24 | Calendar list has a default
view that looks like a calendar.
| | 00:28 | It's filtering the data, meaning that
there's a lot more entries than I can see
| | 00:33 | here, but a) I just want
to see this month and b)
| | 00:37 | I just want to see some basic information.
| | 00:39 | Most of these individual calendar
appointments, if I click on them and decide to
| | 00:44 | edit that event, will tell me more information.
| | 00:47 | It might have some notes.
| | 00:48 | It's got a location.
| | 00:49 | It's got a category, but when I'm looking at
the default Calendar view, I see none of that.
| | 00:54 | I just see the summary.
| | 00:55 | I see the useful information there,
because we're looking at a filtered view
| | 01:00 | of this information.
| | 01:01 | So every list in SharePoint has a
default view. The Calendar one just happens
| | 01:06 | to look like a calendar.
| | 01:07 | Now, when I'm browsing this and I
don't have the Ribbon active, if you've
| | 01:12 | wondered why you see this phrase
Calendar-Calendar here, it's really because
| | 01:16 | what it's trying to tell us is I'm
looking at the Calendar view of the Calendar
| | 01:21 | list in this team site and indeed this
View section can actually be changed.
| | 01:27 | I can click the drop-down arrow and
change from the Calendar View to the All
| | 01:31 | Events View, where I see a much more
straightforward perspective of this, might
| | 01:35 | be useful might not be useful.
| | 01:37 | Clicking back to the Calendar View, we
switch back to the more conventional look of it.
| | 01:42 | If I go and take a look at my Tasks
list for example, well, it wouldn't make
| | 01:47 | sense here to see a calendar, so the
default view that I'm seeing is All Tasks.
| | 01:52 | So I'm in the All Tasks View of
the Tasks list of this team site.
| | 01:57 | This has multiple views here. I've got
All Tasks, just My Tasks, I've got Due
| | 02:03 | Today, there's nothing in
that one, Active Tasks and so on.
| | 02:07 | As a Task list begins to grow, you'll
find that there'll be a lot of pieces of
| | 02:11 | information that just won't be
relevant any more, particularly all your
| | 02:14 | completed tasks. You don't want to get
rid of them, but you don't want them
| | 02:17 | cluttering up your View when
you're taking a look at them.
| | 02:20 | So when we're in a list, simply by
looking at this drop-down we can switch views
| | 02:25 | and we can even change the
Views or create our own views.
| | 02:29 | Views are not just used to filter the
data as in show me My Tasks or show me All
| | 02:35 | Tasks, but they're also used where you
can choose the columns that you're going to see.
| | 02:39 | Do I want to see due date or
percent complete or don't I? That's up to you.
| | 02:43 | That's part of your view.
| | 02:45 | If for example, I wanted to change
the All Tasks View so that I didn't see
| | 02:50 | priority, it'll be quite easy, I could
click on this option, come down to the
| | 02:54 | phrase Modify this view. This takes me
into the Edit View page, where I could even
| | 03:00 | change the name of the view and here's
where I get to choose the columns that
| | 03:04 | are being displayed.
| | 03:06 | I could decide to uncheck Priority.
| | 03:08 | if I wanted to I could see all the
other columns that this list has that I'm
| | 03:12 | not actually using.
| | 03:13 | Then I have choices about how I'm
sorting and how I'm filtering-- and I'll show
| | 03:18 | this in a moment. We'll create a custom
view. There's actually a lot of things
| | 03:22 | you can do either by
changing or creating your own views.
| | 03:26 | So just by making that simple change I
don't have the Priority column showing up
| | 03:30 | in this view anymore.
| | 03:32 | But what if I wanted to create my own view?
| | 03:34 | Well, that's very easy as well.
| | 03:36 | If I look at the drop-down, well,
there are quite a few views that have been
| | 03:40 | created by Microsoft for the Task list,
but maybe not all the ones that I want.
| | 03:45 | We have All Tasks, My Tasks, Due Today.
Maybe I want to see a View that just
| | 03:49 | shows Overdue Tasks.
| | 03:50 | All I'm going to say create a view.
| | 03:53 | The next page asks me what kind of view is this.
| | 03:56 | It doesn't exactly know what I want to
do here, and here is where I could choose
| | 04:00 | to do things like have a
Calendar View, if that made sense.
| | 04:03 | It doesn't really. Most of the time
you're going to pick the Standard View.
| | 04:07 | The other views are fairly specialized.
| | 04:10 | Going to select that one.
| | 04:11 | It's going to ask me to give it a view name.
| | 04:13 | I'll say Overdue Tasks.
| | 04:17 | I could even have the option here to
make this the default view, which will be
| | 04:21 | what you'd see every time you clicked
at the Task list, and then choose which
| | 04:26 | columns are being shown.
| | 04:28 | Let's say if it's just overdue Ttasks,
I'm not really interested in seeing if
| | 04:31 | there are attachments or not or any
kind of icons. I'm interested in the title,
| | 04:36 | who it's assigned to, what the due date
was and the percent complete. That'll do.
| | 04:43 | I could choose to sort, and I'm going
to say by Due Date, so the earlier ones
| | 04:49 | will show up at the top of the list.
| | 04:51 | Then in the filtering section, do I
want to see all items of this list?
| | 04:54 | No, I certainly don't. I only want to
show items when the following is true.
| | 04:59 | So I'll select this radio button.
| | 05:01 | I want the column Due
Date to be less than Today.
| | 05:06 | So where Due Date is less than today,
and this little shortcut you can put for
| | 05:11 | using today, which is the
square bracket and the word Today.
| | 05:15 | This is not some huge and
pseudo-programming language here.
| | 05:18 | There are just a few
simple things you can put in.
| | 05:21 | If you notice over here on the left,
it even suggests the most common things.
| | 05:25 | To filter on a column based on the
current date or the current user of the site,
| | 05:28 | type either Today or Me in
square brackets as the column value.
| | 05:32 | That's fine, so, we want to see when
the Due Date is less than today, but we
| | 05:37 | also want to make sure that
this task is not completed.
| | 05:40 | Because if it was a task was
completed it's not overdue.
| | 05:42 | So I'm going to say And When this
column of Status is not equal to Completed.
| | 05:52 | And that looks good.
| | 05:53 | If I was expecting a lot of
information there, so if I had to manage dozens or
| | 05:57 | even hundreds of overdue tasks, I
might also decide to group by perhaps the
| | 06:03 | Assigned To person to show me each
individual person's overdue tasks, but I
| | 06:08 | don't need to do that.
| | 06:09 | So I'm going to come down ignore all
the rest of things and click OK, and it
| | 06:13 | looks like we only actually have one
overdue task, which wasn't assigned to
| | 06:18 | anybody in particular, hasn't been
started and it was due on the 19th of May.
| | 06:23 | Again I could switch back
between that and the All Tasks View.
| | 06:27 | So very easy to create new views in
SharePoint, very easy to modify existing
| | 06:33 | views, but when you're looking at a
list, you're always looking at a view and
| | 06:37 | it's your choice about how useful
you want that view to be to you.
| | Collapse this transcript |
| Working with libraries| 00:00 | If there is one single piece of
SharePoint that most people are going to use
| | 00:06 | most of the time, it will be this part
of SharePoint called a document library.
| | 00:11 | You'll find a document library on just
about every single SharePoint site that
| | 00:17 | exists, and in many cases
more than one document library.
| | 00:20 | These are not things to be careful about.
| | 00:22 | They are things to use liberally.
| | 00:24 | They are things to use easily, like
you might use folders on your desktop.
| | 00:28 | On a typical team site, you'll find a
document library called Shared Documents.
| | 00:32 | I've uploaded the couple of things to this,
just so we have something to work with.
| | 00:36 | A document library is part of a site.
| | 00:39 | You'll find them in a team site, you'll
find them in a Document Workspace, you'll
| | 00:43 | find them in a Meeting Workspace.
| | 00:45 | They are containers for
documents but they are not folders.
| | 00:48 | You can actually have
folders inside document libraries.
| | 00:51 | These are kind of like
having a folder on steroids.
| | 00:54 | There's a whole lot more you can do by
putting your documents in a document
| | 00:59 | library than you could do if it
was just in a folder on your desktop.
| | 01:03 | Like working with any list in SharePoint,
we do a lot of things driven from the Ribbon.
| | 01:08 | If I'm not in Browse mode and looking
at the breadcrumb, I have a Library Tools
| | 01:12 | section here that's split between
Library, allowing me to change things about
| | 01:17 | the entire library, the entire container itself.
| | 01:20 | And I have a Document section, allowing
me to do things like edit a particular
| | 01:24 | document or delete a particular document.
| | 01:27 | If I already have items in the Library
itself, I can choose to select one of
| | 01:32 | them and click the Edit document
button, though I can also choose from the
| | 01:37 | drop-down menu, where I have in this case Edit
in Microsoft Word, which will do the same thing.
| | 01:43 | It opens this up in Microsoft Word.
| | 01:45 | I can make a simple change in here, just
work with Word the way I usually would.
| | 01:49 | Close this down and I'm done.
| | 01:52 | In a default document library, there
is a New Document button, and unless it's
| | 01:56 | been configured otherwise, that's just
going to open up a blank Word document
| | 02:01 | as the template here.
| | 02:06 | I can change that document any way I
see fit, and either just save it or close
| | 02:10 | Word down and it will prompt me to save it.
| | 02:12 | It will know to save it back into that
document library, as you might expect,
| | 02:17 | and we have that new document existing now.
| | 02:19 | Other very useful options on the
Ribbon are to upload documents,
| | 02:23 | if you do have documents that are on
your desktop. You can either upload a
| | 02:26 | single one or choose to
upload multiple documents.
| | 02:30 | The Upload Multiple Documents
option gives you a drag and drop ability.
| | 02:34 | So if I go to my Documents folder, I
can then grab a couple of documents, in
| | 02:37 | this case one Word, one PowerPoint, drag
them over, click OK, and get them both uploaded.
| | 02:44 | If I needed to go the other way, that
is dragging things out of the Library,
| | 02:47 | I do have an option on the Library called Open
with Explorer, which would allow me to do that.
| | 02:53 | I'm not a huge fan of trying to treat
document libraries like they are folders,
| | 02:57 | but they can be useful in some
circumstances, particularly getting a mass amount
| | 03:02 | of documents out or into a document library.
| | 03:05 | Several of the options that you'll see
on the Documents section of the Ribbon
| | 03:09 | can also be found in the drop-down
menu, such as editing in PowerPoint or
| | 03:14 | Word or Excel is the same as
selecting the Document and selecting the Edit
| | 03:19 | Document on the Ribbon.
| | 03:20 | It's whatever you feel most comfortable with.
| | 03:23 | You'll find that many of the options on
the Ribbon will be grayed out unless a
| | 03:27 | document is selected.
| | 03:28 | After all, it doesn't make sense to
edit a document if SharePoint doesn't know
| | 03:32 | which document you're talking about.
| | 03:33 | Conversely, if you select multiple documents,
you often will see a lot of these grayed out.
| | 03:39 | You'll see some available ones, like
Delete Document. We could do a mass
| | 03:42 | deletion or a mass check out, but it
won't allow you to click the Edit Document
| | 03:46 | button till you only have one document selected.
| | 03:50 | If your farm administrator has
installed it, you may also find the option to
| | 03:54 | open these documents in a web browser
using something called Office Web Apps.
| | 03:59 | Office Web Apps is not officially part of
SharePoint, but it's often used together.
| | 04:03 | And if you click the drop-down button
and see the option to View in Browser, for
| | 04:07 | example, it's going to open the Word
web application, which is, as you might
| | 04:12 | imagine, a web-based version of
Word, like using Google Docs or Zoho.
| | 04:16 | This is Microsoft's equivalent.
| | 04:18 | This works in Internet Explorer,
works in Firefox, works in Safari.
| | 04:22 | You don't even need Office to be
installed on the machine you're using it on.
| | 04:26 | So if you do swap between multiple
machines, you may find it very useful.
| | 04:30 | I am going to close that down.
| | 04:31 | If you have something that is quite a simple
document, you can edit that in thebrowser.
| | 04:36 | It's not the full version of Word.
| | 04:37 | As you can see, the Ribbon doesn't
have an awful lot of entries to it.
| | 04:41 | We have just got the Home
Ribbon, the Insert, and the View.
| | 04:44 | So it's a light cut-down version, but it
will work just fine for simple changes.
| | 04:50 | And you also have the button to
open this in Word if you do need to do
| | 04:54 | more complex changes.
| | 04:56 | I can either close this down or use
the breadcrumb to go back to my Shared
| | 04:59 | Documents document library.
| | 05:01 | When I'm in the Browse section of the
Ribbon, I can see that I do have a view of
| | 05:06 | this document library that I'm looking at.
| | 05:07 | The All Documents view of the Shared
Documents library and the team site.
| | 05:12 | Now, by default, a document library only
has one view called All Documents, but
| | 05:16 | you can create or modify this view,
if you either have a lot of different
| | 05:21 | documents and you want to group them
together by whoever created or modified
| | 05:25 | them or you need to show some new metadata.
| | 05:28 | As we go further into more advanced
pieces of SharePoint, we are going to
| | 05:32 | come back to this Library Ribbon,
particularly the Library Settings option of the Ribbon.
| | 05:38 | This will allow us to do a lot of the
more complex and more interesting things
| | 05:43 | with the document library, such as working
with versioning and information management policies.
| | 05:48 | At this particular point, if you are
new to document libraries, you might be
| | 05:51 | forgiven for thinking, "well, this just
feels like a folder, I put my documents
| | 05:55 | here, I open them up, I save
them, what's the difference?"
| | 05:58 | Well, aside from having this
stored on the server and accessible from
| | 06:02 | potentially any computer in your
organization, the real power of document
| | 06:06 | libraries does come when we start to
use the advanced features like versioning,
| | 06:11 | check in, check out, and workflow.
| | 06:14 | And that's where we get to take that
collaboration piece to the next level.
| | Collapse this transcript |
| Using versioning and Check In/Check Out| 00:00 | If a document library just allowed you
to upload a few documents and share them,
| | 00:04 | it would be useful, but certainly not
groundbreaking. That really wouldn't be all
| | 00:08 | that different from a
shared folder on a network drive.
| | 00:12 | But document libraries do far more and
one of the most common things they are
| | 00:16 | asked to do is versioning, saving
multiple versions of that same document.
| | 00:21 | This is useful for you and its
invaluable when you have different people working
| | 00:26 | on the same document.
| | 00:27 | Now document libraries do not have
Versioning on by default. You have to turn it on.
| | 00:32 | It's very simple to do. You need to go
to the Library section of your Ribbon
| | 00:36 | and find your Library Settings, and of
course you have to be in the document
| | 00:41 | library itself before you go to this, or you
won't even see this section of your Ribbon.
| | 00:45 | From your Library Settings where you
can do an awful lot of things. The second
| | 00:49 | link there is Versioning Settings.
| | 00:52 | Clicking on that takes us to a page
with really not a lot of options on it.
| | 00:57 | The most important one first is this.
| | 00:59 | do you want to create a version each time
you edit a file in this document library?
| | 01:03 | I'm going to change this to create
major versions. We'll come back to this in a
| | 01:08 | minute and what that means, but this
is really saying Yes, and I'll click OK.
| | 01:12 | Versioning is now turned on for this library.
| | 01:16 | If I use the Breadcrumb to go back to
my documents library, find one of my
| | 01:20 | documents, open it up in Microsoft Word,
make the first change, and save it.
| | 01:27 | We have now saved another version.
| | 01:29 | Now what I told SharePoint to
do was save major versions.
| | 01:33 | What that actually means is we had a
Version 1.0, as soon as that versioning was
| | 01:38 | turned on, and then when I made my
change, we have 2.0. "Prove it," you say.
| | 01:43 | Well, I shall.
| | 01:43 | I am going to mouse over that document
and find the drop-down menu and come down
| | 01:49 | to this option that says Version
History 1.0 and 2.0. And notice the size.
| | 01:55 | This is a small document, but both of these
documents take the same amount of space.
| | 01:59 | A lot of people imagine that what
SharePoint must be doing when it's making a
| | 02:03 | version is checking the changes between
the two and only saving the changes and
| | 02:07 | that's absolutely not what it's doing.
| | 02:09 | When you tell SharePoint to make
another version and you make a change, it just
| | 02:13 | saves a complete other version of that document.
| | 02:16 | It doesn't waste time running comparisons.
| | 02:18 | it just saves the whole thing.
| | 02:20 | The downside of that is if your
documents are 50, 60, 100 megabytes and you
| | 02:25 | start saving multiple copies, you can get
through whole lot of space very, very quickly.
| | 02:30 | So one of the options we can do to
start to manipulate that is going back to a
| | 02:36 | Library Ribbon and back to our Library
Settings into our Versioning Settings,
| | 02:41 | where an option we have is to limit
the number of versions that we retain.
| | 02:45 | We could say I only want
to keep say 10 versions.
| | 02:48 | I am only making major versions, so
I'm keeping the following number of major
| | 02:51 | versions as 10 and click OK, and that
just means there were at least limiting
| | 02:56 | the amount of versions that we
create in this document library.
| | 02:59 | However, what becomes a bit more
interesting is when we move off just creating
| | 03:03 | major versions into creating major and
minor versions, and SharePoint really
| | 03:09 | thinks of the minor version as a draft version.
| | 03:13 | Say for example, you're
working on an employment contract.
| | 03:17 | you may go through several revisions
of this before you actually finish it.
| | 03:21 | So you are going from 1.1 to 1.2 to
1.3 to 1.17, and at some point you then
| | 03:27 | say I think I'm done.
| | 03:28 | It's now a major version. It's a 2.0.
| | 03:29 | Now just by selecting this radio
button that's now turned on, by default if I
| | 03:35 | make a simple change to that document
it will be considered a minor change
| | 03:39 | unless I say otherwise.
| | 03:42 | So opening this up and making a second
change and to save that, close it down.
| | 03:47 | If I look at the version
history, we've gone from 2.0 to 2.1.
| | 03:52 | If I wanted to say no, I wanted that
to be actually 3.0, I wanted that to be
| | 03:56 | a major version, I can use that same drop-
down button and say Publish a Major Version.
| | 04:02 | I could add some comments
if I wanted to. Click OK.
| | 04:07 | Now going back to the Version
History, we go from 1.0 to 2.0 to 3.0.
| | 04:17 | If I'm editing in Word, I can also go
to the File menu where I can see the
| | 04:24 | versions being listed here as well.
| | 04:27 | And one of the common questions I
get asked is, well, how can I see the
| | 04:30 | differences between the versions?
| | 04:32 | If I have got multiple versions and I
don't quite know what the difference is,
| | 04:34 | does SharePoint tell me that?
| | 04:36 | Well, if we are looking at
the SharePoint document library,
| | 04:39 | I can say to you that
SharePoint does not tell you that.
| | 04:41 | It only tells you the Version History,
including the times of the versions, but
| | 04:46 | it does not say what the differences are.
| | 04:49 | To do that, we need to be in Word.
| | 04:52 | Now on the Info page we do have a
little bit here that says Compare with Major
| | 04:56 | Version, Compare with Last Version, but
I find a better way to do it is just on
| | 05:00 | the regular Home tab when
we are editing the document.
| | 05:04 | Word has always had great ability to
show and compare different documents and
| | 05:09 | we are going to make use of that by
going to the Review section of the Ribbon here.
| | 05:12 | We have a section called Compare,
where I get a lot of choices, compare
| | 05:16 | with the last major version, compare
with a specific version, compare two
| | 05:20 | particular versions.
| | 05:21 | I am going to just say compare with
the last version. Word will retrieve the
| | 05:25 | last version from SharePoint, do the
comparison, and as you see we get the
| | 05:29 | compared document with a
highlighted change in it.
| | 05:32 | We get the original document.
| | 05:33 | We get the revised document.
| | 05:35 | So we are actually using Word's ability
to look at the differences, not SharePoint.
| | 05:40 | SharePoint doesn't care
what the differences are.
| | 05:42 | They could be as small as a period.
| | 05:44 | They could be the entire body of
the document. It doesn't mind.
| | 05:48 | I am going to close that down,
because I don't need that anymore. I don't
| | 05:51 | want to save my changes and I actually don't
want to make any changes to that document either.
| | 05:55 | In fact, I will close that down
because I had it opened twice.
| | 05:59 | Now one of the very common things that
you do in your Library Settings is not
| | 06:04 | only have Versioning on, but also
towards the bottom here, Require documents to
| | 06:09 | be checked out before they can be edited.
| | 06:12 | I am going to say Yes here.
| | 06:14 | Now a little thing to note.
| | 06:15 | That option that I just
selected does not mean "enable checkout."
| | 06:20 | You can always check documents out.
Even if I hadn't turned that on, we could
| | 06:24 | have selected a particular document and
click the Checkout button and it marks
| | 06:28 | that document as being checked out by you.
| | 06:31 | What I just told it to do was require
documents to be checked out when editing.
| | 06:36 | In fact, if I now decide to edit that
same document I edited a moment ago, I'll
| | 06:41 | say edit in Microsoft
Word without checking it out,
| | 06:43 | it will actually tell me,
well, that doesn't make sense.
| | 06:46 | So you're about to
checkout and edit that document.
| | 06:49 | It gives you the option here.
| | 06:50 | Do you want to use your local drafts folder?
| | 06:53 | This typically just improves the
speed a little bit by downloading a copy
| | 06:56 | locally to your machines.
| | 06:58 | So you can say Yes, you can
say No, it doesn't really matter.
| | 07:01 | And now when I make another change to
this, I am going to just close down Word
| | 07:07 | and say Yes, I want to save my changes.
| | 07:09 | It's going to prompt me, hey, other
people can't see this until you check in.
| | 07:13 | Do you want to check in now?
| | 07:14 | Oh yeah, I think I will and now
because I have this on, it also asks me, what
| | 07:18 | kind of version would you like to check
in? A draft version, in which case it will
| | 07:22 | be 3.1 or published version,
in which case it will be 4.0?
| | 07:25 | I will make it 4.0 and click OK.
| | 07:28 | Again, that information I could get
either from the drop-down box of Version
| | 07:33 | History, or I could select the document
and click Version History on the Ribbon.
| | 07:37 | It does the same thing.
| | 07:39 | Now notice that this document still
has a little green arrow below it.
| | 07:43 | That's because it still thinks I
have got it checked out and it's simply
| | 07:46 | because I haven't refreshed
this page since I saved my changes.
| | 07:50 | If I just hit F5 to refresh my page
right now, I can retry that, I will see
| | 07:54 | that that little checkmark has gone.
| | 07:56 | Now if I did check out a document
without editing it, which is very easy to do
| | 08:00 | either from the drop-down menu
or the Ribbon. I'll check it out.
| | 08:04 | Let's say I changed my mind. Well, I
actually didn't want to do that. Do I have
| | 08:08 | to make a change and check it back in?
| | 08:10 | Well, I do have the ability either to check
it in, or in this case just discards checkout.
| | 08:16 | This can actually be useful too, if
you on an owner of the site and say
| | 08:20 | somebody else has checked out a
document and then they have left for a long
| | 08:24 | vacation and they should have
checked it out before they left, you can
| | 08:27 | basically force it to be checked back in.
| | 08:30 | All of this doesn't
eliminate any possible problems.
| | 08:33 | But by having both Versioning
turned on and having checkout required
| | 08:37 | before changes are made, you can
certainly take care of a lot of the
| | 08:41 | problems that you're likely to run
into when multiple people are editing
| | 08:44 | documents in a document library.
| | Collapse this transcript |
|
|
6. SharePoint 2010 and Office 2010SharePoint and Word| 00:00 | While, SharePoint 2010 does work
with Office 2007, and even with earlier
| | 00:05 | versions of Office, the elegance between
the products is always going to be with
| | 00:09 | the corresponding versions.
| | 00:11 | SharePoint 2010 and Office 2010
were released on the same day.
| | 00:15 | The teams worked alongside
each other when developing them.
| | 00:17 | Now, we've already seen quite a few
ways that SharePoint works with Office.
| | 00:21 | Let's go a little deeper
into working with Word 2010.
| | 00:24 | Really, you can divide the whole
relationship between SharePoint and Word in
| | 00:29 | a very simple two ways.
| | 00:30 | Where do you want to start?
| | 00:32 | Are you in SharePoint wanting to drive
some behavior in Word or are you in Word
| | 00:36 | wanting to do something in SharePoint?
| | 00:38 | If you're in SharePoint, as you can
probably imagine, a lot of what you do with
| | 00:42 | Word is driven from a document library
and is going to be driven from the
| | 00:47 | Ribbon or from the drop-down menu
that you find beside a Word document.
| | 00:51 | We've already seen options like Edit in
Microsoft Word, either available from the
| | 00:56 | drop-down or if you have the
documents selected available from the Ribbon.
| | 01:00 | We've seen that the default new
document template for a document library is a
| | 01:04 | blank Word document.
| | 01:08 | The integration between these is quite
tight in terms of making simple changes.
| | 01:12 | Having said that, if you go from the
Microsoft Word side, for example, you
| | 01:18 | either have existing documents or
you're creating new documents just locally
| | 01:21 | on your own machine.
| | 01:22 | The question might still be what do you
do with a fairly simple document if you
| | 01:27 | want to get that into SharePoint?
| | 01:29 | Well, if you're in Word, most of what
you do from SharePoint can be driven from
| | 01:32 | the new 2010 style File menu,
particularly the Info section and Save & Send.
| | 01:38 | In fact, because I haven't saved this
document yet, I'm going to go to my Save &
| | 01:42 | Send section where I'll
find a Save to SharePoint.
| | 01:45 | Now, if I've been saving to some recent
locations, I'll see them there including
| | 01:49 | the one I want to save to.
| | 01:51 | Otherwise, I could browse for a
location and paste in the address of
| | 01:54 | another SharePoint site.
| | 01:56 | Clicking Save As, we go to
second simple document here.
| | 01:59 | I'll call this Another
simple document and click Save.
| | 02:05 | Now, if I go back to the File menu,
you'll find that it knows a little bit
| | 02:09 | more information now.
| | 02:10 | We get this address of the document itself.
| | 02:13 | We get the fact that it's going to
really be the 0.1 version, because this
| | 02:17 | document library has versioning enabled.
| | 02:21 | If you wanted to, you could also check out
directly from this section of Word as well.
| | 02:27 | Using the Info section, you could
also even give this document a title.
| | 02:35 | This will be a piece of metadata
added to the document in SharePoint.
| | 02:39 | I'm going to actually
close this down and save it.
| | 02:42 | I'll just go back to my document library
to make sure we're refreshing the view,
| | 02:46 | and now we get the new document here.
| | 02:48 | If I choose to view the properties,
we'll see the metadata attached to it,
| | 02:52 | including the Interesting Title
title that I just added in Word.
| | 02:56 | Now, if you do have either a lot of
custom metadata added to a library or even
| | 03:02 | just the simple things like title,
you can get that available in Word as well.
| | 03:07 | Going back into Word, I'm going to
open this up and from the Info pane,
| | 03:11 | I'm going to click my Properties
section and say Show the Document Panel.
| | 03:17 | What that actually does is open up this
little section of the window where it's
| | 03:21 | going to read the SharePoint
library and any piece of metadata.
| | 03:25 | We've only got one now with title,
but if I had more fields with drop-down
| | 03:29 | lists and date pickers, you'd actually find
them spread along this Document Properties panel.
| | 03:34 | I'm going to close that down.
| | 03:36 | Now, one new thing in this version
of SharePoint and Word is something
| | 03:41 | called co-authoring.
| | 03:43 | I'm going to open up this Hiring
Procedures document and say Edit in Microsoft Word.
| | 03:50 | Within a few seconds, I'll get a
little pop-up that somebody else is editing
| | 03:54 | this document, and click the status bar.
| | 03:56 | Right now, it believes that
two people are editing it.
| | 03:59 | You can have even more.
| | 04:00 | What it will start to do is actually
highlight where it's detecting edits
| | 04:04 | happening from another person.
| | 04:07 | If you see the message here, it's saying
to avoid conflicts, It's detected that
| | 04:10 | Hedda Conway is editing that section
and I can't edit that until Hedda finishes
| | 04:15 | editing it and uploads it to the server.
| | 04:17 | After she makes her change, the note
will change to "Updates are available, so
| | 04:22 | save your document to refresh this area."
| | 04:26 | I'm going to save it.
| | 04:27 | It's actually going to fetch
the changes from the document.
| | 04:30 | It's going to give me a prompt here that it's
refreshed it with changes made by other authors.
| | 04:34 | It looks okay.
| | 04:35 | I can see that highlighted that
Hedda's change has just appeared in green.
| | 04:39 | Now, co-authoring won't work if you
have your document library set to require
| | 04:44 | checkout, which kind of makes sense.
| | 04:46 | If you tell SharePoint that you're
checking out a document and claiming it just
| | 04:50 | for yourself, you can also say that you
want others to work in it at the same time.
| | 04:54 | You can still have Versioning on a
document library and still work with co-authoring.
| | 05:00 | Finally, if your administrator has
installed Office Web applications, you will
| | 05:04 | have the browser-based version of
Word available from the drop-down menu.
| | 05:09 | You can either view a document in the
browser or you can edit it in the browser.
| | 05:14 | The editing ability is not fully featured Word.
| | 05:17 | It's a cut-down version with just some
simple styles and some simple layout tools.
| | 05:22 | But it's certainly very convenient,
particularly if you're on a machine that
| | 05:26 | doesn't have Office installed.
| | 05:28 | This will work cross-platform and cross-browser.
| | 05:29 | It will work in Internet
Explorer, Firefox and Safari.
| | 05:36 | Of course, at the end of the day,
99% of what you do in Word is what
| | 05:39 | you've always done.
| | 05:41 | The slight differences are really in
opening, saving, and editing your files,
| | 05:45 | the co-authoring being new in 2010, the
Web-based version of Word, and the Info
| | 05:52 | and Save & Send panels in Word.
| | 05:54 | Not the actual creation of the document,
not the actual layout and changing of
| | 05:59 | the document, but really the start
and end of life cycle of that is where we
| | 06:04 | have some changes with SharePoint.
| | Collapse this transcript |
| SharePoint and Outlook| 00:00 | You might be surprised by the amount of
things you can do with SharePoint and Outlook.
| | 00:05 | The best way to understand them is to
think about where there's duplication
| | 00:08 | between SharePoint and Outlook.
| | 00:10 | By that I mean what does
SharePoint have that Outlook also has?
| | 00:14 | Well, first off we think of Outlook as
an email program, and SharePoint isn't.
| | 00:18 | So, there's no duplication there.
| | 00:20 | But Outlook is also a calendar
application and SharePoint has calendars.
| | 00:27 | Outlook is also a tasks
application and SharePoint has task lists.
| | 00:33 | Outlook has contacts and so do SharePoint.
| | 00:36 | But the great thing is you don't
have to give up either of these.
| | 00:40 | You can have both, because they
both perform very useful things for us.
| | 00:45 | I'll show you what I mean.
| | 00:46 | Just take a look at the calendar in SharePoint.
| | 00:49 | This is a team calendar on a team site,
so it's shared by multiple people.
| | 00:53 | What I am going to do here is go to
the Calendar section of my Ribbon.
| | 00:57 | Come over to this Connect & Export
section and click Connect to Outlook.
| | 01:00 | Now, they give me a message typically saying
| | 01:03 | are you sure, you want to
do this? Yes, I'm sure.
| | 01:07 | It has now within Outlook
added a new calendar there.
| | 01:11 | It's kept my old one.
| | 01:13 | That's the way you'd actually want it.
| | 01:15 | You don't want your team calendar to
certainly be interposed with your own
| | 01:20 | personal calendar and your personal
events like visiting the doctor and giving
| | 01:23 | the shots to the dog.
| | 01:24 | If you notice over here on the left-
hand side it really shows you that you've
| | 01:27 | got your own personal calendar,
which is checked and showing up in blue.
| | 01:31 | I can even uncheck that for a look at
the green one or the flip side of that.
| | 01:36 | You can actually subscribe multiple
calendars in SharePoint and get them
| | 01:41 | all working in Outlook.
| | 01:42 | Now, if they are viewed beside
each other they look pretty messy.
| | 01:45 | So, luckily one of the things you can do
is you can right-click the calendar and
| | 01:49 | say I want to view these in Overlay mode.
| | 01:52 | What that does now is switch
between your blue personal one and your
| | 01:56 | green SharePoint one.
| | 01:58 | Let's say for example, we knew that on
the SharePoint calendar there's another
| | 02:02 | interview scheduled at 10.
| | 02:03 | I am going to click that.
| | 02:12 | It's in the past, so it's overdue already.
| | 02:14 | But by making that change in
Outlook, I am going to go back over into
| | 02:17 | SharePoint, refresh this page, and
you'll see that the interview that I just
| | 02:22 | added is now showing up in SharePoint.
| | 02:24 | So, it's completely round-trip.
| | 02:25 | Any change I make in SharePoint
will show up in the Outlook calendar.
| | 02:28 | Any change I can make in the Outlook
calendar will show up in SharePoint.
| | 02:31 | I just want to be careful which of my
two Outlook calendars here I'm adding it
| | 02:35 | to and which one has the focus.
| | 02:37 | Now, in Outlook right now I have a
personal task list with a few personal things on.
| | 02:42 | But back in SharePoint I also have
a task list shared with the team.
| | 02:46 | But this would be useful, if I like to
think of Outlook is the place that I look
| | 02:50 | at my tasks, this would be useful to have here.
| | 02:53 | I am going to go to the List section
of this list and say Connect to Outlook.
| | 02:58 | Once again it says, Are
you sure? Yes, I'm sure.
| | 03:02 | It retrieves all those tasks and their status
from SharePoint and actually adds it in here.
| | 03:08 | Again, like having two
calendars I still have two task lists.
| | 03:12 | So, I've got my own personal task
list, I have the team site task list.
| | 03:16 | It is also round-trip.
| | 03:18 | Any changes that I make
here will push to SharePoint.
| | 03:21 | Any changes I make to SharePoint
will push to my task list in Outlook.
| | 03:24 | Finally, also on this site what I'd had
actually done is in my All Site Content
| | 03:30 | I'd actually created
another list called Vendors.
| | 03:32 | It's just a simple contacts list with three
people and three telephone numbers in here.
| | 03:37 | But of course as you know, these could
be useful, but when you're writing emails
| | 03:42 | or making phone calls,
most people live in Outlook.
| | 03:44 | That's where they draw their emails from.
| | 03:47 | So, I am going to synchronize
this contacts list with Outlook.
| | 03:50 | Again, going to the List option and
finding that Connect to Outlook option.
| | 03:54 | Again, allowing it to happen, and finding
that information being brought back into Outlook.
| | 03:59 | Again, this is fully editable.
| | 04:02 | We double-click one of these to edit
them, change the Full Name to perhaps Jim
| | 04:06 | Martin, likes to be preferred as
Jim rather than James, Save & Close.
| | 04:10 | Feels like Outlook, but if we go back
over into SharePoint and refresh this page,
| | 04:15 | we'll see the changes that we made
there being propagated right back into SharePoint.
| | 04:20 | Again, in Outlook it is a difference
between a contacts list on a SharePoint
| | 04:25 | site and my own personal
contacts list which right now is empty.
| | 04:29 | But allows us to have that very useful
connectivity, so I can live in Outlook
| | 04:33 | if I want to live in Outlook.
| | 04:34 | I can live in SharePoint if
I want to live in SharePoint.
| | 04:37 | So that's the calendar, the
contacts list and the task lists.
| | 04:42 | All have significant synchronization
between Outlook and SharePoint sites, even
| | 04:47 | multiple SharePoint sites.
| | 04:49 | Going back to one more thing in this
team site, one last piece. You can also go
| | 04:55 | into a document library and connect a
document library to Outlook, and this
| | 04:59 | might seem a little strange.
| | 05:00 | We've got a document library full of Word
documents and spreadsheets, things that
| | 05:05 | you normally wouldn't associate with Outlook.
| | 05:07 | What I am going to do is go to my
Library section of the Ribbon and
| | 05:10 | again, Connect to Outlook.
| | 05:12 | It's going to ask if I am sure. Yes, I am sure.
| | 05:16 | The question is well, what's it doing here?
| | 05:19 | What you're doing here is you're actually
piggybacking on Outlook's ability to work off-line.
| | 05:24 | Let's think about it this way. If
you have a laptop with Outlook, you're
| | 05:27 | probably familiar with the fact that
you can connect to your mail server,
| | 05:32 | download your emails and then disconnect.
| | 05:34 | You can get on to a plane with a
cached copy of all your emails and even read
| | 05:38 | through your emails and answer them.
| | 05:39 | Once, you reconnect to the network, you can
send all the emails you wrote on the plane.
| | 05:43 | Now, what we are really doing is we
are kind of using that ability to take a
| | 05:47 | library, and say to Outlook, "okay,
take all these documents, download all
| | 05:52 | these little different documents, and
spreadsheets and PowerPoint files, and
| | 05:57 | give me a version of them
stored within Outlook itself."
| | 06:00 | What I actually could do right now is
disconnect this machine from the network,
| | 06:04 | and go on to log cabin, get onto an
airplane, and I would actually have copies of
| | 06:09 | all these documents downloaded and
stored as a cached copy in Outlook.
| | 06:14 | I could make a change to one of them.
| | 06:16 | Then when I reconnect it to the
network, press Send & Receive in Outlook.
| | 06:19 | It would try and push back my
changes to the SharePoint site.
| | 06:22 | Well, this is only really useful if you are
disconnecting from your network on a regular basis.
| | 06:28 | If you're just working with a regular
desktop machine, you don't need to do this.
| | 06:32 | But it's nice to know that it exists.
| | 06:34 | If you don't need it anymore you can
actually right-click the folder and
| | 06:37 | just delete the Folder.
| | 06:38 | This does not delete the actual documents.
| | 06:41 | It will kind of tell you here,
| | 06:42 | are you sure you want to delete this?
| | 06:44 | It removes the list from
all computers that you use.
| | 06:46 | Yes, I am going to do that.
| | 06:47 | If you're intending to spend a lot of
time disconnected from your network, if
| | 06:51 | you're a bit of a road warrior, you
have to take your laptop around and connect
| | 06:56 | and disconnect all the time, you want
to look at SharePoint Workspace as well.
| | 07:01 | Because that's got very significant off-line
capability that's really what it's all about.
| | 07:05 | I'd certainly suggest you look
at that if you spend a lot of time
| | 07:08 | disconnected from SharePoint.
| | 07:10 | Though unfortunately SharePoint
Workspace is not in every addition of Office.
| | 07:15 | So, if you don't have it, you might
still be aware of this feature in Outlook.
| | 07:20 | But connecting calendars, contacts,
task lists and document libraries, so you
| | 07:24 | have round-trip editing, and can
view all your stuff in Outlook.
| | 07:28 | Sure, most of these individual pieces
aren't totally groundbreaking, but there
| | 07:32 | are a lot of little things that just
make it easier to make SharePoint part of
| | 07:35 | your everyday operation.
| | Collapse this transcript |
| SharePoint and Excel| 00:00 | SharePoint 2010 and Excel
touch in several different places.
| | 00:04 | We start with something simple, just
uploading Excel workbooks into document
| | 00:09 | libraries, so you can collaborate on
them, which is very simple, something you
| | 00:13 | can do even in SharePoint Foundation.
| | 00:15 | We can move all the way to some of the
very advanced features in the Enterprise
| | 00:19 | Edition of SharePoint, like
PerformancePoint Services also use Excel.
| | 00:23 | We'll explore all of these
possibilities in this course, but let's start
| | 00:26 | with the simple stuff.
| | 00:27 | First, you can read, upload,
edit in a document library.
| | 00:31 | I have a spreadsheet here.
| | 00:33 | I can of course just click the little
drop-down, say Edit in Microsoft Excel and
| | 00:37 | open it up, make a change. Very simple.
| | 00:40 | Collaboration, the same way that we can
work with Word documents, for example.
| | 00:44 | We can make changes, we can add charts,
we can do normal Excel stuff, and then
| | 00:49 | save our changes back
into that document library.
| | 00:52 | The same way as using Word, if we
have this document selected, we have the
| | 00:57 | Ribbon that allows us to edit the document,
check it in, check it out, delete it.
| | 01:01 | If we have Versioning on, we have the
ability to view the Version History.
| | 01:06 | If your administrator has enabled it,
you'll also have the ability from
| | 01:11 | the drop-down menu here to either view
this in the browser or edit it in the browser.
| | 01:16 | This is using the Office Web
applications again, the Web-based version of Word,
| | 01:21 | Excel, PowerPoint, and OneNote.
| | 01:24 | You don't have to have
Excel installed on the machine.
| | 01:27 | It will actually work on any compliant browser.
| | 01:30 | It will work in IE, Firefox, and Safari.
| | 01:32 | You can even edit that in the browser.
| | 01:34 | Again, it's kind of a light version of Excel.
| | 01:36 | It doesn't have all the options you'd
expect to see in the full program, but
| | 01:40 | certainly you can make some simple changes.
| | 01:42 | Interestingly, co-authoring, the new
feature in 2010 that allows multiple people
| | 01:48 | to work on the document at the same time,
this actually works in the Excel Web
| | 01:52 | application, but unlike Word, you
can't do coauthoring in the Office
| | 01:57 | application of Excel.
| | 01:58 | I am going to close this
down and go back to SharePoint.
| | 02:00 | Like Word, if you go directly into
Excel, most of what you do with SharePoint
| | 02:06 | can be driven from the File menu,
either the Info pane or the Save & Send pane,
| | 02:12 | which itself again has a
Save to SharePoint option.
| | 02:16 | Now, going beyond this, if you have
SharePoint 2010 Enterprise Edition, you also
| | 02:22 | have a major feature called Excel Services.
| | 02:25 | This is in addition to all the
collaboration stuff you can already do in SharePoint.
| | 02:30 | Excel Services allows you to take
spreadsheets and use them as a source of
| | 02:34 | content in other parts of SharePoint.
| | 02:36 | It's not about collaboration.
| | 02:37 | We can do that just fine
with what we have already got.
| | 02:40 | It's a publishing mechanism designed to
allow you to show and share only certain
| | 02:44 | parts of your data with certain people.
| | 02:47 | And indeed, if I have an Excel document
open and look at my Save & Send section,
| | 02:53 | I have a button here called Publish
Options, and that allows me to select which
| | 02:58 | options, whether I want to publish the
entire workbook or only certain sheets or
| | 03:02 | even only certain items,
like charts in the workbook.
| | 03:05 | This would allow me to have one master
Excel workbook with a lot of confidential
| | 03:10 | information on it and still share parts
of it with potentially everybody in the
| | 03:15 | company and have a lot of tight control
over it, rather than having to republish
| | 03:19 | multiple versions everyday.
| | 03:21 | It sounds simple, but allowing Excel
to be consumed across multiple sites in
| | 03:24 | multiple ways is an advanced feature,
and we are going to talk about Excel
| | 03:28 | Services a little later in the course.
| | 03:30 | Beyond even that, you have
SharePoint features like PerformancePoint
| | 03:34 | Services and PowerPivot.
| | 03:36 | These are business intelligence features
like Excel Services and again, these
| | 03:40 | are features we'll get to later as
they're both very specialized needs and they
| | 03:44 | rely on subjects we haven't yet covered.
| | 03:46 | But everything starts with just being
familiar with these Excel workbooks being
| | 03:51 | uploaded into plain old document libraries.
| | Collapse this transcript |
| SharePoint and Access| 00:00 | If you are someone who lives and
breathes working with Microsoft Access,
| | 00:04 | you might like the ability of lists in
SharePoint to be opened using Access.
| | 00:10 | Like connecting any list or library to
Word, Excel or Outlook, we are going to
| | 00:14 | drive most of this from the
list section off the Ribbon.
| | 00:18 | And if you notice that we've seen
things already like Connect to Outlook.
| | 00:21 | We could export these details to Excel
and just make a little spreadsheet of them,
| | 00:25 | but I am going to select
this one, which is Open with Access.
| | 00:29 | Notice the words there.
| | 00:30 | When you say Connect to Outlook, it
suggests a synchronization, which it is.
| | 00:35 | When you say Export to Excel, it's
kind of a one-way push, which it is.
| | 00:38 | Open with Access is a little bit in between.
| | 00:40 | So what's it doing?
| | 00:41 | Well, first off, Access needs a local
database, so it's asking you now to create
| | 00:46 | a database that it's going
to store the information in.
| | 00:49 | I am just going to accept the default,
but notice below it it's asking, would
| | 00:53 | you like this database to be linking
to data on a SharePoint site, or do you
| | 00:57 | want to export a copy of the data?
| | 00:59 | This of course is up to you.
| | 01:01 | Do you want to actually manipulate it,
play around with it, just have your
| | 01:03 | own private copy, or you are wanting
to connect to Access so that you can
| | 01:08 | perhaps write your own custom reports,
custom forms, and still have a fresh
| | 01:12 | version of the data.
| | 01:13 | I'm going to leave the default, which
is we are going to link the date on the
| | 01:16 | SharePoint site and click OK.
| | 01:18 | When Access has figured it out, we
actually have this information coming back.
| | 01:23 | This is effectively our task list.
| | 01:25 | As ever, it's always going to
prompt with the security issues that it
| | 01:28 | thinks might be possible.
| | 01:29 | And perhaps in this case, I'm going to
change our Renewal of equipment warranty
| | 01:33 | to a high priority and
say that it is 20% complete.
| | 01:37 | Now I am clicking off on to one of the
other lines, and if you notice up here it
| | 01:41 | asks, do you want to save
the changes to the Server?
| | 01:44 | I haven't clicked that yet, but if I go
back over to SharePoint and refresh this page,
| | 01:49 | I will actually see that that
Renewal of equipment warranty is showing as
| | 01:54 | 20% complete, which was
the change that I just made.
| | 01:57 | And that's because it really is round-
trip. When you click off a row that you've
| | 02:01 | been editing in Access, it
will push back to SharePoint.
| | 02:04 | Now, if all you were doing was what
I've shown you here, you are not really
| | 02:07 | getting a lot extra out of using Access.
| | 02:09 | Again, my assumption is thinking that
if you're someone who lives and breathes
| | 02:12 | Access, you just might be very familiar
with the Access world and the Access way
| | 02:16 | of doing things, and if so,
you can find this very useful.
| | 02:19 | If you're not looking at this as a big
problem, you're probably not all that interested.
| | 02:24 | The primary connection between
SharePoint and Access for most users is pretty
| | 02:29 | much just opening a list in Access.
| | 02:32 | Now new in SharePoint Server 2010 and
only in the Enterprise Edition is a future
| | 02:37 | called Access Services.
| | 02:39 | This lets you create a database in
Access 2010 and publish it into SharePoint.
| | 02:44 | Instead of it sitting on your desktop
or shared network drive, the database is
| | 02:48 | actually converted into a SharePoint
website, so it's accessible and shareable
| | 02:52 | like any SharePoint site.
| | 02:54 | We will actually explore that
a little later on this course.
| | Collapse this transcript |
| SharePoint and InfoPath| 00:00 | SharePoint and InfoPath
were made for each other.
| | 00:03 | While Microsoft has done a great job
with integrating SharePoint with Word and
| | 00:07 | Excel and Outlook, InfoPath is one of
those programs that if you're not using it
| | 00:11 | together with SharePoint, you're really
missing out on what it can do. But what is it?
| | 00:15 | InfoPath is part of Microsoft Office
that you won't find it in every edition
| | 00:20 | of Microsoft Office.
| | 00:21 | It's typically available in the more
expensive versions, like Professional Plus
| | 00:25 | rather than Office Standard, and it's
one of the newer Office programs, only
| | 00:29 | been around for a few years.
| | 00:31 | So I still do come across a lot of
people that have never used it.
| | 00:33 | InfoPath is a program for creating
and filling out electronic forms, and by
| | 00:39 | forms I mean something like a
vacation request form, an expense form, a
| | 00:43 | requisition order, purchase order.
| | 00:46 | The kind of thing that yes, you might
have previously written that in Word or
| | 00:50 | Excel or converted it to a PDF, but
those aren't great ways of making forms.
| | 00:55 | They tend to be brittle, and they can be
easily broken, and they can be easily changed.
| | 00:59 | In InfoPath, you can design forms, I'm
going to start with a blank form here,
| | 01:04 | where you get the ability to lay out a
form using a bunch of graphical controls
| | 01:11 | and then insert the different
elements onto that, like text boxes and date
| | 01:17 | pickers and combo boxes, so that
without any code you can quite easily create a
| | 01:22 | rich user interface with a lot of
control over the data that people have to put
| | 01:27 | on the form in order to fill it out properly.
| | 01:30 | Now InfoPath works in two very
different modes, either designing a form, what I'm
| | 01:35 | doing here, or filling out a form, and
in fact in this version of Office for
| | 01:40 | the first time they've actually split
it up into two programs, the InfoPath
| | 01:44 | Designer and the InfoPath Filler, and
here's the benefit of using InfoPath
| | 01:49 | together with SharePoint.
| | 01:50 | After designing a form we can move it
into SharePoint. It's called publishing.
| | 01:54 | We're publishing it into SharePoint as
a template, so that we design the Form
| | 01:59 | once, and then we can let hundreds
of people fill it out without ever
| | 02:02 | accidentally changing our form.
| | 02:04 | Let me show you a very quick demo of this.
| | 02:06 | As you might understand, InfoPath itself
is really a whole course in itself, but
| | 02:11 | I'll give you some of the
basics of the process here.
| | 02:14 | I'm going to make a new InfoPath form.
| | 02:15 | Now you'll notice that even right at the
top of InfoPath forms it's got a couple
| | 02:19 | of options that seem to have
something to do with SharePoint.
| | 02:22 | In fact, this first option here says you've
got a template for a SharePoint form library.
| | 02:28 | Now what is this?
| | 02:29 | Well, a form library in SharePoint
is very similar to a document library.
| | 02:33 | It's really a library that's just
designed to have an InfoPath form in it, and
| | 02:38 | you'll see exactly the impact of that.
| | 02:40 | They behave very much like document
libraries, but this is the one that I want.
| | 02:44 | I'm going to select that
and then say Design Form.
| | 02:47 | I'm going to create a very simple form here.
| | 03:02 | Notice that it gives you some
suggestions for adding labels, so we could say
| | 03:05 | well I want to put a name, then it says
Add control. I click that and think, well,
| | 03:09 | what would the name be?
I'm going to say Text Box.
| | 03:12 | Notice that as I add these fields
they start off being called field1, but if I
| | 03:16 | double-click that I can give
that a more useful thing like Name.
| | 03:21 | I could put in something like Department.
| | 03:23 | I'm now going to add a control
here that would be a drop-down list.
| | 03:28 | I'll change the value of that to be Department.
| | 03:33 | Because I added this as a drop-down
list, I can click this box to say Edit
| | 03:36 | Choices where I can just manually add
in a few choices such as my Operations
| | 03:41 | department, my Sales department and my
Marketing department. I'll leave it at
| | 03:46 | that for the moment. I'm just doing
this as a very quick demo and we could put in say Email.
| | 04:01 | I accidentally added the
field name there, there we go, and I'm
| | 04:04 | going to blank out the others.
| | 04:10 | Let's put in one more here of a date.
I'm going to put in a Date Picker.
| | 04:19 | Call that date and here through InfoPath,
I can give it a default value.
| | 04:24 | It gives me some suggestions that I can
insert a function here, such as average,
| | 04:30 | floor, round. Well we've got some date and
time stuff. I've got a Date and let's say today.
| | 04:34 | That looks good, click OK and then in
how much I could just put Amount, add a
| | 04:40 | control that's a Text Box.
| | 04:43 | We can say that this is not a text
string, this is a decimal, and I could itself
| | 04:48 | put in some data formats here, such as
the currency symbol and if I wanted to,
| | 04:55 | I could add some rules to this.
| | 04:57 | That it has to be between a certain
number, and if it's between a certain number
| | 05:01 | show an error or show it up as
Bad, don't allow to be submitted.
| | 05:05 | I'm going to leave that as Blank right now.
| | 05:07 | So this is a very simple and
straightforward, obviously very simplistic form
| | 05:12 | here, but I'm going to show you the process of
taking this and putting this into SharePoint.
| | 05:18 | First I'm just going to save this file,
because I'm just working right now on my desktop.
| | 05:27 | This has done nothing with SharePoint right now.
| | 05:29 | The thing that I need to do is go to my
File menu and come down and say Publish.
| | 05:34 | It's going to ask me, where do you want
to publish this to, send this by E-mail,
| | 05:37 | send it to a network location or
what it prefers, SharePoint Server?
| | 05:41 | I'm going to click that option.
| | 05:43 | it's going to ask, what's the
location of the SharePoint site?
| | 05:54 | I'll enter the name of that team site
that I've been using all along. Click Next.
| | 05:59 | I'm going to uncheck this option at
the top that says Enable this form to be
| | 06:03 | filled out using a browser.
| | 06:04 | I'll come back to that in just a minute.
| | 06:05 | It's going to ask, what do you want
to create or modify, a form library?
| | 06:09 | I'm going to accept the default value.
| | 06:11 | This means basically create my own
document library with this in it.
| | 06:15 | It's going to ask and make sure,
| | 06:17 | do you want to make a new form library?
| | 06:19 | Yes, I do, I'm accepting the default
on this screen again. Give it a name.
| | 06:23 | I'm going to say Expense Advances.
| | 06:28 | Optional description, I click Next.
| | 06:30 | So now it's going to ask if there's
certain fields I want from the form that I
| | 06:35 | want to show up when I'm just looking
at the library, the same way that I see
| | 06:39 | title and date modified by when
I'm looking at a document library.
| | 06:42 | I'm going to say yes, I'm going to click
the Add button, and it's showing me the
| | 06:46 | fields that I defined on my
form such as name and department.
| | 06:52 | I'll just accept those two,
click Next and click Publish.
| | 06:57 | My form template was published successfully.
| | 06:59 | I can check to open the form library
and click Close, and as we see here
| | 07:03 | we're in a library called Expense Advances
in our team site. There's no documents in it.
| | 07:08 | You maybe thinking, well, didn't we upload one?
| | 07:10 | Well no, what we did is we created that
InfoPath form as the template for this library.
| | 07:16 | and what that means is if I'm going
through my Document option here and I say
| | 07:20 | New Document, it doesn't
create a new blank Word document.
| | 07:24 | It's going to create a new Expense Advance Form.
| | 07:27 | It's actually going to open up InfoPath in
the "fill this form out" mode, not the edit mode.
| | 07:33 | Notice that I can't shift things around.
| | 07:35 | I can't change this.
| | 07:37 | I can't drag off controls, I can't
accidentally delete a macro, the same way I might
| | 07:41 | have this had been written in Excel for example.
| | 07:44 | So I'll put something in, we'll select
a department from the drop-down, we'll
| | 07:48 | put in the email and we
could even put in an amount here.
| | 07:57 | When I close this, it's going
to prompt me to save my changes.
| | 08:00 | Do you want to save these changes?
| | 08:01 | Yes, sure, why not?
| | 08:08 | Give it a name and save it back into SharePoint.
| | 08:11 | I'm still looking in InfoPath
here because I still have that open.
| | 08:14 | Refresh this library and
I actually see that entry there.
| | 08:17 | If I wanted to take a look at this and
perhaps edit it again, I can just click
| | 08:21 | the drop-down and say
Edit in Microsoft InfoPath.
| | 08:24 | It opens up in the Form Filler mode.
| | 08:26 | I can make the changes.
| | 08:27 | You see those have all been
reread in, in the correct place.
| | 08:30 | I'll close down all the different
InfoPath windows I had open there.
| | 08:36 | So while this is obviously a very
quick and a very simplistic example of an
| | 08:40 | InfoPath form, you're probably getting
the picture that you can create quite
| | 08:43 | powerful forms very quickly with
data validation and without code.
| | 08:47 | And there's one more piece to this.
| | 08:50 | In what I just showed you, I created
the form using InfoPath and I filled the form
| | 08:54 | out using InfoPath, but what if
your users don't have InfoPath?
| | 08:59 | After all InfoPath is not included
in the Standard Office applications.
| | 09:04 | Well, there's an answer to that too,
but the answer only comes if you have
| | 09:07 | SharePoint 2010 Enterprise, and if
you do, there's a feature called Forms
| | 09:12 | Services that really means "turn
my InfoPath form into a Web page."
| | 09:16 | I'm going to go back into InfoPath,
the Designer and open up the recent form
| | 09:22 | that I was playing around
with, that Expense Advance Form.
| | 09:25 | And once I have the form open in
InfoPath, I'm going to go back to my Publish
| | 09:29 | section on the File menu. Rather than
Quick Publish, which would just take a
| | 09:33 | change that I've made and
keep everything the same,
| | 09:36 | I'm going to republish it
to the SharePoint Server.
| | 09:38 | It's keeping all the things that it knows about.
| | 09:41 | Yes, I'm going to go back to that same library.
| | 09:45 | However, this time I'm going to check
this box, Enable this form to be filled
| | 09:50 | out using a browser.
| | 09:51 | Now this will require that you have the
Enterprise Edition of SharePoint 2010,
| | 09:57 | in fact, if InfoPath detects or even
thinks that you don't, it won't allow that
| | 10:02 | option to be checked.
| | 10:03 | That's the only thing I'm going to do
different, and then I'm going to click in
| | 10:06 | the Next button, going to say update
the template in the existing form library,
| | 10:10 | click Next, keep my same
columns and click Publish.
| | 10:16 | I'm just going to close InfoPath
completely down, so it doesn't confuse the
| | 10:20 | picture here anymore, and go
back and refresh that library.
| | 10:23 | It looks the same, absolutely, but now
when I click Add document, what it's going
| | 10:29 | to do is open up that form, which
looks identical, but this time it's in the
| | 10:35 | browser, and what that means is anybody
could be now filling out this form and
| | 10:39 | they wouldn't have to have a copy of
InfoPath on their own machine, and that's
| | 10:43 | what Forms Services does for you.
| | 10:45 | Now make no mistake about it, you can
use InfoPath just fine with even the most
| | 10:50 | basic version of SharePoint, even
SharePoint Foundation, but if you want to take
| | 10:54 | your InfoPath forms and publish them as
web pages, you need the Forms Services
| | 10:59 | option that's only in SharePoint Enterprise.
| | 11:10 | Everything else behaves the same way.
| | 11:11 | We've still got the date pickers.
| | 11:13 | We've got the ability to format
our numbers. We can click Save.
| | 11:17 | We can just save that
directly into that library.
| | 11:19 | It's a very well done web-based
version of the InfoPath Form Filler.
| | 11:23 | Like many pieces of SharePoint, as
you can imagine, working with InfoPath
| | 11:30 | could be a multi-hour course all in its
own, but these are the core concepts of
| | 11:35 | working with InfoPath and SharePoint,
and hopefully, you can understand from
| | 11:38 | this if it's something that
you want to pursue or not.
| | Collapse this transcript |
| SharePoint and PowerPoint| 00:00 | If you just need the ability to upload
and share PowerPoint files, you may find
| | 00:05 | that a regular document library works just fine.
| | 00:08 | There is nothing wrong with using a
document library to store PowerPoint files in.
| | 00:12 | Like working with any document you
can simply upload a document, doesn't
| | 00:16 | have to be a Word document.
| | 00:17 | I'm going to find an existing one
that's on my desktop. Click OK.
| | 00:22 | Upload it into that document library.
| | 00:24 | We get the ability to collaborate on it.
| | 00:26 | We even get the ability to view
that or edit it in the browser, because
| | 00:30 | PowerPoint is one of the
Office Web applications.
| | 00:34 | So, if your administrator has installed it,
you should be able to edit that in the browser.
| | 00:38 | However, there is one extra thing that
we can do with PowerPoint and SharePoint.
| | 00:42 | I'm going to go back to my team site.
| | 00:44 | I'm going to create a new
kind of library on this site.
| | 00:48 | I'm going to my Site Actions menu.
| | 00:50 | I'll say More Options, which
allows me to create all sorts of lists,
| | 00:53 | libraries, and sites.
| | 00:54 | I'll filter that down by types of library.
| | 00:57 | We have one here called a slide library.
| | 01:00 | I'm going to create a slide library.
| | 01:02 | I'll call it Shared Slides and say Create.
| | 01:09 | This is a document library,
but it's a little different.
| | 01:12 | It's designed to store PowerPoint
slides, not PowerPoint files, but
| | 01:17 | individual PowerPoint slides.
| | 01:20 | The time that you want to use a slide
library is when you think it's worthwhile
| | 01:23 | to take your presentations and kind of
rip them apart into individual slides,
| | 01:27 | either because you want different
people to edit different slides or because
| | 01:31 | you want to reuse those slides
across different presentations.
| | 01:34 | So, I've created this new slide
library called Shared Slides, but there's
| | 01:38 | nothing in it, of course.
| | 01:39 | What I could do is upload
an existing presentation.
| | 01:43 | It says Publish new sides to this slide library.
| | 01:46 | Okay, I'll choose that option.
| | 01:47 | I'll go and find that
presentation on my desktop,
| | 01:51 | the TwoTreesSalesPresentation, and click Open.
| | 01:53 | Now, this is actually
going to open up PowerPoint.
| | 01:57 | It takes me to a particular window
called Publish Slides where I get to choose
| | 02:01 | the slides in this
presentation that I want to publish.
| | 02:03 | I'm going to select all of them, but you
don't have to. You could just choose to
| | 02:07 | upload just a few of them and click Publish.
| | 02:10 | It's now ripping these slides apart
and moving them up all into SharePoint.
| | 02:15 | I'm going back over into
SharePoint and refreshing this page.
| | 02:19 | I now see a little thumbnail of the
slide with a description and a breakdown of
| | 02:24 | where this came from.
| | 02:25 | The great thing is this.
| | 02:26 | If I was in PowerPoint and wanted to
create a new PowerPoint presentation, I can
| | 02:33 | then decide that hey, I want
to reuse some of those slides.
| | 02:36 | So I'd go over into that SharePoint site
and say well, I wanted to reuse that one.
| | 02:40 | So, I'm going to select actually number 3 and
number 4 and say Copy Slide to Presentation.
| | 02:46 | It's going to just ask me to double-check.
| | 02:48 | Do you want to copy to an open
presentation or make a new one?
| | 02:50 | Yup, copy to an open one.
| | 02:52 | I also have options to be notified when the
slide changes if I was worried about that.
| | 02:59 | It downloads those from the SharePoint
library and inserts them into my current
| | 03:03 | PowerPoint presentation, also using my current
theming, which in this case is no theme at all.
| | 03:09 | So, very useful if you create
or edit a lot of presentations.
| | 03:14 | I'm going back over into SharePoint.
| | 03:15 | I do find that some people make the
assumption that they have to upload their
| | 03:19 | PowerPoint stuff into a slide
library. And it's not true.
| | 03:23 | If you just want to upload the entire
PPT or PPTX file into SharePoint, there is
| | 03:28 | no problem with putting it
in a regular document library.
| | 03:31 | A slide library is a very specific
need for someone who creates or edits a
| | 03:36 | lot of presentations.
| | 03:37 | If you want to reuse slides or you want
to have multiple people working on them
| | 03:41 | at the same time, this is what to use.
| | 03:43 | But you don't need it
just to work with PowerPoint.
| | Collapse this transcript |
| SharePoint and Visio| 00:00 | If you create diagrams and flowcharts
in Visio, you'll find SharePoint can help
| | 00:04 | you in three different ways.
| | 00:05 | First, and the simplest of all, well,
you can just upload regular Visio files
| | 00:10 | into a document library.
| | 00:11 | There is no problem with that.
| | 00:13 | You get the wide availability, things
like versioning and check in, check out.
| | 00:17 | Visio is just treated like any
other Office document inside SharePoint.
| | 00:22 | I'm going to navigate out and find a
simple Visio diagram that I have saved to
| | 00:26 | my own documents library on my Desktop.
| | 00:29 | Nothing remarkable here.
| | 00:31 | We can see it's got the Visio icon.
| | 00:33 | If I select it, I have the usual
suspects in my Ribbon for checking it out or
| | 00:38 | viewing or editing the properties.
| | 00:39 | Though if I choose to edit the document,
it's just going to open up Visio 2010
| | 00:44 | and allow me to edit there.
| | 00:46 | Now, there is nothing
particularly remarkable going on here.
| | 00:52 | I could make a simple change to this
diagram, save this, and we have it now
| | 00:57 | safely stored in SharePoint.
| | 00:59 | So we can just use Visio diagrams
with a regular document library.
| | 01:03 | Nothing remarkable there.
| | 01:04 | The second thing however, and new in
this version of SharePoint, is something
| | 01:09 | called Visio Services.
| | 01:11 | Now, you are probably starting
to see a bit of a theme here.
| | 01:14 | We've got Visio Services, Access
Services, Excel Services, even Forms Services.
| | 01:20 | Anytime you see that word services
used as a feature of SharePoint, it really
| | 01:25 | means take something that was in an
external program and really make it part
| | 01:30 | of SharePoint, as opposed to just put it in
a document library, which you could do anyway.
| | 01:35 | So Visio Services means take a
Visio diagram and make it a first-class
| | 01:41 | citizen inside SharePoint.
| | 01:42 | Let me show you what I mean by that.
| | 01:44 | I am going to open up Visio 2010 and
create just a simple flowchart diagram,
| | 01:50 | just so we have something to work with here.
| | 01:54 | Drag a few items onto this page.
| | 01:56 | It really doesn't matter
what I'm doing at this point.
| | 02:02 | I'm not doing anything
remarkable with data between this.
| | 02:06 | I'm just drawing a fairly
straightforward diagram.
| | 02:08 | And let's say that's my masterpiece.
| | 02:10 | Now, the question is well, so what?
| | 02:12 | Well, here is the thing.
| | 02:14 | This new feature of Visio Services
both requires something to be done in
| | 02:18 | SharePoint and something to be done in Visio.
| | 02:21 | If I were to save this file--
| | 02:23 | I'm going to go to my File menu and
hit Save & Send. Like most of the Office
| | 02:29 | 2010 applications, we have a Save to
SharePoint section which tells me recent locations.
| | 02:35 | In fact, it's got a shortcut
to my Shared Documents library.
| | 02:37 | That's the one that I want.
| | 02:39 | But here is the interesting piece down here.
| | 02:41 | We have a new file type
that we can use in Visio.
| | 02:45 | Not just the regular Visio drawing format,
but we have a new one called a Web Drawing.
| | 02:50 | This changes your Visio diagram, so
it can be used with this Visio Services
| | 02:55 | feature on SharePoint.
| | 02:56 | Well, again, what does that mean?
| | 02:58 | Well, I'll show you.
| | 02:59 | I'm going to highlight the Web
Drawing option and click Save As.
| | 03:02 | It's going to ask me to save to
that Shared Documents library.
| | 03:05 | I'll say this was the Sample Flowchart.
| | 03:08 | And again, here it's telling me
it's saving as a Web Drawing, not a
| | 03:12 | regular Visio diagram. I click Save.
| | 03:15 | What happens is that gets uploaded
to the document library and is now
| | 03:18 | accessible using a web browser, using this
feature of Visio Services called Visio Web Access.
| | 03:25 | This is kind of a web-based version of Visio.
| | 03:28 | It's not about editing the Visio diagram.
| | 03:30 | It's about displaying it.
| | 03:32 | So you don't see options to edit it,
but you can display it to potentially
| | 03:36 | anybody without them having to
have Visio installed on their machine.
| | 03:41 | If you have Silverlight installed,
this Visio diagram will be shown using the
| | 03:45 | Silverlight plug-in, and that makes it
very zoomable and very crisp and clear.
| | 03:49 | Obviously I don't have a lot of
graphical elements going on here, but it makes
| | 03:53 | it very usable in the browser.
| | 03:56 | If you don't have Silverlight installed, this
will actually show up using a PNG graphic file.
| | 04:01 | I could choose to open this in
Visio if I wanted to edit it.
| | 04:05 | And we have this button here called Refresh.
| | 04:07 | Now, what does this mean?
| | 04:08 | Well, here is the real power of Visio Services.
| | 04:11 | More and more people are starting to
connect their Visio diagrams to data,
| | 04:17 | so that their flowcharts and their
diagrams are actually drawing data from a
| | 04:21 | variety of sources.
| | 04:22 | And you can actually have that
still work using Visio Services.
| | 04:26 | That means potentially you could give
access to this Visio diagram for hundreds
| | 04:31 | or even thousands of
people across your organization.
| | 04:34 | They could look at it.
| | 04:34 | They could see all that up-to-date information.
| | 04:37 | They don't even have to have Visio installed.
| | 04:40 | And of course if I wanted to, I could
just go back to that team site, back to my
| | 04:44 | Shared Documents library, and decide
to edit that Sample Flowchart in Visio
| | 04:49 | rather than just viewing in the web browser.
| | 04:52 | Now, unlike the Word and Excel and
PowerPoint versions of the Office Web apps,
| | 04:57 | this Visio web-based version is only
available if you have SharePoint 2010
| | 05:03 | Server Enterprise Edition.
| | 05:05 | And if you have the Enterprise Edition,
you'll also find another new feature.
| | 05:09 | When you're creating a new site,
there's a Visio oriented site called a
| | 05:15 | Visio Process Repository.
| | 05:18 | There is nothing really magical about this site.
| | 05:21 | It's simply a SharePoint site that's
configured to allow you to store a whole
| | 05:26 | bunch of Visio process diagrams.
| | 05:28 | Its got a document library in it that's
actually been preconfigured with several
| | 05:31 | sample Visio templates.
| | 05:33 | Other than that, it's quite like
working with say a team site or a
| | 05:37 | Document Workspace.
| | 05:38 | You don't have to use the
Visio Process Repository.
| | 05:41 | It's simply a suggestion from Microsoft,
if hey, you want a place to store and
| | 05:45 | manage a lot of Visio diagrams,
well they have a suggestion for you.
| | 05:49 | But you could always write your own.
| | 05:50 | And because we're storing this content
in regular document libraries, we still
| | 05:55 | get these features like auditing,
versioning, check in, check out, and even
| | 06:00 | advanced features like workflow.
| | 06:02 | Now, the third way Visio can help us
is that with the 2010 version you can
| | 06:06 | also use Visio for creating
workflows, automated business processes.
| | 06:12 | Now, we need to cover a
couple of other things first.
| | 06:14 | So we are going to come back to that
part of Visio and SharePoint a little later on.
| | Collapse this transcript |
| Using SharePoint Workspace| 00:00 | If you have the Professional Plus
Edition of Office 2010, you are going to find
| | 00:05 | that you have a program called
Microsoft SharePoint Workspace 2010.
| | 00:10 | This is the new version of
what used to be called Groove.
| | 00:13 | And what it lets us do is have offline
copies of the content in our SharePoint sites.
| | 00:18 | If I go to one of the SharePoint
sites that I use a lot, I can decide to
| | 00:24 | synchronize this entire site,
so I have got an offline copy.
| | 00:28 | I can do that by using my Site
Actions menu, which has an option, Sync to
| | 00:32 | SharePoint Workspace.
| | 00:33 | Now, not every single list will
synchronize down to your own desktop.
| | 00:38 | In fact, it's very common that really
what you're mainly interested in is say
| | 00:41 | a document library.
| | 00:43 | So I could go into a document library,
go to the Library section of the Ribbon,
| | 00:47 | and this itself has a Sync to
SharePoint Workspace button. I click that.
| | 00:52 | If I'd never used SharePoint Workspace
before, it will ask me just to fill in a
| | 00:55 | bit of simple data, like what's
my name, what's my email address.
| | 00:58 | Then it's going to ask, do you want to
sync this list to your computer? Yes, I do.
| | 01:03 | It's going to download copies of all
these documents to my local machine.
| | 01:08 | Now, right now what it's actually
showing me is a dialog box that on this site
| | 01:12 | there are a couple of lists, such as
the Calendar and Expense Advances, which
| | 01:16 | was custom written in InfoPath, that
won't be supported as offline copies.
| | 01:21 | But that's okay because all I wanted
was the Shared Documents library anyway.
| | 01:25 | So I am going to click Close.
| | 01:27 | I could now close down this website,
shut my laptop off, disconnect from the
| | 01:32 | network and walk away, and I would
have offline copies, local copies of those
| | 01:37 | documents saved on this machine.
| | 01:39 | Say if I was going away for a week in
a log cabin or I was on a 12-hour plane ride,
| | 01:44 | what I could do even without an
Internet connection is I could open up
| | 01:48 | SharePoint Workspace.
| | 01:49 | It opens up this section called the
Launchbar, and it will tell me these are
| | 01:53 | the libraries and the lists that I know of.
| | 01:55 | There is only one right now,
which is the team site.
| | 01:58 | I double-click that and it will tell
me, okay, locally, I have the Shared
| | 02:02 | Documents library and these are
all the files I have inside it.
| | 02:06 | SharePoint Workspace is smart enough
to know that if I am connected to the
| | 02:10 | network, I can use this as an option
for checking things out, for looking at
| | 02:15 | versions, for deleting even.
| | 02:17 | But the real power of it is
that I don't have to be connected.
| | 02:20 | I could open up these documents.
| | 02:22 | I could make some changes to them,
several over the period of several days.
| | 02:26 | When I reconnect to the network and
open up SharePoint Workspace, it will
| | 02:30 | prompt me, hey, you've got unsaved changes
that I want to save back to the SharePoint site.
| | 02:36 | Now, it's also telling me right now
that on this site I've got a bunch of other
| | 02:40 | lists and libraries that are
available only on the server right now.
| | 02:43 | Some of these could be
synchronized to SharePoint Workspace.
| | 02:47 | It's telling me this list is not
currently on this computer. I can either open
| | 02:51 | it in a browser or connect the
SharePoint Workspace list to the SharePoint site.
| | 02:56 | I don't need to do that.
| | 02:57 | I am actually just fine the way it is.
| | 02:59 | So this is a very specific need.
| | 03:01 | If you're on a desktop computer that's
permanently connected to your network,
| | 03:05 | you don't need this, but if you're
more of a laptop person, you travel,
| | 03:09 | you're regularly disconnected from your own
network, you should find this very, very useful.
| | 03:13 | Now, if you don't have SharePoint
Workspace, you can achieve a little bit of
| | 03:18 | this ability by connecting say
document libraries to Outlook and you can get
| | 03:22 | offline copies of them that way.
| | 03:24 | But SharePoint Workspace is certainly
more feature rich as this is its main
| | 03:28 | reason for existing.
| | Collapse this transcript |
|
|
7. SharePoint Sites and Site CollectionsWhat is a site collection?| 00:00 | So we've talked about creating different
SharePoint sites, but we haven't really
| | 00:04 | covered how they're organized.
| | 00:06 | We're now going to explore one of the
most important concepts in creating a good
| | 00:10 | SharePoint infrastructure.
| | 00:11 | It's something called a site collection.
| | 00:14 | Site collections can make your life easier.
| | 00:16 | They can make the difference between a
scalable SharePoint solution and a disaster.
| | 00:21 | They can stop your life
becoming a constant stream of requests.
| | 00:25 | They can allow SharePoint to grow and you to
minimize your worry about how it's growing.
| | 00:30 | Many people don't even
really know what they are.
| | 00:33 | Even if you have a single SharePoint
site, whatever it is, a team site, a
| | 00:38 | Document Workspace, or anything
else, you have a site collection.
| | 00:42 | Every SharePoint site is in a site collection.
| | 00:46 | The first site is referred to as the
top level site in that site collection.
| | 00:50 | It doesn't mean it's magic,
just means it was first.
| | 00:53 | This could have been a team site, this
could have been a blank site, could have
| | 00:56 | been a Document Workspace,
could have been anything.
| | 00:59 | And from that first site you then create
another site, say a Document Workspace,
| | 01:05 | this is called a sub-site.
| | 01:07 | Again, it doesn't mean it's inferior.
| | 01:08 | It just means it was created in a
site collection after the top level site.
| | 01:13 | Create another site, same
thing. It's a sub-site.
| | 01:17 | Now, one of the most noticeable effects on
this whole site creation issue is the URL.
| | 01:22 | All SharePoint sites need a unique URL.
| | 01:26 | We can't give them all
their own .com domain name.
| | 01:28 | We'd run out of money.
| | 01:29 | Instead, we give them longer URLs.
| | 01:32 | Quite commonly, you will see a
SharePoint site with this kind of name.
| | 01:36 | Server name/sites/something.
| | 01:38 | This could be meaningful, Sales, Operations,
Eastern, Western, doesn't really matter.
| | 01:44 | But when you create a sub-site, the URL
of the sub-site will always be the name
| | 01:49 | of the parent site/something.
| | 01:53 | Now, the thing is you should end up,
not just with one, but with multiple
| | 01:59 | site collections, because site
collections are a great way to group your
| | 02:03 | SharePoint sites together.
| | 02:04 | Now, I'm a big fan of liberal use of
site collections. You should have several,
| | 02:09 | you may have dozens.
| | 02:10 | If there is one issue that I hear from
people again and again, it's that they
| | 02:14 | started off with one site collection
and just dumped hundreds or even thousands
| | 02:18 | of SharePoint sites into it, and
now it's a real pain to maintain.
| | 02:21 | Navigation is difficult.
| | 02:23 | It's growing too large for the database.
| | 02:25 | Security is too different
between parent sites and sub-sites.
| | 02:29 | So why would you split
your site collections apart?
| | 02:32 | Well, one of the classic first reasons
to do this is that you're splitting by
| | 02:36 | department or organizational unit.
| | 02:39 | Maybe Operations needs their own group
of sites, Sales needs a different group
| | 02:43 | of sites, and there is not
much crossover in personnel.
| | 02:46 | They don't really need to know about each other.
| | 02:48 | But what are the benefits of doing this?
| | 02:50 | Well, there is a lot of
benefits of creating site collections.
| | 02:54 | You get, for example, lot of
dedicated resources, dedicated recycle bins.
| | 02:59 | Site collections can have their own databases.
| | 03:02 | You get dedicated usage reports,
dedicated shared libraries.
| | 03:06 | When you're working with security,
the idea is that creating security on a
| | 03:10 | top level site will filter down to sub-sites,
so it's much easier to set them up that way.
| | 03:15 | One of the best ideas is really this
idea of distributed administration.
| | 03:19 | By creating multiple site
collections, we can push out some of the
| | 03:23 | administrative tasks
throughout the organization.
| | 03:26 | But here's the problem.
| | 03:27 | Typically, most power users, even if
they have a permission to make a site,
| | 03:32 | they cannot create a site collection.
| | 03:35 | It takes high administrative
permissions to be able to do it.
| | 03:39 | So while I am going to show you how
it's done, you may sometimes have to ask
| | 03:44 | your farm administrator for a new
site collection, and they are often
| | 03:47 | reluctant to do it, but do know that
it's often because they don't really
| | 03:51 | understand the benefits.
| | 03:52 | So you may need to educate them.
| | Collapse this transcript |
| Creating a site collection| 00:00 | Creating a site collection is actually
a very simple task, but you typically
| | 00:05 | don't have access to it.
| | 00:07 | I am in a very limited location
called SharePoint Central Administration.
| | 00:12 | This is a website for managing the
SharePoint farm itself and typically you only
| | 00:17 | have access to this if you're
what's called a farm administrator.
| | 00:21 | If you do have access to
this site, that's terrific.
| | 00:24 | But if not, I just want to take you
through the process so you understand what
| | 00:28 | it is someone would have to do
to make a new site collection.
| | 00:31 | I am in the section
called Application Management.
| | 00:34 | There is a whole bunch of options here,
but I have, as you might see here, this
| | 00:37 | Site Collections area where I have
an option to create a site collection.
| | 00:41 | Now, creating a site collection
itself is kind of a bit of an anticlimax.
| | 00:45 | To create a site collection, you
really just have to tell it what is the top
| | 00:50 | level site in that site collection.
| | 00:52 | In this case, I'm double-checking that
I'm going to create this site collection
| | 00:56 | in the right place, the same place I
have been doing anything else, under my
| | 00:59 | server name, which is ldcsharepoint.com.
| | 01:01 | I'm going to give my new top level site a title.
| | 01:04 | This is not the title of the site collection.
| | 01:06 | It is the title for the top level site.
| | 01:09 | I am just going to call it My Top Level Site.
| | 01:11 | I could always change this later.
| | 01:14 | Description is optional.
| | 01:15 | Then however, I do have to give it a URL.
| | 01:18 | It has given me a couple of choices.
Either ldcsharepoint.com/my/personal, which
| | 01:24 | doesn't seem right, or
ldcsharepoint.com/sites/something.
| | 01:26 | A lot of this will be down to how your
administrators have installed SharePoint.
| | 01:35 | The idea of the server name/
sites is very, very common.
| | 01:39 | In fact, SharePoint is installed with
this out of the box, and it means that I'm
| | 01:42 | going to create the address of my new
top level site at something underneath.
| | 01:46 | It could be /sites/ABC, /sites/
TLS, /sites/interesting project.
| | 01:54 | I don't use spaces in my URLs here,
because that would make the address
| | 01:58 | part look very annoying.
| | 01:59 | It doesn't matter what you put.
| | 02:02 | Sometimes what people want to do here is
have the option to have /teams/sales or
| | 02:08 | /projects or /regions, and you can do that.
| | 02:12 | This section that says /sites is
what's called a managed path and that just
| | 02:17 | means that SharePoint says, "okay,
I own anything under the URL,
| | 02:21 | ldcsharepoint.com/sites.
Anything under that URL is mine."
| | 02:26 | If you want to define your own, over here
I've got this ability to define a managed path.
| | 02:31 | This is very quickly done.
| | 02:32 | It's actually saying right now,
we've got sites is a wildcard inclusion.
| | 02:37 | SharePoint owns anything under the sites name.
| | 02:40 | But if I wanted to have say teams,
I could also say I want to claim that
| | 02:45 | path for myself as well.
| | 02:46 | Or regions, I could claim
that path, or even projects.
| | 02:51 | Now, what does that mean?
| | 02:53 | Well, what it actually means is if I
go back now to the ability to create a
| | 02:57 | new site collection, I have the ability to
create that top level site under any of these URLs.
| | 03:04 | I still have to give it a name after the fact.
| | 03:06 | I still have to call it, for example,
ldcsharepoint.com/teams/operations, but I
| | 03:14 | can choose a bit more of my
name, if this makes sense.
| | 03:17 | Again, we are creating a site collection
by creating the top level site and what
| | 03:23 | we have to do is name
where is that top level site.
| | 03:27 | So after giving it a URL,
we then select the template.
| | 03:30 | What kind of site goes
there? Is it a team site?
| | 03:34 | This is why a team site is the default
one that most people explore, because
| | 03:38 | it's the default site template.
| | 03:40 | Is it a blank site?
| | 03:41 | Is it a Document Workspace, a blog?
| | 03:44 | Is it a Meeting Workspace?
| | 03:45 | Is it one of the Enterprise ones?
| | 03:47 | We are going to cover these
a little later in the course.
| | 03:50 | I'm going to go back over here and say
I am just going to make a blank site,
| | 03:53 | as simple as it gets.
| | 03:55 | Now, what you do have to name here is
you have to name one or two people as
| | 04:01 | being the site collection administrator.
| | 04:04 | These can't be groups here.
| | 04:06 | They have to be individuals.
| | 04:08 | The reason for that is somebody has to
be in charge, somebody has to be able to
| | 04:12 | get emails that say hey, there's a
problem with this site collection.
| | 04:16 | So in this case, I'm going to name myself.
| | 04:18 | As a shortcut, I can press Ctrl+K, just
to make sure that it can look up that name.
| | 04:22 | Yes, it can.
| | 04:23 | I don't have to name a secondary person,
but again, that again can be changed later.
| | 04:27 | Here's where, if I wanted to, I could
specify a quota template, which is how big
| | 04:32 | is this site collection allowed to grow.
| | 04:34 | I am just going to leave it, which means
there is no actual size limit, and click OK.
| | 04:38 | Oops! I guess I missed the site title.
| | 04:40 | I must have hit Escape out of that.
I think when I was doing my managed paths.
| | 04:44 | What did I call it? My Top Level Site.
| | 04:46 | Come back down again. Click OK.
| | 04:49 | Thinks about it for a minute, creates a
new site collection and a new top level
| | 04:54 | site at the top of it.
| | 04:55 | Now, you might be singularly
unimpressed when you see the results.
| | 04:58 | So it says, okay, it's
been created. I click this.
| | 05:01 | It opens up a new window, and there I go
to my new top level site at the address
| | 05:07 | ldcsharepoint.com/team/operations.
| | 05:10 | I now have a site
collection with one site in it.
| | 05:13 | This site collection may end up only
ever having one site init or I could put in a
| | 05:17 | thousand sites, two thousand.
| | 05:19 | The official limit for Microsoft is
somewhere along the level of half a million sites.
| | 05:24 | You'd never get that far, because
you'd run out of space in your database if
| | 05:27 | you started putting at least a
modicum of data in there, but the limit is
| | 05:33 | pretty much theoretical.
| | 05:34 | Now, the reason why I talk so much
about site collections at this point is
| | 05:38 | when we get into things like security,
we have to understand site collections to do it.
| | 05:43 | So one of the chief benefits of doing a
site collection is that by making this
| | 05:48 | new site collection, I could create the
security on this site as being totally
| | 05:53 | different from the security on the
other sites I have been working with.
| | 05:56 | By doing it within a site collection,
I can allow that security to filter down
| | 06:01 | from the top level site to its sub-
sites, making it very easy to maintain.
| | 06:06 | This site collection has its own security.
| | 06:08 | It has its own resources.
| | 06:10 | It has its own recycle bin.
| | 06:12 | It can be moved to its own
database, if it needs to.
| | 06:15 | So they are a very useful piece, and
while you can't typically create a site
| | 06:20 | collection without going through
SharePoint Central Administration, it may be
| | 06:24 | something that you ask of
your farm administrator.
| | 06:26 | And now you've seen how simple it is.
| | 06:28 | At least you shouldn't be too intimidated.
| | 06:30 | It doesn't take an awful lot of
work on their part to create a new site collection.
| | Collapse this transcript |
| Creating a new site| 00:00 | If you're watching this course,
I expect that at some point you're going to be
| | 00:04 | making SharePoint sites, and here's how.
| | 00:07 | Now, what I'm going to
show you expects two things.
| | 00:10 | One, that you already have an existing
site collection with at least a top level
| | 00:13 | site in it, so you've got somewhere to go.
| | 00:16 | And two, that you have high permission.
| | 00:18 | Basically that you have the
SharePoint permission called Full Control.
| | 00:22 | Usually done by putting
you in the owners group.
| | 00:25 | Well, how do you know if
you have that permission?
| | 00:26 | Well, it's fairly easy.
| | 00:28 | You go to your Site Actions menu and see,
do I have the option called New Site?
| | 00:32 | Well, if you do, things are looking good.
| | 00:34 | If you don't, then you need to
find whoever is your site collection
| | 00:38 | administrator or your farm
administrator, and in some places that's the same
| | 00:41 | person, and see if you can get that permission.
| | 00:44 | So I'm going to choose Site Actions > New Site.
| | 00:48 | Now, when I do this, SharePoint is
very concerned about exactly what site I
| | 00:53 | was in when I chose that option,
because it's going to create this new site as
| | 00:57 | a sub-site of that.
| | 00:59 | It will be underneath that.
| | 01:00 | So you can't just use the Site Actions >
New Site to create a new site in its own
| | 01:06 | new site collection.
| | 01:07 | It doesn't work that way.
| | 01:08 | It's always going to be a sub-site.
| | 01:10 | If I have Silverlight, what I will see
is the very graphical Create window here,
| | 01:14 | with a lot of the different icons
that I can click on and see a brief
| | 01:18 | description about what this site means.
| | 01:21 | Now, if you don't have Silverlight
installed, you will see a much simpler, much
| | 01:25 | more straightforward web page
version, but the options are the same.
| | 01:28 | You don't get anything new in either option.
| | 01:31 | You just get a different way of looking at them.
| | 01:33 | The available site templates may look
different from what you have, simply
| | 01:37 | because it's very sensitive to the
license that you have of SharePoint.
| | 01:41 | If you have SharePoint
Foundation, you'll see a few sites.
| | 01:44 | If you have SharePoint Server, the
Standard Edition, you'll see a few more, and
| | 01:48 | if you have SharePoint Server, the
Enterprise Edition, you'll see even more.
| | 01:52 | You may even find that your farm
administrators have either removed or added
| | 01:56 | other site templates.
| | 01:58 | But these are all sites that right
now I could create in SharePoint.
| | 02:02 | We've got Record Center and Projects
Web Database, Multipage Meeting Workspace,
| | 02:07 | and the good old Team Sites,
and Document Workspace.
| | 02:11 | When you choose one of these site
templates, what you're really choosing is a
| | 02:14 | combination of lists and
libraries all wrapped up and given a name.
| | 02:19 | So if I choose say the Document
Workspace, all I really have to do is give it a
| | 02:23 | title such as, let's
call this one Annual Report.
| | 02:27 | That will be the title of the site
and will be on every page in the site.
| | 02:31 | Then I need to say at what
address is this site, what URL.
| | 02:35 | Now, because I was in a previous
SharePoint at ldcsharepoint.com/site/classic,
| | 02:42 | I have no choice that this new site will have
its own URL based on the parent one/something.
| | 02:49 | In this case, let's call this annualrpt.
| | 02:51 | I am going to click Create.
| | 02:54 | It makes that site and it puts me in it.
| | 02:57 | This is now a sub-site.
| | 02:59 | This is beneath my site that exists
at sites/classic, which is a team site.
| | 03:04 | But it doesn't look very obvious
just from looking at the website itself.
| | 03:07 | One clue would be looking at the
Navigate Up button, which would tell me I'm in
| | 03:12 | the homepage of the site called
Annual Report 2010, which is underneath the
| | 03:16 | site called Team Site.
| | 03:18 | I could even take this one step further.
| | 03:20 | From this site, where one level
down I could create another site,
| | 03:24 | Site Actions > New Site.
| | 03:27 | Let's make, for example, a blank site.
| | 03:29 | I'll call it Empty.
| | 03:31 | All a blank site is is just a
SharePoint site with no lists and libraries.
| | 03:37 | You're intended to add your own.
| | 03:39 | Now, when I'm creating a site, I could
just click the Create button, but there
| | 03:42 | is a More Options button as well, which
allows you to go a bit deeper into the
| | 03:47 | information. Give it a
description, if you want one.
| | 03:50 | But the important stuff is here, Permissions.
| | 03:52 | By default, when you create a site, it
will be using the same permissions as
| | 03:57 | its parent site, and as much as you possibly
can, that's probably what you want to keep.
| | 04:01 | While it's quite easy to use unique
permissions, as you can see, I can
| | 04:04 | just click the box here,
| | 04:05 | it becomes much more of a headache
to maintain further down the line.
| | 04:09 | So I am going to leave the default.
| | 04:10 | I have a couple of navigation options.
| | 04:12 | do I want to display this site on the Quick
Launch Bar of the parent site, yes or no?
| | 04:16 | Do I want to display it on the top link bar?
| | 04:18 | Again, the Quick Launch is
really navigation on the left.
| | 04:21 | The top link bar is the navigation on the top.
| | 04:24 | I am just going to leave all
the defaults and click Create.
| | 04:27 | It creates that new site and puts me in it.
| | 04:30 | Again, the clue would be
using the Navigate Up button.
| | 04:34 | It would tell me I'm in the
homepage of the site called Empty, which is
| | 04:38 | underneath the site called Annual
Report 2010, which is underneath the
| | 04:42 | site called Team Site.
| | 04:44 | Team Site is the top level site.
| | 04:46 | Everything else is a sub-site.
| | 04:48 | Well, what if I just created this
empty site and realized I made it with the
| | 04:52 | wrong title or the wrong
template or at the wrong location?
| | 04:55 | Well, I can just go ahead and delete it.
| | 04:58 | Every site in SharePoint has its
own settings and its own ability to be
| | 05:04 | deleted or changed.
| | 05:05 | If I'm in the site and I want to make
sure what my Ribbon is saying yes, it's
| | 05:09 | just saying Empty, I am in the right place.
| | 05:11 | I will go to my Site Actions
menu and click Site Settings.
| | 05:14 | Again, I'll get a separate Site
Settings for every one of the sites that
| | 05:19 | exists in SharePoint.
| | 05:21 | On this Site Settings page, kind of
buried a little bit under Site Actions is
| | 05:26 | the option to delete this site.
| | 05:28 | When I click that, it's going to give
me a pretty dire warning message that
| | 05:32 | deleting this website will permanently
destroy all content and user information,
| | 05:36 | including document libraries and
lists and settings and permission levels.
| | 05:40 | This is certainly not something you
want to do casually, even though you can
| | 05:43 | do it very quickly.
| | 05:45 | I am going to double-check that, yes,
I'm in the place that I expected to be.
| | 05:48 | I am in the Empty site. That's good.
| | 05:50 | I am going to click Delete.
| | 05:51 | Yes, I'm sure again. Click OK.
| | 05:54 | The website has been deleted.
| | 05:55 | I click Go back to site, and in this case we
are jumping back to the top level site here.
| | 05:59 | Now, if you have that permission, the ability
to make a new site, feel free to explore these.
| | 06:06 | If the description that you see when
you select one isn't good enough, create one,
| | 06:10 | because in ten minutes you could
just repeat these steps and create a copy
| | 06:14 | of every single site template there is.
| | 06:16 | Explore them and then if you want delete them.
| | 06:19 | The best way to learn the site
templates is by using them rather than
| | 06:23 | reading about them.
| | 06:24 | You'll quickly learn if it's something
that you're interested in or if it isn't.
| | Collapse this transcript |
| Customizing a site| 00:00 | If you have the ability to create a
site, then you also have the ability to
| | 00:04 | customize it and by a customize it, I
mean everything from change the lists and
| | 00:09 | libraries that the site is made of, to
changing the navigation, color scheme, the
| | 00:13 | pages, and the overall layout of the site.
| | 00:15 | Now we've already seen how to
create lists and libraries and how to do
| | 00:18 | basic page editing.
| | 00:20 | One of the most important things for
customizing a site is under your Site
| | 00:24 | Actions menu and it's that Site Settings
option, and in fact if I could make two
| | 00:29 | of these link show up as glowing and
important when you're talking about
| | 00:32 | understanding and customizing your site,
it would be View All Site Content to
| | 00:37 | really understand what lists and
libraries you have and Site Settings to change
| | 00:42 | a lot of the underlying settings of this site.
| | 00:44 | Bear in mind, you have a different
site settings page for every single site
| | 00:49 | in every single site collection in
your SharePoint farm and in the same way,
| | 00:53 | you have settings pages, every list, and every
single library in every single site collection.
| | 00:59 | Now your site settings page will
almost certainly look a little different
| | 01:03 | from mine, because these options
change based on your SharePoint license and
| | 01:07 | what kind of site you're in, but many
of the options that you'll see on this
| | 01:11 | page will be the same.
| | 01:13 | You can do quite a bit of basic
customization from the Look and Feel section,
| | 01:17 | everything from changing the title,
description, and even the URL of your site
| | 01:22 | to changing the site theme.
| | 01:24 | This will allow you to select from a
group of predefined color schemes, some of
| | 01:29 | which are usable and some of which
are pretty terrible in my opinion.
| | 01:33 | Let's change this to Berry.
| | 01:35 | We can click the Preview button without
actually making the commitment to that theme.
| | 01:39 | Look at that and think,
yeah no, no, really no.
| | 01:43 | In fact, you can yourself select
multiple colors for your backgrounds and
| | 01:48 | your accent colors.
| | 01:49 | This is not as straightforward as
I would've liked it to have been.
| | 01:54 | What Microsoft is doing with the idea
of a theme is they are using the same
| | 01:58 | theme idea across PowerPoint and Word
and all of the Office applications, and
| | 02:02 | unfortunately it doesn't make it all
that obvious for our use in SharePoint.
| | 02:06 | For example, we have got the Text/
Background Dark 1, Light 1, Dark 2, and Light 2.
| | 02:11 | Not really all that obvious which
bit is the bit of the page that I'm
| | 02:16 | actually looking at. Which bit, for
example, is the regular text when I have
| | 02:20 | multiple accents? What does a heading look like?
| | 02:24 | So you may have to do a bit of experimentation
if you want to create your own color schemes.
| | 02:29 | I'd start off by looking at
some of the pre-provided ones.
| | 02:32 | Let's say for example we take Construct,
we give that a preview. That's okay.
| | 02:37 | It doesn't look too offensive.
| | 02:38 | So I am going to click Apply, and we now
have a new theme for this SharePoint site.
| | 02:45 | We are back in the Look and Feel.
| | 02:47 | I have two links here one for the Quick
Launch bar and one for the top link bar.
| | 02:51 | That really means the navigation that
you are seeing on the left and in fact,
| | 02:54 | you can see it match up right now.
| | 02:55 | We have a Libraries heading, a Lists
heading, a Calendar link, Team Discussion link,
| | 03:00 | you can add your own
navigation links that can either be links to
| | 03:05 | libraries and list inside
SharePoint or you could even just link to a
| | 03:08 | completely external site.
| | 03:14 | You can choose whether it goes under a
particular heading, such as Libraries
| | 03:17 | or Lists, click OK, and we now have an entry
added to our Quick Launch bar. Very, very simple.
| | 03:24 | Going back to the Site Settings, I
am going to use the breadcrumb here.
| | 03:27 | We could do the same thing on the top
link bar, which right now not surprisingly
| | 03:32 | just has one entry, Home,
because this is our top link bar.
| | 03:36 | Again, by default, your top link bar
typically shows the address of sub-sites,
| | 03:40 | whereas your Quick Launch bar shows the
contents of the current site that you're in.
| | 03:45 | Like any navigation on the web, that
doesn't have to be true, but it's a typical
| | 03:49 | SharePoint idea, so you might not
want to mess with all that much.
| | 03:53 | Let's say I wanted to delete the link
that I just entered on my Quick Launch bar.
| | 03:58 | Sometimes it's little bit odd,
because a lot of people expect to find a
| | 04:01 | SharePoint style mouseover to be able
to delete this,and there isn't one.
| | 04:06 | What actually happens is
the icon itself is clickable.
| | 04:09 | So if I select that one, I can then
come in and either edit it or click the
| | 04:14 | Delete button. Back up into our Site Settings.
| | 04:18 | Now if you are looking at your Look
and Feel section and you don't see a
| | 04:22 | Quick Launch link and a Top link bar link,
instead you see something that says Navigation,
| | 04:28 | that's because you're looking at a
site that has what's called the publishing
| | 04:32 | feature enabled, and that's one of
the things that can change some of the
| | 04:35 | links that you will see.
| | 04:37 | We will talk about publishing a
little later, but the idea of features in
| | 04:41 | SharePoint is an interesting one.
| | 04:43 | Now usually when we say the word
feature, we mean something very general.
| | 04:46 | I can say a phrase like, oh,
collaboration is a feature of SharePoint.
| | 04:50 | Yeah but that's not what I mean here.
| | 04:52 | SharePoint is made of features and in
fact under my Site Actions section, I have
| | 04:58 | an option that says Manage Site Features.
| | 05:01 | In SharePoint, feature
means something very specific.
| | 05:05 | Feature means a chunk of functionality
that can be turned on or off, the term
| | 05:10 | that we use is activated or deactivated,
and if I look at my Site Settings,
| | 05:15 | I have a bunch of features
here that are turned off.
| | 05:17 | I can activate the Content
Organizer or whatever that is.
| | 05:21 | We haven't covered that yet.
Group Work Lists, Hold and eDiscovery.
| | 05:25 | You can see that I have several of
these features already activated like the
| | 05:28 | Team Collaboration Lists. That means we
can have document libraries and tasks
| | 05:33 | lists, that kind of thing, and the
ability to have Offline Synchronization with
| | 05:37 | things like Outlook and SharePoint Workspace.
| | 05:39 | That's turned or activated.
| | 05:41 | I could choose to deactivate it, if I wanted.
| | 05:44 | Now, we are not going to go through
every single feature in SharePoint, but know
| | 05:48 | that you as a site owner or site
collection administrator will often be called
| | 05:53 | on to activate or deactivate
features inside SharePoint.
| | 05:57 | The reason that Microsoft did it this
way is that SharePoint is so big that
| | 06:01 | they couldn't possibly ship it with
all the features turned on, because
| | 06:06 | you'd find a thousand different menus and a
thousand different dropdowns at every stage.
| | 06:10 | So they actually turned off a lot of them.
| | 06:12 | You have to know they're
there so you can turn them on.
| | 06:15 | Some features are turned on for the
site and some features can be turned on for
| | 06:19 | the site collection.
| | 06:20 | Where do you go if you want
to turn on the site collection?
| | 06:23 | We actually go to the same place.
| | 06:25 | I am in my Site Settings area here and
I actually have a section down here that
| | 06:30 | says Site Collection Administration.
| | 06:32 | Now there is no option here, because
it's actually telling me, "oh well, to go
| | 06:36 | here you have to go to the top-
level site," which kind of makes sense.
| | 06:40 | I am going to click that link.
| | 06:41 | I am now jumping into the Site Settings
of the top level site, and what I have
| | 06:45 | here is a whole bunch of site
collection settings, things like search settings,
| | 06:51 | settings for the Recycle Bin, Settings
for auditing and reporting, and one of
| | 06:55 | the options here is about features.
| | 06:58 | We have features that can be
turned on or off at the site collection.
| | 07:02 | These are different features.
| | 07:04 | So, depending on how Microsoft or even
your own developers have written them,
| | 07:08 | some features are activated at the
site level; other features are activated at
| | 07:13 | the site collection level.
| | 07:14 | Now, learning all the different
features in SharePoint can take months.
| | 07:18 | The idea, of course, is that you typically
find the ones you need when you need them.
| | 07:22 | You don't have to know exactly what
every single one is right off the bat.
| | 07:26 | Now, we're going to be exploring a few
more of these options here in Site Settings.
| | 07:31 | We are going to see things like
master pages and Web Parts, but if you're a
| | 07:35 | site owner or better yet a site
collection administrator, you'll be called on
| | 07:40 | to customize sites, to change navigation,
and to turn features on or off for your sites.
| | Collapse this transcript |
| Creating a site template| 00:00 | So let's say you go to town on
customizing a site. Well, what you do in
| | 00:04 | SharePoint when you create
a staggering work of genius?
| | 00:07 | Let's say you've taken several hours and
you've customized a SharePoint team site.
| | 00:11 | You've changed the theme, you have
moved Web Parts around, you've uploaded
| | 00:15 | images, you might have created custom
lists and new libraries, and even filled
| | 00:19 | out some of those lists.
| | 00:20 | You're looking at the site thinking,
you know, this would be really useful if
| | 00:24 | someone else could use this as a starting point.
| | 00:26 | They could use this one instead of a
normal Microsoft SharePoint team site.
| | 00:31 | Well, you can make that happen.
| | 00:32 | It's very easy to do.
| | 00:34 | First, you make all the changes that
you want to make to your site and you go
| | 00:37 | to your Site Actions down to Site
Settings. What we are going to do is save
| | 00:42 | this site as a template.
| | 00:44 | We're making our own
site template in SharePoint.
| | 00:47 | That option is over here in Site
Actions > Save Site as Template. We click it.
| | 00:51 | It's going to ask us to give us a filename.
| | 00:54 | This is because our changes are
going to be packaged up as a single file.
| | 00:59 | We'll see what that means in just a moment,
but I'm just going to call this twotrees.
| | 01:05 | Here I'll give it a template name,
which should be user friendly.
| | 01:08 | I'll call this the Two Trees team site
and perhaps even a little description.
| | 01:13 | Use this one instead of the default team site.
| | 01:23 | Here is the key choice you want to make.
| | 01:25 | Do I check the box to include content or not?
| | 01:29 | In fact, this is your last option before
you click OK and save this as a template.
| | 01:34 | If you check it to include content,
it means any entry you put in the list, any
| | 01:39 | document you uploaded to a library,
will be included as part of this template
| | 01:43 | that might be what you want.
| | 01:45 | That might not be what you want.
| | 01:46 | In my case, it is what I want.
| | 01:48 | I created a couple of lists called
Useful Links and Useful Contacts and I put
| | 01:53 | some data in those lists, and I like
those to be there when somebody creates a
| | 01:57 | new site based on this template.
| | 01:59 | So I'm going to click OK and what happens here?
| | 02:02 | Well, what it's going to do is take all
those changes I made, the theme changes,
| | 02:07 | the new lists, the uploaded images, the
rearranged Web Parts, and it's going to
| | 02:12 | package those together into
what SharePoint calls a solution.
| | 02:16 | Solutions in SharePoint on how we
start to add extra pieces of functionality.
| | 02:22 | It gives us a message here, "This
Web site has been successfully saved to the
| | 02:25 | solutions gallery. You can now create sites
based on this solution." What's a gallery?
| | 02:31 | All it says to manage them,
go to the solution gallery.
| | 02:34 | I'm going to go there.
| | 02:35 | It has one thing in it called twotrees.
| | 02:38 | I actually mouse over that and take a look
at the URL that pops up in the status bar,
| | 02:43 | it seems to be a single
file called twotrees.wsp.
| | 02:47 | That could be useful because, what we
can actually do is take a copy of this and
| | 02:52 | copy it not just across to a
different site collection but to an entirely
| | 02:56 | different SharePoint server.
| | 02:58 | If you have developers that write
custom code, they might be packaging up their
| | 03:02 | programmers as Solutions, so they can be
deployed into SharePoint and SharePoint
| | 03:06 | knows what to do with them.
| | 03:07 | Now, what does this really mean?
| | 03:09 | Well, the gallery idea in SharePoint
is the idea that you put something in a
| | 03:13 | gallery if you want it to be viewable
and usable by a lot of different people.
| | 03:18 | Just like a gallery in the real
world is where you put things on display.
| | 03:22 | Well, if I go to my Site Actions > Site
Settings, I actually have a section here
| | 03:28 | called Galleries or I have Web part
gallery, Master page gallery that control
| | 03:33 | the overall look and feel of
the SharePoint pages themselves.
| | 03:36 | The Solutions gallery, which is where I
was. As the tooltip says, this contains
| | 03:42 | additional functionality
and templates for sites.
| | 03:44 | The question is well now what?
| | 03:46 | What do I do with these?
| | 03:47 | What it simply means is I can go
back to say my homepage, click Site
| | 03:51 | Actions > New Site and when I'm now making
a new site, I actually have down at the
| | 03:58 | bottom here a custom one called twotrees.
| | 04:01 | I am going to give it the name of the
Two Trees Sales Team, give it a URL at
| | 04:08 | sales, and click Create and
we have the new site now.
| | 04:14 | There's instantly a couple of
things that might be apparent.
| | 04:17 | One is that because I chose to include
content to include my changes, the fact
| | 04:22 | that I put in explicit text that said
Two Trees Operations Team, while we are now in
| | 04:27 | the Two Trees Sales Team, may mean
that yes, I'm going to need to make a few
| | 04:31 | changes to this page.
| | 04:32 | But what we're obviously getting here
are the Links list and the Contacts list
| | 04:42 | that I had created with the data inside it.
| | 04:44 | we are getting the image that I had created.
| | 04:47 | This theme did not carry over here,
but we could easily change that in our
| | 04:51 | Site Settings page.
| | 04:52 | Now at the moment this new site
template is only available in this
| | 04:57 | particular site collection.
| | 04:59 | What that means is if I go back to my Site
Settings, I'm going to look at my Galleries here.
| | 05:04 | Now, I don't see a solutions gallery
because, the solutions gallery only exists
| | 05:09 | in the top-level site.
| | 05:11 | So I'm going to go to my top-level
site settings. I could either manually
| | 05:15 | navigate or I've got little shortcut link here.
| | 05:17 | I have the extra solutions gallery there.
| | 05:19 | And the couple of choices that I have
here with my solution is I can deactivate
| | 05:23 | it than delete it if I wanted to, but
what I could also do is simply click on
| | 05:28 | this 12 megabytes at the moment.
| | 05:30 | I could save that to my desktop.
| | 05:33 | So I've downloaded this to my local machine.
| | 05:37 | Now, it's not that I'm really
interested in the contents of this file, but what
| | 05:41 | I can do is if I have a different site
collection that I want to use and I do.
| | 05:47 | In this case, I'm going to go to
another site collection where that template
| | 05:51 | doesn't exist and if you want
me to prove it, I quickly will.
| | 05:54 | If we say New Site, I do not have the
ability to create a Two Trees team site.
| | 06:00 | What I can do is go to my Site Actions >
Site Settings, find the solution gallery
| | 06:05 | for this site collection which right
now has nothing in it, go to my Solutions
| | 06:09 | section of the Ribbon, click Upload
Solution, find that WSP file, click OK.
| | 06:19 | After it's been uploaded, we do need to
activate it to make sure it can be used.
| | 06:26 | Now inside this site collection,
I can go back to any site in it, select
| | 06:31 | Site Actions > New Site.
| | 06:33 | I'll now have the twotrees site
ready to create there as well.
| | 06:37 | Now, even if you're not intending to
duplicate multiple sites, one thing you
| | 06:42 | want to think about here is because we
can package up the site and its content,
| | 06:47 | but actually saving a site as this
template and copying it from one site
| | 06:51 | collection to another is actually
quite a useful way of effectively moving a
| | 06:55 | site from one site collection to
another. Because the sites that you create
| | 06:59 | stay completely independent.
| | 07:01 | They are not linking back to
the master site that you changed.
| | 07:04 | They are all individual
copies with their own information.
| | 07:07 | You just need to be aware that when a
solution is in a solutions gallery, that's
| | 07:12 | only for a specific site collection
and that you'll need to copy them across
| | 07:17 | site collections if you want to
use them in multiple locations.
| | Collapse this transcript |
|
|
8. SharePoint 2010 SecurityUnderstanding permissions| 00:00 | In many companies, we're used to IT being
the ones who handle user and group security.
| | 00:06 | Well, in SharePoint, it's your job,
it's your problem. Or certainly if
| | 00:10 | you're expecting to be someone who creates
and customizes SharePoint sites, it's your job.
| | 00:16 | The security settings in
SharePoint aren't hidden away in central
| | 00:19 | administration only for the admin guys.
They are right there in a regular site,
| | 00:23 | and it's intended that if you are a
site owner or a site collection owner that
| | 00:27 | you understand and work with security.
| | 00:29 | But it's really not that bad, and here's why.
| | 00:33 | SharePoint, when its installed, is
typically hooked up to an existing user
| | 00:37 | directory, usually Active Directory on
a Microsoft platform, but it could be
| | 00:41 | something different.
| | 00:43 | It's usually configured to import
and stay synchronized with that user
| | 00:47 | information on a regular basis.
| | 00:49 | What that means is that
SharePoint knows about your users.
| | 00:54 | You don't have to tell SharePoint,
hey, there's a user called Bob Franklin,
| | 00:58 | because SharePoint already knows.
| | 01:00 | But you do have to tell SharePoint
what Bob Franklin is allowed to do.
| | 01:05 | The way you work with this is that
SharePoint has what it calls permission
| | 01:10 | levels, which you can think of as roles.
| | 01:12 | Reader, for example, can
visit and read a SharePoint site.
| | 01:15 | You've got Contributor who can then edit.
| | 01:17 | You have Full Control.
| | 01:19 | These are the big three roles.
| | 01:21 | There are a few more esoteric
ones, but we'll start with these.
| | 01:25 | If you don't have one of these
permissions granted on the SharePoint site,
| | 01:29 | you'll get an Access Denied
message when you go there.
| | 01:33 | Now, there are two levels
of permissions above this.
| | 01:36 | There's the idea of being a site
collection administrator, in charge of a site
| | 01:39 | collection, and the farm administrator.
| | 01:42 | We are not going to talk about
those roles, because they are unique.
| | 01:44 | They are granted in central
administration and we're working with day-to-day
| | 01:49 | operations of SharePoint.
| | 01:51 | So going back to the user called Bob.
| | 01:53 | Maybe Bob is a Reader in one part of
SharePoint, a Contributor in another part
| | 01:58 | of SharePoint, and has
Full Control somewhere else.
| | 02:02 | So how do we work with this?
| | 02:04 | Well, first, you have to
understand the idea of the site collection.
| | 02:08 | When a site collection is created,
SharePoint makes three security groups for you.
| | 02:14 | A security group in SharePoint is really
just a bucket, a container to hold users.
| | 02:20 | These buckets, the Owners group,
the Members group, and the Visitors group, can be
| | 02:25 | granted permissions.
| | 02:27 | Owners group has full control,
Members group has contribute, Visitors group
| | 02:31 | has read permissions.
| | 02:33 | So rather than individually grant
individual users different permissions,
| | 02:38 | which you could do but it's going to
get old very quickly, you put your users
| | 02:42 | in the relevant bucket.
| | 02:44 | Now, you typically set permissions at
the top level site of your site collection.
| | 02:49 | So those permissions can be very
different across different site collections,
| | 02:53 | and you allow them to cascade down to
your sub-sites in your site collection.
| | 02:57 | Now, while you can change the
settings so that a top level site and a
| | 03:01 | sub-site have different security settings,
it makes it much more of a headache to maintain.
| | 03:06 | Now, in a typical collaboration site, most
people will be contributors in the Members group.
| | 03:12 | Few Readers, few Owners.
| | 03:15 | If you're using SharePoint to make
large intranet sites, say for an entire
| | 03:18 | organization, that ratio will change.
| | 03:21 | More Readers, less Contributors.
| | 03:24 | So we're going to work with these
SharePoint security groups, these buckets
| | 03:28 | inside SharePoint, and we'll see
how to get people in and out of them.
| | Collapse this transcript |
| Adding a user to a site| 00:00 | So, here's how to add a
user to a SharePoint site.
| | 00:03 | You're going to go to your Site Actions
menu and come down to Site Permissions.
| | 00:08 | In this first screen, what we're actually
looking at are those three groups that I mentioned:
| | 00:12 | the Owners group, the Members
group, and the Visitors group.
| | 00:15 | If you look over here, it's being
explicit that the Visitors group gets
| | 00:20 | Read permission level.
| | 00:21 | The Owners group gets Full
Control permission level.
| | 00:25 | The Members group gets
Contribute permission level.
| | 00:28 | There are a couple of other entries in
here, which I would say right now you can
| | 00:31 | safely ignore. They are kind of being
used for little one-off reasons inside
| | 00:35 | SharePoint, and internal reasons.
| | 00:37 | Visitors, Members, and Owners are the
classic three SharePoint groups to work with.
| | 00:42 | If I look at the Owners group, what I
actually find in here, I've got two people
| | 00:45 | in there. There's me and Hedda Conway.
| | 00:47 | They are both owners.
| | 00:48 | They can create sites in this site collection.
| | 00:50 | They can manipulate sites.
| | 00:52 | They can create and delete lists and
libraries or even delete entire sites.
| | 00:56 | If I go to my Visitors group,
I don't have anybody there.
| | 00:59 | If I go to my Members group,
I don't have anybody there.
| | 01:02 | Let's say I want to give one person
just visiting access or read access.
| | 01:07 | I'm going to click on the Visitors
group, which said there is nobody there.
| | 01:11 | Under the New option say Add Users.
| | 01:14 | You can either use an individual name.
| | 01:17 | In this case, I'm going to use gini.
| | 01:19 | I can hit Ctrl+K just to make sure
this gets looked up in SharePoint.
| | 01:23 | Yes, it knows who gini is, and click OK.
| | 01:25 | Gini is now in the Visitors group, which
means she has Read access and only Read
| | 01:31 | access to this site.
| | 01:32 | A couple of minutes ago, if she had
tried to come to this site, she would
| | 01:35 | have gotten Access Denied.
| | 01:37 | Now, when she comes to this site, she'd be
able to see things but not change anything.
| | 01:42 | Most people, however, in your collaboration
sites will be expected to be in the Members group.
| | 01:47 | Most people will be expected
to change and edit this site.
| | 01:52 | So, what if I have a lot of
people that I want to add?
| | 01:54 | Well, here's what you should do.
| | 01:56 | You should think about any existing
Active Directory groups, any distribution
| | 02:00 | lists, any groups that already exist
in your organization, because SharePoint
| | 02:05 | will probably understand those groups.
| | 02:08 | So, in Members, I'm going to add users
here, but instead of using individual names,
| | 02:12 | I know that I've got a group
called Operations which IT take care of.
| | 02:17 | They take care of people when they join
the company, being put into that group or
| | 02:21 | when they move out being taken out it.
| | 02:23 | So, by just adding Operations here, what
that means is anybody inside that group
| | 02:28 | is now considered a member on this site.
| | 02:31 | They are a contributor on this site.
| | 02:34 | They can change and edit list items and
library items, but they can't create new sites
| | 02:40 | and they can't change the look
and feel of the site that they're in.
| | 02:44 | I just made my life easier, because by
adding an Active Directory group or a
| | 02:48 | distribution list that's being taken
care of by somebody else, well, they can
| | 02:52 | continue taking care of that, adding and
removing people from it, and I just use
| | 02:57 | the fruits of their labor.
| | 02:58 | I'm going back to my Site Permissions.
| | 03:01 | Well, you can create different
groups, and I'll show exactly how.
| | 03:06 | There's a couple of things that
you might want to look at, such as
| | 03:08 | permission levels, which tells you
what are the permission levels that
| | 03:12 | SharePoint knows about.
| | 03:14 | In this case, it knows about a
couple more than we've seen so far.
| | 03:17 | Not only does it know about Full Control,
but it knows about Design and Limited Access.
| | 03:22 | Now, a lot of these you won't have
to use. Again, the big three are Full
| | 03:26 | Control, Contribute, and Read,
but Design is an interesting one.
| | 03:30 | Design is little bit between
Contribute and Full Control.
| | 03:34 | Sometimes, Contribute is not enough.
| | 03:36 | If you are only a contributor, you
could not, for example, make a change to a
| | 03:41 | page and rearrange Web Parts on the homepage.
| | 03:44 | But if you have Full Control, then
you could even delete entire sites.
| | 03:48 | So, Design gives you a
little bit in between there.
| | 03:51 | You can do everything that a contributer
can, you can also customize the look of
| | 03:55 | a SharePoint site, but you can't make new sites.
| | 03:58 | You can even create your own permission
levels that are combinations of little
| | 04:02 | tiny pieces within SharePoint. I don't
suggest it if you don't know for sure that's
| | 04:07 | something that you want to do.
| | 04:08 | Now, remember that, I'm going back to
my Permissions screen, when I create
| | 04:13 | a site, permission levels that
I set on the top level site will
| | 04:17 | automatically filter down.
| | 04:19 | That's the thing that I'd
like to keep as much as possible.
| | 04:22 | So, right now, on my top level site, I'm
in a team site here and I have a blank
| | 04:28 | site beneath it as a sub-site.
| | 04:31 | The permissions to this sub-site
will be exactly the same as the parent.
| | 04:34 | In fact, I am in this sub-site right now.
| | 04:37 | It may not look all that obvious, but
if I look at my Navigate Up button,
| | 04:40 | I can see that I am inside team site,
inside a site called Blank and on the
| | 04:44 | homepage of that one.
| | 04:46 | If I go to its site permissions, what
you're going to see is a message here
| | 04:50 | saying this website inherits
permissions from its parent.
| | 04:54 | I do have an option to stop
inheriting permissions, and then copy all those
| | 04:58 | entries across and start changing them.
| | 05:01 | But as much as possible, you want to avoid that.
| | 05:04 | it's much easier to allow permission
levels to filter down to a new site.
| | 05:08 | If they are significantly different,
you should really be thinking about making
| | 05:11 | a new site collection.
| | Collapse this transcript |
| Deleting a user from a site| 00:00 | Removing a user from a
SharePoint site is very simple indeed.
| | 00:04 | We're going to go back to our
Site Actions > Site Permissions.
| | 00:08 | We've got to figure out where they are.
| | 00:10 | Sometimes that's a little more
difficult than you might imagine, because you
| | 00:13 | could find a certain user being in
both the Members group and the Owners group
| | 00:17 | and the Visitors group.
| | 00:18 | If a user is in more than one group,
they'll get the maximum allowed.
| | 00:22 | So, you want to be careful when a
user might be in different places.
| | 00:27 | So, I'm going to go into, say, my
Members group and see that I've got a group
| | 00:31 | there called operations. That looks good.
| | 00:33 | I'm going to go into my Owners group, and say
I've got Heather and myself. That looks fine.
| | 00:38 | I'm going to go into my Visitors group.
| | 00:40 | Okay, Gini was in there.
| | 00:42 | Well, I actually didn't want Gini in there.
| | 00:44 | It was relevant for a while but not anymore.
| | 00:46 | It's very simple to remove her.
| | 00:47 | I'm just going to select her, come
across to the Actions option, which says
| | 00:52 | Remove Users from the Group. Click that one.
| | 00:56 | Are you sure? Yes, I'm sure.
| | 00:57 | Gini is now instantly no longer able to
get to this site, because she was only
| | 01:03 | in the Visitors group.
| | 01:05 | The only thing you want to be really
careful about is the possibility that you
| | 01:08 | could even remove yourself or remove
groups that you're in, and you can affect
| | 01:12 | your own permissions, which could be a
bit of a problem if you suddenly find
| | 01:16 | yourself unable to look at a SharePoint site.
| | 01:18 | Now, as a general rule, I don't add
individuals to most of my security groups.
| | 01:23 | I find that's acceptable in the
Owners group, because there should never
| | 01:27 | really be that many people in the Owners group,
so it's often easier to manage at that level.
| | 01:31 | But certainly, when I'm working with
Members and Visitors, I prefer to use
| | 01:36 | Active Directory groups or distribution lists.
| | Collapse this transcript |
| Creating a new security group| 00:00 | Occasionally you'll run into a
situation where you want to add someone to
| | 00:04 | your SharePoint site,
| | 00:05 | but when you're looking at the
permissions available, nothing seems to be
| | 00:09 | quite the right fix.
| | 00:10 | You don't want to give them Full
Control and put them in the Owners
| | 00:13 | group, because then they can create
new sites and even delete sites in
| | 00:16 | your site collection.
| | 00:18 | You might not want to give them
Contribute permission, because they actually
| | 00:21 | need a little more than that.
| | 00:22 | Let's say, for example, you've brought
someone in who has got design skills and
| | 00:27 | you want to help them lay out
the look of your SharePoint site.
| | 00:30 | Change themes, rearrange Web Parts.
| | 00:32 | Well, they can't do that if they're in
their Contribute permission level, they
| | 00:37 | don't have enough permissions,
| | 00:39 | but Full Control is a
little much. So what do we do?
| | 00:41 | Well, you've got a couple of options.
| | 00:44 | There is an existing permission level called
Design that you could directly give to someone.
| | 00:50 | So if there was just one person, you
could actually say, you know, I'm going to
| | 00:54 | explicitly grant
permissions to an individual user.
| | 00:57 | I am not going to put them in a group.
| | 00:59 | I am going to grant permissions to gini.
| | 01:01 | And it's going to ask, do you
want to put them in a group?
| | 01:04 | Nope, I don't. I could check this
option to say I'm going to grant gini this
| | 01:08 | permission to Design - can view, add, update,
delete, approve and customize, and click OK.
| | 01:14 | So gini is now in here as an
individual user, with an individual permission
| | 01:20 | level, and that's okay once in a while,
but I don't really like to make a habit
| | 01:24 | of doing it that way.
| | 01:25 | So I am going to select her and remove
that user permission, because let's say
| | 01:30 | we knew that there was going to be four
or five people that needed to have that
| | 01:34 | design permission,. Well, what I would
actually do is I'd create a new group.
| | 01:39 | SharePoint creates you the Members,
Owners, and Visitors group by default when
| | 01:43 | you make a new site collection,
but you can make new ones.
| | 01:46 | Just creating a bucket here.
I'll call it Arty Designers.
| | 01:51 | I could give some information.
| | 01:53 | It's going to default to me being
the group owner because I made it.
| | 01:56 | It's going to ask, who can
view the membership of the group?
| | 01:58 | I am just going to accept all the
defaults, the Group Members, the Group Owner.
| | 02:02 | And then it's asking here, choose the
permission level that group members will
| | 02:06 | get on this site, and just to make it
very obvious, it's giving me the URL,
| | 02:11 | making sure, hey, do you
know the right site you are in?
| | 02:14 | This is the site you are in,
ldcsharepoint.com/site/classic in my case.
| | 02:20 | I'm going to say yup, I am going
to give them Design permission.
| | 02:22 | So I'm creating the group called Arty
Designers and the group will have the
| | 02:27 | permission level Design. Click Create.
| | 02:30 | Now, by default, when it makes this group,
it's actually added me to it because
| | 02:35 | I created the group.
| | 02:37 | So I'm now in two groups.
| | 02:38 | if I look at my group names over here, I'm in
the team site Owners and I'm in Arty Designers.
| | 02:44 | But I can also add a few more people here.
| | 02:46 | I can click New > Add Users, and in this
case I'll put gini in this group and click OK.
| | 02:52 | This is the preferred way of doing
things, and even beyond this might be
| | 02:57 | the idea of adding groups to your
group and adding Active Directory groups to
| | 03:01 | your SharePoint groups.
| | 03:03 | That might sound a little bit convoluted,
but realize that when you're looking
| | 03:08 | at this Site Permissions menu,
the groups you're looking at here are just
| | 03:12 | containers inside SharePoint, just
ways of gathering people together to give
| | 03:17 | them the same permission level.
| | 03:19 | The important thing is always,
what permission level do they get.
| | 03:23 | This is how we make a new
security group in SharePoint.
| | Collapse this transcript |
|
|
9. SharePoint WorkflowsUsing out-of-the-box workflows| 00:00 | Workflows are automated business processes.
| | 00:03 | It's a way of finding the repeatable
things that are done in your organization.
| | 00:08 | Things like when an expense
report comes in, check the amount.
| | 00:10 | If it's less than $500,
send to accounts payable.
| | 00:14 | If it's more, send for a manager
approval, or things like checking that new
| | 00:18 | website content needs both
style guides and legal requirements.
| | 00:23 | Now you are not going to write
workflows for something that happens once.
| | 00:27 | This is for repeatable events, things that
could happen once a month, maybe ten times a day.
| | 00:33 | How do you make sure that all the
questions that need to be asked are asked?
| | 00:37 | How do you make sure that all the tasks
required are done in the right order at the right time?
| | 00:42 | Now you'll see the phrase
workflow used all over the place.
| | 00:46 | If I am looking at a typical document
library, I'll see Workflow Settings.
| | 00:50 | If I'm looking at a tasks list, I
can see Workflow Settings, because in
| | 00:54 | SharePoint the workflow capability is
built into every site, even when you use
| | 00:59 | the free foundation version of SharePoint.
| | 01:02 | Now, the idea of a workflow is that
these are the kind of things you'd otherwise
| | 01:06 | keep track of in your head or on paper
and you might think well, why would I
| | 01:11 | have SharePoint generate an email, when
I can just write it myself or I can walk
| | 01:15 | next door into the other office?
| | 01:16 | Well, because we can
formalize things with workflow.
| | 01:19 | We can automate them, we can make sure
nothing gets missed, and very importantly
| | 01:24 | we have a history of everything that occurred.
| | 01:27 | Now workflows are commonly attached to
a list or to a library because they're
| | 01:32 | usually triggered by a document being
edited or a list item being created.
| | 01:36 | Although in SharePoint 2010, you can
create something called a site workflow,
| | 01:40 | where you can create workflows that
are about a single list or library item.
| | 01:44 | Now although the workflow
capability is built into every single site in
| | 01:48 | SharePoint, even in the free version
of SharePoint, if you have SharePoint
| | 01:52 | Server, you'll also have a few
predefined example workflows that you can use
| | 01:58 | for common situations like collecting
feedback on a document or requesting
| | 02:02 | approval of a document.
| | 02:03 | So let's see how to use one.
| | 02:05 | Well, I'm in a fairly regular team site here.
| | 02:08 | I've created a document library
called HR Policies and that's got three
| | 02:12 | documents in it right now.
| | 02:14 | Things on the recruitment process, the
retirement plan, and stock vesting, all
| | 02:18 | fairly sensitive documents.
| | 02:20 | You can imagine that these will go
through several drafts before they get approved.
| | 02:25 | We want to formalize these documents
before they get loosed on the general populace.
| | 02:30 | So what am I going to do?
| | 02:31 | Well, I am going to attach a
workflow to this library so it can then be
| | 02:36 | initiated for each of the
documents in the library.
| | 02:40 | So by selecting the Library setting on
my Ribbon, I'm going to go over to this
| | 02:44 | section called Workflow Settings and
click in the little arrow drop-down,
| | 02:47 | I see a few options here.
| | 02:49 | We've got Workflow Settings > Add a
Workflow, and then a couple of options here
| | 02:53 | for creating a workflow in
SharePoint Designer or a reusable workflow in
| | 02:57 | SharePoint Designer, and
we'll talk about those later.
| | 02:59 | I am going to select the
Workflow Settings option.
| | 03:02 | You can also get to this through the
Library Settings of your document library.
| | 03:07 | And it's telling me there are no
workflows currently associated with this list,
| | 03:11 | And that makes sense.
It's a new library.
| | 03:13 | There are no workflows on by default.
| | 03:16 | So I'm going to click the link that
says Add a workflow and what I'm doing here
| | 03:20 | is I am describing the
process that I want to occur.
| | 03:23 | I'm not kicking it off yet.
I am just describing it.
| | 03:26 | Now up at the top, we have the
option to select a workflow template.
| | 03:30 | We've got Disposition Approval, Three
-state, Collect Signatures, Collect
| | 03:35 | Feedback, and Approval.
| | 03:36 | Just quickly kind of going through the
idea of those, Disposition Approval is
| | 03:40 | really about the end of life of a document,
and whether things should be deleted or kept.
| | 03:45 | The Three-state workflow is the only
workflow that you'd get if you just had
| | 03:49 | SharePoint Foundation.
| | 03:51 | That can be attached to any list that
has a status field with three choices in it,
| | 03:56 | such as a draft and approved or
rejected or open, in progress, and closed.
| | 04:02 | It's a fairly simple workflow.
| | 04:04 | The ones I am more
interested in are the following three.
| | 04:07 | Collect Signatures,
Collect Feedback, and Approval.
| | 04:11 | These are fairly significant well-
defined workflows in SharePoint Server that
| | 04:16 | you can choose to attach to
your library and just use them.
| | 04:20 | They may not be perfect for what you
are after, but they are certainly worth
| | 04:23 | exploring if you need this general process.
| | 04:25 | So I am selecting this workflow template
called Approval and I have got to give it a name.
| | 04:30 | So when people are kicking
this off, what did they call it?
| | 04:33 | I am going to call it Request Approval.
| | 04:36 | The next thing is the workflow is actually
saying well, I am going to do two things.
| | 04:41 | As part of the workflow, I'm going to
be generating tasks for people to do.
| | 04:45 | So it's given me a drop-down options that
says well, do you have a task list on the site?
| | 04:49 | And I do. It's a normal team site,
so I have a task list called Tasks.
| | 04:53 | I am just going to use that one.
| | 04:54 | The workflow then looks for
a place to put its history.
| | 04:57 | This is one of the big deals with
workflow. Not just that we can automate the
| | 05:01 | process, but we have an
entire history of that process.
| | 05:05 | Now, it hasn't found a
suitable place to put history.
| | 05:07 | So it's saying "well, I'm going to make
you a new list called Workflow History."
| | 05:11 | At the bottom here, we have the
options of how this workflow is started.
| | 05:17 | The default option here is to allow
this workflow to be manually started by an
| | 05:21 | authenticated user with Edit Item
permissions, which really means if you're in
| | 05:25 | the Contributor group, you can start a workflow.
| | 05:28 | You do also have a couple of options
for starting a workflow when a new item
| | 05:31 | is created or when an item is changed,
and these can be very useful, say for
| | 05:37 | automatically starting a workflow when an
expense report is created or a requisition order.
| | 05:43 | However, in this situation, I'm
talking about documents that could have been
| | 05:47 | edited 20 times before we
want to ask for approval.
| | 05:50 | So I am going to allow the
workflow to be manually started.
| | 05:53 | Now, if I click Next, I'm going to get
the option to select some default values.
| | 05:59 | Okay, we're requesting approval. Who's
going to be the person that says yes or no?
| | 06:03 | That could be a group of people.
| | 06:05 | It could be an individual.
| | 06:06 | Let's say in my case I know
that it's going to be Hedda.
| | 06:12 | I can do a little check to make sure
that know she exists. Yup, there we go.
| | 06:15 | You can have multiple people in there
and if you have multiple people, you can
| | 06:19 | choose to either send the tasks to
them one at a time or all at once.
| | 06:23 | I've only got one person, so I'll leave that.
| | 06:27 | After that, we can put in some
default text for the request.
| | 06:38 | Again, right now, this is
not going to send anything.
| | 06:41 | We're simply describing this workflow
and then later, we'll kick it off, and
| | 06:44 | these are default values so they can be changed.
| | 06:48 | We do have some option such as a
Due Date or a Duration Per Task.
| | 06:52 | So, I could say that for example people
have two days to do this approval or two
| | 06:56 | weeks or even two months.
| | 06:58 | There is an option to CC anybody.
| | 07:00 | What's the difference between
sending it as a To and a CC?
| | 07:03 | Well, whoever is requested as the
approval will actually get a task
| | 07:08 | generated for them.
| | 07:09 | Whoever's in CC will not and
there is a few options at the end.
| | 07:13 | What happens if it's rejected by
any of the participants, do we end
| | 07:17 | the workflow, etcetera?
| | 07:18 | So I am just going to accept all
those as the defaults and click Save.
| | 07:23 | That workflow is now defined and
attached to this library, but there are no
| | 07:28 | workflows actually occurring right now.
| | 07:30 | Well, the deal is, what happens now?
| | 07:33 | Well, nothing right now.
| | 07:34 | The idea is that possibly days or weeks
later, could be minutes later, someone
| | 07:39 | is going to edit one of these files in
Word the way they normally would, and
| | 07:43 | then they are going to say, "well,
maybe I think I'm finished with the
| | 07:46 | Recruitment Process document."
| | 07:47 | There is a couple of things I can do with this.
| | 07:50 | By selecting the document, I'll get my
Library Tools up here. We'll actually
| | 07:54 | have an option for Workflows and that
will be now highlighted because it knows
| | 07:58 | there is a workflow available, or I
could also select from the drop-down box and
| | 08:02 | go to Workflows. Both of
these would do the same thing.
| | 08:05 | I'm going to use
the Ribbon. Click Workflows.
| | 08:07 | It's going to tell me there's one
workflow available called Request Approval.
| | 08:12 | Below this, it will say there are
no running workflows on this item.
| | 08:15 | There are no completed workflows on
this item, because of course you could
| | 08:19 | have the same workflow being initiated
several times through the lifetime of the document.
| | 08:24 | So I am going to select
this one, Request Approval.
| | 08:26 | It takes me to the data it's looking
for to stop the workflow. These are the
| | 08:30 | default values that I just added a while ago.
| | 08:33 | I am going to leave them all as
they are and finally click Start.
| | 08:37 | It thinks about it for a second
and then the workflow has begun.
| | 08:42 | Now, one of the things that creating
a workflow will do is to this document
| | 08:47 | library we'll now have a new column in the
document library itself about this workflow.
| | 08:51 | You notice over here on the right-hand side,
| | 08:54 | we have a section that says Request
Approval and right now, it's saying that on
| | 08:58 | this document the Request
Approval workflow is In Progress.
| | 09:01 | Well, what does that mean?
| | 09:02 | Well actually, right now, Hedda will
have just been sent an automatic email.
| | 09:07 | She will have also been given a task in the
tasks list I could take a look at this here.
| | 09:12 | Please approve Recruitment
Process has been assigned to Hedda.
| | 09:15 | That's not complete at all, and
it's related to the document called
| | 09:18 | Recruitment Process.
| | 09:20 | If I click in that and take a look,
we can see a bit more of the details.
| | 09:24 | It's saying that this is based on the
approval started by me a few minutes ago,
| | 09:28 | and there is a comment.
| | 09:29 | Now, I am going to leave this alone,
because Hedda after all has to see this.
| | 09:33 | So let's imagine that right now Hedda
has received that email, she has taken a
| | 09:37 | look at the task, she has
taken a look at the document.
| | 09:40 | I'm going to go back
into my HR Policies library.
| | 09:43 | I am going to notice that actually over here.=,
| | 09:45 | I have it marked now as Approved because in
the background Hedda has approved to that.
| | 09:51 | I would've also been sent an email, though
that might take a few minutes to arrive.
| | 09:55 | Now, if I want to look at more details about it,
this is actually a link, not just a status.
| | 10:00 | So if I click it, we'll go to the
Workflow Status and depending on how your
| | 10:04 | server is configured, you may even
see the Visio visualization of this.
| | 10:08 | Now the workflow started.
| | 10:10 | It got sent to Hedda Conway, she's
approved it, we are now finished.
| | 10:13 | We can even see a breakdown of the history here.
| | 10:16 | The workflow is initiated, a task was
created, a task was completed with the
| | 10:21 | comments, it looks good, we'll go
with it, and approval was completed.
| | 10:24 | And this is the real benefit of
workflows, not just that we can formalize the
| | 10:29 | process but that we have a history of it.
| | 10:31 | We can track what happened, how long people
took to do the tasks that they were meant to do.
| | 10:36 | Now, you will find that the built-
in workflows like Approval, Collects
| | 10:41 | Signatures, Collect Feedback, won't
always do what you want and perhaps, for
| | 10:45 | example, we want a different email
generated after a document was approved.
| | 10:49 | Well, in that case, we can either edit
these built-in workflows using SharePoint
| | 10:53 | Designer, or using SharePoint Designer
or Visual Studio you can even define your
| | 10:58 | own workflows from scratch.
| | Collapse this transcript |
| Creating your own workflows with SharePoint Designer| 00:00 | You can create your own workflows
without code by using SharePoint Designer 2010.
| | 00:06 | SharePoint Designer 2010 is a
free download from Microsoft.
| | 00:10 | Once it's installed, you can open
it up and tell it to connect to a
| | 00:15 | particular SharePoint site.
| | 00:16 | So I'm going to open an existing site,
and I'm going to give it the address of a
| | 00:21 | team site that I have and click Open.
| | 00:25 | SharePoint Designer is really
used for several different reasons.
| | 00:29 | Changing the look of SharePoint sites,
creating custom pages and custom data
| | 00:33 | connections, but a big piece of it is
the idea of creating custom Workflows.
| | 00:38 | Now if you notice, on the left-hand side,
we basically have a breakdown of what
| | 00:43 | the site is made of.
| | 00:44 | Our Lists and Libraries, for example, our Site
Pages, and we have a section called Workflows.
| | 00:50 | What it's telling me right now is
the three SharePoint Workflows that are
| | 00:54 | available out of the box.
| | 00:55 | Again, this is if you have SharePoint Server.
| | 00:58 | And also, if your administrator has
made sure that these workflows are enabled,
| | 01:02 | because they can be turned off.
| | 01:04 | But I'm not interested in any of these.
| | 01:06 | I'm actually interested in making a
custom workflow for a custom situation.
| | 01:12 | I'm going to create a simple example of a
problem that I might be having in this site.
| | 01:17 | Let's say right now I
have two document libraries.
| | 01:19 | One called Shared Documents, which is
kind of generic, and one called HR Policies.
| | 01:25 | Perhaps the policy
documents library has versioning on.
| | 01:29 | It has a lot of content control.
| | 01:31 | It might even have other workflows on it.
| | 01:33 | It might have things like
auditing and expiration.
| | 01:36 | I'm worried because perhaps people
have been uploading policy documents
| | 01:40 | into the wrong place.
| | 01:41 | So what I'm going to do is create a
workflow on my Shared Documents library to
| | 01:46 | check that any new document
might not have the word Policy in it.
| | 01:50 | If it does, I'm going to
move it to a different library.
| | 01:53 | Again, this is a simple example, but it
should show you the kind of way that we
| | 01:57 | start to interact with SharePoint Designer.
| | 01:59 | So going back into SharePoint
Designer, I'm going to go into Workflows
| | 02:03 | and create a new one.
| | 02:04 | My choices up here are a List Workflow, which
is specific to a particular list or library.
| | 02:10 | Again, lists and libraries in
SharePoint are really the same thing.
| | 02:14 | Reusable Workflow, which can be applied
to multiple lists and libraries, or a
| | 02:19 | Site Workflow applying to the entire site.
| | 02:22 | I'm interested in the most common
type, which is the List Workflow.
| | 02:25 | This list workflow is going to be
applied to my Shared Documents library.
| | 02:29 | So I'll click that.
| | 02:30 | It's going to ask me which
lists does this apply to?
| | 02:32 | Let's find Shared Documents.
| | 02:33 | There we go and give it a name.
| | 02:35 | I'm going to call it Check for Policies.
| | 02:53 | So this workflow checks for documents
that might be policies and moves them to
| | 02:57 | the HR Policies document library. Click OK.
| | 03:00 | Then what? Well, all workflows
are a series of tasks and questions.
| | 03:05 | So I can ask things about the documents.
| | 03:08 | I've got the message here, Step 1.
| | 03:10 | What do we want to do?
| | 03:11 | I can start typing, or it says use
the Insert group and the Ribbon, which
| | 03:15 | is this group up here.
| | 03:16 | That means I can start off by performing
some actions or I can check for some conditions.
| | 03:22 | It's really up to you.
| | 03:23 | Your actions might start
off with sending e-mail.
| | 03:25 | It might start off with logging a
message to the Workflow History list.
| | 03:29 | There is all sorts of things you could do here.
| | 03:31 | I'm going to do a condition first.
| | 03:33 | If I click this little drop down, it
gives me a few fairly specific examples.
| | 03:37 | Do I want to check if it's created by
a specific person, or the oerson is a
| | 03:41 | valid SharePoint user, or it has a
certain file size, or the Title field
| | 03:46 | contains certain keywords.
| | 03:47 | Well, that looks like a good one here.
| | 03:49 | I'll go with title field contains keywords.
| | 03:52 | That immediately drops in this entry
for Step 1, and keywords is underlined
| | 03:57 | because I need to click it to
say what those keywords might be.
| | 04:00 | I am going to say if the title field
contains the word Policy. Well, then what?
| | 04:06 | Well, on the next step, we can
either perform an action or we could
| | 04:09 | check something else.
| | 04:11 | Well actually, here I've got a little
bit of a problem, because if the title
| | 04:15 | field contains the word Policy,
it is actually case-sensitive here.
| | 04:18 | So I need to ask another If statement.
| | 04:21 | Really, I'm going to check it again.
| | 04:22 | I'm going to say and the
title field contains keywords.
| | 04:25 | Well, no, it's not an And.
| | 04:26 | I want to click that to change it to Or,
or the title field contains the word
| | 04:32 | policy in lowercase.
| | 04:34 | Now in fact the thing to be aware of
here is that when you upload a document to
| | 04:38 | a document library, you both have a
title field and you have a name field.
| | 04:43 | The name field is the
actual filename by default.
| | 04:46 | So if you're filename is expensespolicy.doc,
| | 04:50 | that would be the name, not the title.
| | 04:53 | So I need to think a little more
about this and then I need to actually
| | 04:56 | check for something else.
| | 04:57 | So I'm going to ask another
condition. I'm going to my conditions here.
| | 05:00 | If I look down here, I don't have the idea
that the name field contains a certain keyword.
| | 05:05 | But up here, I've got a bit more generic ones.
| | 05:08 | If the current item field equals value.
What I mean by here if some field in
| | 05:13 | the current item, meaning the item that caused
the workflow to happen, equals some value.
| | 05:18 | That's actually what I want.
It looks a little generic,
| | 05:20 | but there are a lot of things
you're going to pick this option for.
| | 05:23 | So I will select that, and it's
going to say and field equals value.
| | 05:27 | Well, no, it's another Or situation here.
| | 05:30 | But it doesn't know what I'm talking about here.
| | 05:31 | Well the field, what field could I be using?
| | 05:34 | Or when I click that, it gives me all
of the fields that this current item has,
| | 05:39 | Approval Status, Check In,
Comment, Content Type.
| | 05:43 | Who it was created by. What the URL is.
| | 05:45 | As I keep coming down, we've got Name.
| | 05:49 | That's the one I'm interested in.
| | 05:51 | Or the Name equals -- well, it's not an
equals as I want again. I'm going to click that.
| | 05:55 | You've got all these options. There is
not equal to, begins with, ends with,
| | 05:59 | and does not end with.
| | 06:00 | Contains is what I want.
| | 06:04 | That will work there.
| | 06:05 | One last condition just to work on my
case sensitivity here, same kind of thing.
| | 06:11 | Or the current item name
contains the word policy in lowercase.
| | 06:20 | So bit of a long-winded condition, but
gives you the idea of how I would start
| | 06:24 | to string some of these together.
| | 06:25 | The question is then, what do I want to do?
| | 06:27 | Well, what I'd like to do is actually
move the current item, whatever it is that
| | 06:32 | caused this workflow to happen,
move it to another location.
| | 06:36 | So I'm going to click on this entry here.
| | 06:38 | It'll say start typing.
| | 06:40 | Let's say I start the word move.
| | 06:43 | Well, it doesn't seem to have any results there.
| | 06:46 | So maybe that's not what I'm looking for.
| | 06:48 | How else might I look?
| | 06:49 | Well, I'm going to delete that, and
instead of typing something in, I'm going to
| | 06:54 | use this Action drop-down, which
gives me all the possible things I can do.
| | 06:57 | Do I want to add a comment? No.
| | 06:59 | Do a calculation?
| | 07:00 | No, I don't want to do that. Send an email?
| | 07:03 | Well, maybe but in a moment.
| | 07:05 | Send a document to a repository.
| | 07:06 | No, don't want to do that either.
| | 07:08 | Check something in, check it out, and copy it.
| | 07:12 | Okay, but it doesn't look like there is a
move, but there looks like there is a copy.
| | 07:15 | That looks like there is a delete.
| | 07:17 | So I could do a bit of a combination there.
| | 07:19 | Sometimes you'll find that in
SharePoint Designer that you have to be a bit
| | 07:22 | thoughtful about what you're trying to do.
| | 07:25 | So there isn't a Move option, but
there is a Copy and a Delete option.
| | 07:28 | If I look down a little further, we've
got a whole bunch of other things that we
| | 07:33 | could do, but I'm going to pick that one.
| | 07:36 | Copy the list item, and it's just
going to say Copy item in this list.
| | 07:40 | Well, what do we want to copy?
| | 07:42 | The default is the current item.
| | 07:44 | Yes, that's what I want, but
you could copy something else.
| | 07:47 | Where is the location?
| | 07:49 | Well, I want to take it from my
Shared Documents library and put it in my
| | 07:53 | HR Policies library.
| | 07:55 | Okay, it looks good.
| | 07:56 | We've got the item now copied,
but that's not everything.
| | 08:00 | I still want to go a bit further.
| | 08:02 | So underneath there, I'm going
to actually do something else.
| | 08:05 | Again, I could pick it up from the
drop-down here, or if I wanted to I
| | 08:09 | could start typing.
| | 08:10 | I think there was
something with the word delete.
| | 08:13 | As I start typing here, it seems to say yup,
there is 3 results with the word delete.
| | 08:18 | Press Enter to view.
| | 08:19 | So I'll hit that. Delete Drafts,
Delete Item, Delete Previous Versions.
| | 08:23 | I want to delete the item.
| | 08:25 | You might be thinking, well, you just copied it.
| | 08:27 | So, which one you'll be deleting?
| | 08:28 | Well, I want to delete the current item,
because I copied it to someone else.
| | 08:33 | I want to delete the original one.
| | 08:36 | Then finally, what I'm going to do,
clicking underneath it, and be careful where
| | 08:40 | you click to make sure
you're in the right place.
| | 08:43 | I'm going to send an e-mail.
| | 08:44 | So I type in send, Send an E-mail.
| | 08:47 | Yup, because I'd like to point out
to whoever just uploaded that document
| | 08:51 | they're not meant to do that.
| | 08:53 | So e-mail these users.
| | 08:55 | I'll click the link of these users,
and it says will who's these to?
| | 08:58 | Well, of course, right now
I don't know who it's to.
| | 09:01 | It could be a whole bunch of
different people would be moving and
| | 09:04 | uploading documents.
| | 09:05 | So I can't type an explicit e-mail address,
unless I just wanted to notify a specific person.
| | 09:11 | But by clicking the little address book, I
can see I've got a whole bunch of options here.
| | 09:15 | Is it the administrator, is it the
system account, is it the people and the
| | 09:18 | Owners group or the Members
group or the Visitors group?
| | 09:20 | Oh, but we have a pretty interesting one
here, the user who created the current item.
| | 09:26 | Fine. I don't need to know exactly
who it is, because whoever cause this
| | 09:30 | workflow to be kicked off,
it's going to be sent to them.
| | 09:33 | I could CC somebody else in particular.
| | 09:36 | So I'm going to type in the subject here.
| | 09:48 | Don't upload policy
documents to Shared Documents!
| | 09:50 | I could just give them a quick message.
| | 10:13 | So I give them just a quick message here.
| | 10:15 | But let's say they just uploaded 10 documents.
| | 10:17 | They can't remember which one they did where.
| | 10:18 | I might give them a little hint.
| | 10:20 | So I'd like to say you uploaded a policy
document, and tell them which one it was.
| | 10:25 | The thing that I can do is click in
that position, so you uploaded a policy
| | 10:28 | document and I'll give
them the name of the document.
| | 10:31 | I'm going to click this little
button here called Add or Change Lookup.
| | 10:34 | That's going to inject
some options into our page.
| | 10:37 | It is going to say okay, we're
bringing from the current item. Yes, we are.
| | 10:41 | What field were we interested in?
| | 10:43 | Well, the default one or the best one
here would be in the name field, because
| | 10:46 | that will be the name of
the document file itself.
| | 10:49 | Click OK and I'm going to click OK.
| | 10:53 | A very commonly here too, what you'd
also want to do in a lot of these cases is
| | 10:57 | you'd probably want to log something
to the Workflow History list, because
| | 11:01 | without doing that, there'll be no
record that this actually occurred.
| | 11:05 | So I'll do that one as well.
| | 11:06 | I'll click in there.
| | 11:08 | Under my Action, I can see I've got an
option here in the Core Actions section,
| | 11:13 | a very common one called Log to History list.
| | 11:15 | Just log a simple message.
| | 11:17 | I won't go too crazy here.
| | 11:19 | I could do lots of lookup,
but I'm just going to say...
| | 11:31 | A document was moved to
the HR Policies document library.
| | 11:35 | I still have the button that I could
Add or Change Lookup, meaning I can
| | 11:38 | inject some information about it such as its
URL, but I'm not going to bother doing that.
| | 11:43 | So I think I'm done right now.
| | 11:45 | Again, a very simple workflow.
You can go much more complex than that.
| | 11:49 | This would be just Step 1,
but I could ask more questions.
| | 11:53 | I could actually put in other steps.
| | 11:55 | I can have parallel blocks and Else-If branches.
| | 11:58 | What if it didn't include the word Policy?
| | 12:00 | Maybe I want to check something else.
| | 12:02 | So there is a lot of stuff you can do.
| | 12:04 | We're just touching the surface of it here.
| | 12:06 | I'm going to go over here on the
Ribbon to the Check for Errors button.
| | 12:10 | It tells me the workflow contains no errors.
| | 12:13 | Seems good. I'm going to save it.
| | 12:15 | In a moment, what I need to do is publish it,
but there is something I want to check first.
| | 12:20 | I'm inside the workflow here, but
I've got a few things that I can do such
| | 12:24 | as the Workflow Settings, because on the
Workflow Settings, we have some of the Start Options.
| | 12:29 | When do I begin this workflow?
| | 12:31 | Well, the last one that we did
allowed the workflow to be manually started.
| | 12:34 | That's not what I want here.
| | 12:36 | I want this workflow to be
automatically started when an item is created.
| | 12:41 | It's giving me some other options here,
which if I was creating tasks, which I'm not.
| | 12:45 | They put them in the tasks list.
| | 12:47 | If I was creating any workflow history,
which I am doing, it's going to go to
| | 12:50 | the Workflow History list. I think I'm done.
| | 12:53 | I'm going to hit Save and Publish.
| | 12:56 | This will package up this workflow, and
basically upload it into the SharePoint
| | 13:01 | site onto that particular library.
| | 13:03 | I can now close down
SharePoint Designer. And then what?
| | 13:07 | Well, I'm in the Shared Documents library.
| | 13:09 | I don't want to take anything off manually.
| | 13:12 | I don't want to touch workflow.
| | 13:13 | Since it is not
something I'm interested in here.
| | 13:16 | I just want to be able to do something
like go to the document library here and
| | 13:20 | I'm going to upload a document.
| | 13:21 | I'm going to upload it into the wrong place.
| | 13:23 | I'm going to browse, and luckily, I
have something out there called an
| | 13:28 | Expenses Policy document.
| | 13:30 | I'm going to try that guy.
| | 13:31 | Click Open and click OK.
| | 13:34 | Now it uploaded it there, but
let's actually sees something.
| | 13:37 | I'm just going to hit my Browse
window, and refresh the library.
| | 13:40 | That document has pretty much instantly
disappeared, which is kind of what I was hoping for.
| | 13:45 | In fact, if I look over here in HR
Policies, yup, it's been moved to that other
| | 13:51 | location and deleted from the original.
| | 13:54 | Indeed, I would have been sent an e-mail at
the same time saying that that had happened.
| | 13:58 | The only challenge that you have
is the normal way now of looking at
| | 14:02 | your workflow history.
| | 14:03 | It doesn't really exist, because workflow
didn't happen on this item in this library.
| | 14:08 | It happened on the copied version of
it in the previous library, which now
| | 14:12 | doesn't exist anymore.
| | 14:14 | So I might want to think about well,
did I really want to delete that document,
| | 14:18 | or perhaps I just wanted to add a note to it?
| | 14:21 | If I wanted to go back into
SharePoint Designer, I can do.
| | 14:27 | Finding it under my SharePoint section,
I can go back to that recent site that I
| | 14:31 | just opened, go back into my Workflow
section, find the three pre-existing ones,
| | 14:36 | and there is the one that I
had created. I can go into it.
| | 14:40 | Click Edit Workflow, and I can
actually start manipulating this again.
| | 14:44 | It's a good idea, if you're building complex
workflows to always do them kind of piece by piece.
| | 14:49 | Do them very slowly,
| | 14:51 | logging information to the history list,
because if you try and build a huge
| | 14:55 | workflow from scratch and it doesn't
work, it can be a bit of a pain to debug.
| | 14:59 | Now obviously, we're just
touching the surface here.
| | 15:02 | There is a lot more complexity that
you can do with workflow, but without code,
| | 15:06 | we're managing to describe
business processes, we're moving files
| | 15:10 | around, we're sending e-mails, we can
be changing options on those list items
| | 15:15 | and those library items.
| | 15:16 | So, a very powerful piece of SharePoint.
| | Collapse this transcript |
| Creating your own workflows with Visio| 00:00 | If you have Microsoft Visio 2010 Premium
Edition, you will find there is another
| | 00:06 | thing you can do with workflow in SharePoint.
| | 00:09 | In fact, in the flowchart section, you
actually have a type of Visio diagram
| | 00:14 | you can create which is a Microsoft SharePoint
workflow and this is not just for looking at it.
| | 00:19 | It's actually useful for creating it.
| | 00:22 | If I create that kind of drawing, I
will find the options available to me are
| | 00:27 | the Workflow Actions and Workflow
Conditions, the same things I could get in
| | 00:31 | SharePoint Designer.
| | 00:32 | So I could start to actually set out a
workflow by starting off with the start
| | 00:36 | process, then I could ask a condition
such as checking if a file was a certain
| | 00:42 | file size, and performing certain
actions such as sending an email, and then
| | 00:51 | starting to connect those together.
| | 00:53 | Now, it's not as fully featured as in
SharePoint Designer but there is a lot
| | 00:58 | of use to it, particularly if you are trying
to communicate complex workflows to people.
| | 01:03 | However, there is a great thing that
you can do that kind of ties in the
| | 01:07 | SharePoint Designer and Visio side of things.
| | 01:10 | I am going to go back over into
SharePoint Designer where I had my workflow here
| | 01:15 | called Check for Policies.
| | 01:18 | What I am going to do is export to Visio.
| | 01:21 | I would export to something called a
Visio Workflow Interchange File or VWI,
| | 01:27 | click Save, and I am just going to
close down SharePoint Designer right now.
| | 01:31 | It's quite tempting to think that
what we could do is go and find that VWI
| | 01:35 | document and double-click it,
but it won't automatically open.
| | 01:39 | What I have to do is go into Visio and
go into the Process section where we
| | 01:43 | have an open diagram and click Import.
| | 01:47 | Find that VWI and click Open, and
this is the workflow that we designed in
| | 01:54 | SharePoint Designer.
| | 01:55 | It begins with start, asks the
condition about the name of it, then copies
| | 01:59 | the list item, deletes the original item,
sends an email, logs it to the history list.
| | 02:04 | Now, you could start to even manipulate this.
| | 02:06 | Let's say I am going to
get rid of that Delete Item.
| | 02:10 | Just select it and hit the Delete key,
and perhaps in its place I want to do
| | 02:14 | something else here.
| | 02:15 | I am going to, instead of deleting the
original document, I am going to set a
| | 02:20 | field in the current item.
| | 02:21 | I am going to change its name.
| | 02:23 | This is just to show you how
we can start to manipulate this.
| | 02:27 | Now again, if we are communicating
this structure to people because we are
| | 02:31 | going to be printing it out or showing it to
folks, this is about as deep as we need to get.
| | 02:35 | What I am going to do after I
have created this is export it.
| | 02:38 | I am going to export it out as Check v2,
click Save, close down Visio, I don't
| | 02:47 | need to save anything here,
go back into SharePoint Designer.
| | 02:56 | I do need to obviously go back into
the site that I was editing, go into my
| | 03:00 | Workflows section, and I
have got the Import from Visio.
| | 03:04 | I will go ahead and browse out to that
second version that I had, click Open, click Next.
| | 03:11 | It's telling me that a version of the
workflow already exists on the site.
| | 03:14 | Yes, I know. And click Finish
to replace it. It looks good.
| | 03:17 | Now, what I am actually seeing here
is that the part that I had changed,
| | 03:23 | this line here which originally said
Delete current item, is now changed to
| | 03:27 | the Set field to value.
| | 03:29 | It doesn't know what value I want to
set it to and what I am interested in
| | 03:33 | doing here is setting the name to
whatever it was before, but with the words
| | 03:38 | Moved to HR policies as a
comment at the start of it.
| | 03:41 | So I am going to say set the field,
the field I am looking for is Name, to a
| | 03:47 | value, and really I need to build this out.
| | 03:49 | So I am going to click the ellipsis button here.
| | 03:51 | So the comment that I want to put in,
I will just put-in square brackets Moved.
| | 03:59 | The square brackets aren't meaningful.
| | 04:01 | They are doing nothing special.
| | 04:02 | They are just going to be
injected into the name of this document.
| | 04:06 | But I want to add the
original name of the document.
| | 04:08 | So I will hit the Add or Change Lookup,
Current Item, Name, click OK, click OK,
| | 04:16 | check it for errors, contains no
errors, and I will republish it back.
| | 04:23 | Now I can close this down, and going
back to my Shared Documents library, this
| | 04:28 | is where the workflow is applied.
| | 04:30 | I am going to upload another
document that I shouldn't be uploading here.
| | 04:33 | Go and find another policy document, let's
have the Travel Policy, click Open, click OK.
| | 04:40 | We have that uploaded and what I am
interested in doing is seeing did they get
| | 04:44 | moved to the HR Policies location?
| | 04:46 | Yes, it certainly did.
| | 04:48 | If I go back to my Shared Documents,
we can see it's now been renamed to
| | 04:55 | MOVED TO HR POLICIES LIB Travel
Policy but because it's still around here,
| | 04:58 | I could look at my Workflow History and
see exactly what I have put in here.
| | 05:03 | The little comment that I added.
The document was moved to the HR
| | 05:06 | Policies document library.
| | 05:07 | So in a lot of cases you are not going
to be using either SharePoint Designer or
| | 05:12 | Microsoft Visio, but you might
be using a combination of both.
| | 05:16 | I believe that Visio is very, very
useful if you have got complex workflows that
| | 05:20 | you want to communicate to people in a
visual fashion, not necessarily always
| | 05:24 | for editing in, because you will be
able to do more in SharePoint Designer.
| | 05:27 | that's what it's really designed for,
but certainly very useful thing to have
| | 05:31 | in your toolkit.
| | Collapse this transcript |
|
|
10. SharePoint 2010 Server Site TemplatesUsing site templates| 00:00 | So far we've been working with
team sites, document workspaces,
| | 00:03 | meeting workspaces.
| | 00:04 | all great sites and all available in
SharePoint Foundation, the free version of SharePoint.
| | 00:10 | Now, if you have SharePoint Server, you
will have even more site templates and
| | 00:14 | if you have SharePoint Server Enterprise, you
have even more than that. Let's take a look.
| | 00:18 | Well, as ever, we can create a site from
the Site Actions > New Site menu and if
| | 00:24 | you have the Silverlight plug-in
installed, you'll see this version.
| | 00:27 | Otherwise you'll see a fairly normal web page.
| | 00:29 | These sites can be filtered to
make them a bit more readable.
| | 00:33 | We can start breaking down by the sites
that deal with, it calls Collaboration,
| | 00:38 | such as the Team Site, the Document
Workspace, and the Group Work Site.
| | 00:42 | Sites related to meetings. The five Meeting
Workspaces are very, very similar to each other.
| | 00:47 | There is a section called Web Databases.
| | 00:49 | This uses the Access Services
feature of SharePoint Server Enterprise.
| | 00:54 | These are really five
websites based on Access databases.
| | 00:58 | We will go into those a little deeper later on.
| | 01:01 | You can see sites organized around
different aspects of search, sites
| | 01:06 | organized around what it calls data, which is
the record center which we will talk about also.
| | 01:11 | So there are quite a few things.
Again, yours might look different from mine
| | 01:14 | based on the license that you have
and what your administrator may have
| | 01:18 | activated or deactivated.
| | 01:20 | But it's important to know that
not everything is visible here.
| | 01:25 | There are some site templates that can
only be created as a top level site in
| | 01:31 | a new site collection, which means as
far as we are concerned some sites can
| | 01:35 | only be created from within
SharePoint Central Administration, the admin
| | 01:39 | website for managing your SharePoint file.
That's something you may or may not have access to.
| | 01:44 | I am going to switch over to a
SharePoint Central Administration page and I am
| | 01:50 | going to hit my Create site collection option.
| | 01:54 | This is very similar to the
information that you give SharePoint when you are
| | 01:58 | creating a new site, in that you are
giving it a title, a URL, and selecting
| | 02:03 | from the template list.
| | 02:04 | And indeed, in the template list, I am
seeing all the regular sites that I would expect.
| | 02:08 | The Team Site, the Blank
Site, the Document Workspace.
| | 02:11 | I have got my five kinds of Meeting Workspace.
| | 02:14 | However, if I jump over to
Publishing, I see a Publishing Portal and
| | 02:18 | an Enterprise Wiki.
| | 02:20 | Both of which can only be created as a
top-level site in a new site collection.
| | 02:26 | A Publishing Portal, as it says down
here in the notes, is intended for either a
| | 02:30 | public Internet site or perhaps a large
intranet portal where you are intending
| | 02:35 | most people would not be contributors to this.
| | 02:37 | Most people are just consuming content.
| | 02:41 | The Enterprise Wiki, if you are
really kind of creating your own version of
| | 02:44 | Wikipedia within your organization,
this is the way to do it. In the
| | 02:50 | Enterprise tab, you will see the
Business Intelligence Center, and the
| | 02:54 | PowerPoint Broadcast Site both of which
can be created only as a top-level site
| | 02:59 | in a new site collection.
| | 03:00 | Now, these are all fairly big sites.
| | 03:03 | Sites with a bigger scope than just
being a team site or a Document Workspace,
| | 03:08 | and I am going to cover
them all in their own sections.
| | 03:11 | The thing is these sites are still
created, like any SharePoint site, by
| | 03:15 | collection of lists and libraries.
| | 03:17 | That doesn't stop just because it's
an advanced site only available in
| | 03:21 | SharePoint Enterprise, for example.
| | 03:23 | So I am going to create one of these.
| | 03:25 | I am going to create a Publishing Portal.
| | 03:27 | I will give it the name of the Two Trees
Internet, because we could change that later.
| | 03:34 | Again, because I am creating this as a
top level site in a new site collection,
| | 03:39 | I get a bit more of a choice of URLs.
| | 03:42 | I am going to pick this one at sites/internet.
| | 03:46 | I do have to name myself or someone
else as the site collection administrator.
| | 03:51 | Again, you may or may not have access
to this window but it's useful to know
| | 03:55 | what your administrators have to
do to create a new site collection.
| | 03:58 | The differences between your site is
all about the focus of the site,
| | 04:02 | the intention of the site.
| | 04:04 | They still have the same mentality
that you would have explored when you just
| | 04:07 | worked with the team site.
| | 04:09 | So that site collection where the new
top-level site has been created and I am
| | 04:13 | going to open it up.
| | 04:15 | Now, in fact, this site, which is the
Publishing Portal, is really a bit of a
| | 04:19 | lie to just call it one site.
| | 04:21 | In fact, it's several
sites in one. How do I know?
| | 04:24 | Well, the same as
looking at any SharePoint site,
| | 04:28 | I can figure out what this site is made
of by going to my Site Actions menu, and
| | 04:32 | finding my View All Site Content link.
| | 04:35 | I can bypass all the other extra options,
and I can see that I have quite a few
| | 04:39 | document libraries here, three lists,
and below it I have got two other sites,
| | 04:45 | or sites and workspaces.
| | 04:47 | I have got a site called Press
Releases, which is a little bit bland.
| | 04:51 | I am going back one.
| | 04:52 | I have got another site called Search.
| | 04:55 | So it looks like by creating this one
Publishing Portal, I actually got three
| | 04:59 | sites in one site collection,
and that is exactly what happened.
| | 05:04 | But as you can see, the site is still
made of the good old lists and libraries.
| | 05:08 | What we are going to explore a little
bit later is what is the difference then
| | 05:13 | between this site and the site I could
get in the free version of SharePoint?
| | 05:17 | Because it's something that's
actually going on under the hood and it's
| | 05:20 | something that's responsible for my
Site Actions menu having a few more options
| | 05:24 | than it would have done on a team site.
| | 05:26 | It's called the Publishing feature,
and in essence, that's the real
| | 05:29 | difference between sites created in
SharePoint Foundation and sites created
| | 05:33 | in SharePoint Server.
| | 05:34 | Not that the sites themselves are
drastically different, but when you go to
| | 05:38 | SharePoint Server, you have new
features available to you and the sites
| | 05:42 | available as templates use those
features, and we are going to start exploring
| | 05:47 | those features one-by-one.
| | Collapse this transcript |
| Using the web content management features| 00:00 | If you have SharePoint Server, either
the Standard or the Enterprise Edition,
| | 00:05 | one of the things that you have that's
not in SharePoint Foundation is something
| | 00:09 | called the publishing feature.
| | 00:10 | Now, you'll hear this referred to as
Web Content Management or WCM or even
| | 00:16 | Enterprise Content Management.
| | 00:17 | In fact, there is a lot of
jargon surrounding this idea.
| | 00:20 | Even the word publishing isn't all that
helpful, because in SharePoint we have
| | 00:24 | something called a publishing Feature,
we have something called a Publishing
| | 00:27 | Portal, we have something
called a publishing site.
| | 00:29 | Now, all of this actually makes sense
after you understand what publishing is,
| | 00:34 | but it's not that helpful when learning it.
| | 00:36 | Really to understand what this very
idea is this thing that's known by many names,
| | 00:41 | we have to step back a
few years. Go back to 2002.
| | 00:45 | Microsoft had a product
called Content Management Server.
| | 00:49 | This was a Microsoft technology that
you could use if you wanted to manage a
| | 00:54 | large-scale website.
| | 00:55 | By large-scale I mean thousands or even
tens of thousands of web pages where you
| | 01:00 | might have dozens of people creating
content and writing web pages, having a few
| | 01:05 | moderators able to approve or reject
that content, a couple of designers who
| | 01:10 | would handle the layout of pages and
navigation, and control all of this, have
| | 01:15 | workflow, have the structure for when
pages go live and when they disappear,
| | 01:19 | when things are published.
| | 01:21 | This was a separate product.
| | 01:23 | It was one of the several competing
products you could use at that time.
| | 01:26 | Now, what happened is a few years after
this, when SharePoint 2007 came along,
| | 01:31 | Microsoft decided to take Content
Management Server, this entire product, and
| | 01:35 | roll it into SharePoint.
| | 01:37 | That's still the case with SharePoint
2010, that what was a completely separate
| | 01:42 | product for managing large-scale
public websites is now a little piece of
| | 01:47 | SharePoint that you can turn on or off.
| | 01:50 | By turning on or off, I mean this is
actually a feature, that the publishing
| | 01:54 | feature can be activated or deactivated
on a particular site if we want to use it.
| | 02:00 | You could turn it on on a team site.
| | 02:02 | You don't have to, and that would really
introduce a lot of drag on your system,
| | 02:06 | because you don't need that level of
control over the pages. But you could.
| | 02:10 | In fact, some of the sites that
you can create actually have this
| | 02:14 | publishing feature enabled.
| | 02:16 | I'm looking at a Publishing Portal here.
| | 02:18 | Well, the Publishing Portal
straight out of the box has the publishing
| | 02:22 | feature already activated.
| | 02:24 | What does that mean?
| | 02:25 | One of the first things you'll notice is
you get a few more options in your Site
| | 02:29 | Actions menu, things like Manage
Content and Structure and Show Ribbon.
| | 02:36 | That's because some of the things that
you're going to want to do are just a
| | 02:39 | little bit more complex, and we want a
bit more ability to get to them easily.
| | 02:43 | Now, that's not everything.
| | 02:45 | If I decide to say View All Site
Content, I'll see that this site seems to be
| | 02:49 | created with quite a lot of document libraries.
| | 02:51 | I've got a few lists here.
| | 02:53 | I've even got two sub-sites underneath it.
| | 02:56 | That's all standard stuff.
| | 02:57 | This is lists and
libraries like any SharePoint site.
| | 03:00 | If I go and take a look at my Site
Permissions, without changing anything I can
| | 03:06 | still instantly see that I seem to have
a bunch more groups, not just the usual
| | 03:10 | suspects of Visitors, Owners, and
Members, but I also have Approvers, and
| | 03:16 | Designers, and Hierarchy Managers.
| | 03:19 | These are security groups for the idea
of managing a large-scale web site, that
| | 03:23 | we might want a bunch of people in the
Approvers group that aren't necessarily
| | 03:27 | people that would otherwise need full control.
| | 03:30 | They don't need to be in the Owners
group, but they have that eye. Maybe they
| | 03:33 | are approving content for
legal reasons or for style reasons.
| | 03:36 | In fact, that's a pretty
useful group in publishing.
| | 03:39 | So, I'm going to go and put
myself in the Approvers group here.
| | 03:44 | I can choose to even
send myself a welcome email.
| | 03:48 | But what am I approving?
| | 03:49 | Well, I'm going to go back
to the homepage of this site.
| | 03:52 | The idea is I'm not approving just
documents and document libraries.
| | 03:56 | I'm approving what this site itself is
made of, and we're taking a much more
| | 04:00 | webpage-focused view with this kind of site.
| | 04:03 | So, I'm going to do a
couple of simple changes here.
| | 04:06 | I don't have the usual
section of the Ribbon here.
| | 04:08 | In fact, I can get to it by saying Show Ribbon.
| | 04:12 | But otherwise, I could find my Edit Page
option under the Site Actions menu itself.
| | 04:17 | I'm going to hit Edit Page.
| | 04:19 | It does make the graphical Ribbon turn up.
| | 04:21 | It's a little different from it would be
on say a normal collaboration site like
| | 04:25 | a team site or Document Workspace.
| | 04:27 | One of the obvious
differences is this yellow bar.
| | 04:30 | This is a status bar that says that this
page apparently is checked out and editable.
| | 04:35 | Well, I can go ahead and
make a couple of changes to it.
| | 04:37 | Let's delete the stock image there.
| | 04:39 | Perhaps, I'll change my title from Home
to Home Page, just to make a couple of
| | 04:44 | simple changes that are
obvious. Well, then what?
| | 04:47 | Well, I do have the Save & Close
version here, so I'm going to save this.
| | 04:51 | This is showing me this
page is still checked out.
| | 04:54 | Okay, well, we seem to be taking a bit
more of a document library kind of view on this.
| | 04:59 | In fact, that's exactly what we're doing.
| | 05:01 | I'm going to say well, maybe I need to
check it in to make other people see it.
| | 05:04 | So, I'm going to go to my Page
section of the Ribbon and check it in.
| | 05:08 | I don't have any comments right now.
| | 05:10 | Now, it says it's checked in
and viewable by authorized users.
| | 05:15 | What's happening here is very similar
to what we've talked about with the idea
| | 05:18 | of a document library with versioning
turned on, where you can have the idea of
| | 05:23 | major and minor versions.
| | 05:24 | And minor versions are considered draft
and they can be hidden from people, so
| | 05:29 | that only approved people can see
documents while they are in Draft Mode.
| | 05:32 | It's the same idea here.
| | 05:34 | What its meaning is is only
Contributors and Approvers and Owners of this site
| | 05:38 | could see the changes I just made,
until I say well, I think I'm done,
| | 05:42 | I'd like to approve this.
| | 05:44 | I have to publish this page to make it
available to people who are just readers.
| | 05:48 | Right now, if a reader came to this
site, they'd see the old version of the
| | 05:53 | homepage with the stock
image and the title Home.
| | 05:56 | I'm going to click on the Publish section.
| | 05:58 | The way that I request
approval is to start a workflow.
| | 06:03 | It's the same workflow concept
we get on document libraries.
| | 06:06 | That's exactly what's happening here.
| | 06:08 | I'm going to start this one.
| | 06:09 | It's called Page Approval.
| | 06:10 | This workflow is predefined when you
have the Publishing Portal or a site with
| | 06:14 | the publishing feature enabled.
| | 06:16 | I can put in a request here, please
approve my page changes, and click Start.
| | 06:23 | That will be sent to anyone
who's in the Approvers group, which
| | 06:27 | conveniently right now is me.
| | 06:29 | But you can imagine that in a more
enterprise setup, you're going to have
| | 06:33 | multiple people or contributors who
could edit pages and only very few people
| | 06:38 | who would be in that Approvers group.
| | 06:40 | This has now a status waiting for approval.
| | 06:43 | Well, because I do know I have pretty
high-level permissions, I can go to this
| | 06:46 | section here and approve it myself.
| | 06:53 | Again, I can see here it's a
workflow task, that I've got the
| | 06:56 | formalized structure of it.
| | 06:58 | "Please approve my page changes," yeah,
looks okay, I'm going to click Approve.
| | 07:04 | Now, those changes are actually live and
viewable even by people who are readers.
| | 07:09 | Now, obviously, I've made some pretty
simplistic changes to this homepage, but
| | 07:13 | there are a couple of things to take from it.
| | 07:15 | One is that we appear to have been
taking this idea of document versioning and
| | 07:21 | check-in, check-out, and even workflow,
same things we've been using in document
| | 07:26 | libraries, and applying it to our web pages.
| | 07:27 | In fact, it's not like that.
| | 07:31 | That is exactly what's happening.
| | 07:33 | If I go to my Site Actions menu here
and go to View All Site Content, I can see
| | 07:39 | that I have a document library called Pages.
| | 07:43 | This document library has
this page in what's called default.
| | 07:46 | That's actually my homepage.
| | 07:48 | SharePoint is using its own idea of lists
and libraries to manage the website itself.
| | 07:53 | In fact, if I look at the settings
of this library-- Click on the Library
| | 07:57 | button, go to Library
Settings, just to show you here.
| | 07:59 | If I look at Versioning Settings, it's
the same versioning settings we've been
| | 08:04 | playing with for document
libraries with Word documents in them.
| | 08:07 | Require content approval? Yes.
| | 08:09 | Create major and minor draft versions? Yes.
| | 08:12 | Who should see the draft versions?
| | 08:14 | Only users who can edit items.
| | 08:16 | Do you require them to be checked out
before they can be edited? Yes, I do.
| | 08:20 | This is all turned on, on the Publishing Portal.
| | 08:23 | So, if you want that level of structure
over page changes, this is how you get it.
| | 08:28 | I'm going back to the homepage here.
Two other things to talk about.
| | 08:32 | One is that the idea of page changes on a
publishing sites is much more controlled.
| | 08:37 | When I decide to edit this page, I don't
have a generic area that I can drop into.
| | 08:43 | I have a very formalized layout.
| | 08:45 | Here is where I put the title.
| | 08:47 | Here is where I put the page image.
| | 08:49 | Here is where I put some links.
| | 08:50 | That's because when Publishing is
turned on, rather than just having one column
| | 08:54 | or two columns, you have something
called the idea of a page layout, which out
| | 08:59 | of the box, SharePoint gives you a few examples.
| | 09:01 | Body only, Image on the left,
Image on the right, Summary links.
| | 09:05 | The idea is your own web designers
could define your own page layout.
| | 09:09 | So, you could have product pages,
and catalog pages, and event pages.
| | 09:14 | Then when you have multiple people
able to change those pages, they get this
| | 09:17 | very structured way of doing it.
| | 09:19 | Here is where you put the title.
| | 09:21 | Here is where you can put in page image.
| | 09:23 | Here is where you can put a link.
| | 09:25 | The other benefit that you're getting
from turning on this feature is that under
| | 09:29 | Site Actions we have a new option
here called Manage Content and Structure.
| | 09:33 | Now, this is a great way to
look at a site collection.
| | 09:36 | It gives us a tree view of
the site collection itself.
| | 09:39 | We're seeing the top-level site, Two
Trees Internet Site, a subsite underneath
| | 09:43 | it called Press Releases, which
itself can be expanded into its lists and
| | 09:47 | libraries, and then a whole
bunch of other lists and libraries.
| | 09:50 | In fact, when Publishing is turned on,
you get several libraries including
| | 09:53 | things like a Style Library, and
Site Collection Images, Site Collection
| | 09:57 | Documents, great places for you to put
resources that you might be using for a
| | 10:02 | large-scale website.
| | 10:04 | Now, the idea of how we do significant
visual customization of these sites is a
| | 10:09 | little bit beyond the scope of this course.
| | 10:11 | But know that when publishing is turned
on, you have a lot more ability to give
| | 10:16 | your own look and feel.
| | 10:17 | What we're seeing here is just an
example logo and an example layout, but the
| | 10:22 | publishing feature, also known as Web
Content Management, is really taking that
| | 10:26 | idea of significant
control over our own content:
| | 10:30 | workflow, versioning, check-in,
check-out, and actually applying it to
| | 10:34 | potentially thousands or tens of
thousands of web pages on a large-scale site.
| | Collapse this transcript |
| Using master pages| 00:00 | Every single page on every single
SharePoint site uses something called a master page.
| | 00:06 | A master page describes the overall
layout of the pages on a site, so that you
| | 00:11 | don't have to rewrite the common things
like the logo, the navigation down the
| | 00:15 | left-hand side, the navigation along the
top. In fact, you can change the master page.
| | 00:20 | I am going to go to my Site Settings
of this site with publishing enabled.
| | 00:24 | I will actually find the word
master page used in two places.
| | 00:28 | We have a Master pages and page layout
gallery in our Galleries section and then
| | 00:33 | I find the master page in
the Look and Feel section.
| | 00:35 | Now, you'll only see this entry
in the Look and Feel section if you
| | 00:39 | have publishing enabled.
| | 00:41 | If you don't have publishing enabled,
the only place you can change the master
| | 00:45 | page is actually using SharePoint Designer.
| | 00:47 | So if I select that one, it takes me to
the Site Master Page Settings where it
| | 00:53 | says here is where you can specify a
master page to be used by this site and all
| | 00:56 | sites that inherit from it, and it's
showing me the out of the box master page
| | 01:00 | called nightandday.master.
| | 01:02 | The only choice I actually see here is v4.
| | 01:05 | V4.master is actually the standard
SharePoint master page for team sites,
| | 01:10 | Document Workspaces. In fact, anything.
| | 01:12 | Just changing that and clicking OK, I
am going to go back to the homepage of
| | 01:17 | this Internet site and we can see
instead of having the blue bar with Adventure
| | 01:21 | Works, we are now back to that
standard SharePoint look and feel.
| | 01:25 | So by changing the master page we can
pretty much change the whole layout of
| | 01:29 | every page in the SharePoint site.
| | 01:31 | Going back into our Site Settings,
selecting master page, going back
| | 01:37 | to nightandday.master.
| | 01:39 | Now, nightandday.master is the master
page used by all the public facing pages.
| | 01:44 | As you will see the actual page
we're on right now looks like standard
| | 01:48 | SharePoint stuff and it is.
| | 01:50 | That's because the system pages, all the
behind scene stuff, the settings pages,
| | 01:55 | pages for effecting look and feel
and navigation, they are all using the
| | 01:59 | standard SharePoint v4.master, which is
probably what you want to leave them as.
| | 02:04 | It's hard enough finding out where all
the different links are without shifting
| | 02:08 | them around and changing the fonts on them.
| | 02:10 | And if you're a designer, you
will be interested in this part.
| | 02:12 | Here is where you can actually specify
an alternate CSS file to be used by this
| | 02:17 | site and all sites that inherit from it.
| | 02:20 | SharePoint CSS is quite a story in
itself, but this version of SharePoint is
| | 02:25 | using pretty good, web-standard, pretty
good XHTML and CSS for design and layout.
| | 02:30 | Once you understand the SharePoint CSS
file, and a bit about how it does things,
| | 02:34 | it's quite easy to change.
| | 02:38 | In previous versions of SharePoint they
used to have a few more master pages available.
| | 02:43 | Master pages can be changed
on the fly as you've just seen.
| | 02:46 | The master pages are located in what's
called your Master page and page layouts gallery.
| | 02:51 | They have to end in the word .master.
| | 02:54 | So we've got there the
nightandday.master and v4.master.
| | 02:59 | Default.master is
actually old school SharePoint.
| | 03:01 | It's really the 2007 look and feel and
minimal.master is used by the search pages.
| | 03:08 | The real issue with master pages is you
are going to want to get your designers
| | 03:12 | to design your own master page, and they can.
| | 03:15 | You can pretty much take the
tips from things like v4.master and
| | 03:19 | nightandday.master as to how you layout
a page, where you put the placeholders
| | 03:24 | for navigation, where you put the
placeholders for content, then uploading those
| | 03:28 | master pages to this master page
gallery will allow you then to be able to
| | 03:32 | change it and select your own
for your own website look and feel.
| | Collapse this transcript |
| Creating an Enterprise Wiki| 00:00 | One of the site templates that's only
available if you have SharePoint Server is
| | 00:05 | called an enterprise wiki.
| | 00:06 | Now, it can only be created as the top
-level site in a new site collection.
| | 00:11 | So, I'm in the Central
Administration here and I'm going to create it.
| | 00:14 | You may not have access to Central
Administration, but I want to show you what
| | 00:18 | the process would be.
| | 00:19 | Simply, give it a name and a URL,
select the Enterprise Wiki template, name a
| | 00:26 | site collection administrator, and Create.
| | 00:29 | Now, one of the reasons that it can
only be created as the top-level site in
| | 00:34 | a new site collection is that this thing
could grow pretty large if people start to use it.
| | 00:39 | By creating it as its own site collection,
we get a lot more freedom about scaling it.
| | 00:43 | It could be even given its
own database if we wanted.
| | 00:46 | The other reason for it is if you're
creating an enterprise-wide Wikipedia for
| | 00:51 | your own knowledge base for your
organization, that really shouldn't be as a
| | 00:55 | sub-site of a document
workspace three levels down somewhere.
| | 00:59 | So, I have that now created.
| | 01:02 | It's at ldcsharepoint.com/site/wiki, and
this is what it looks like right out of the box.
| | 01:08 | We essentially really have two pages
to it, one that just has this kind of
| | 01:11 | welcome homepage, and then
there is an About this wiki page.
| | 01:15 | Both of them look fairly similar.
| | 01:17 | The idea of a wiki page is
that it's very easily editable.
| | 01:21 | You don't have to have special skills,
and really you don't even want to pay
| | 01:25 | that much attention to editing it.
| | 01:27 | So, notice how this About, this wiki
page, says you can replace this text with
| | 01:31 | your own, and use this
page to describe the wiki.
| | 01:33 | Well, let's go ahead and do it.
| | 01:35 | I'm going to click the obvious
link that says Edit this page.
| | 01:39 | It drops into Edit Mode.
| | 01:43 | So, I could do something along the
lines of Welcome to the Two Trees Wiki.
| | 01:56 | I'll put some department names here.
| | 01:58 | I'll just make them into bullet points.
| | 01:59 | Sales, marketing, and
information about our projects.
| | 02:11 | Now, you might be looking at this
and be totally underwhelmed, and I
| | 02:14 | wouldn't blame you.
| | 02:15 | But the idea is that we want to
build this out into a knowledge base very
| | 02:19 | casually, and this is the easy part of it.
| | 02:22 | What we're going to do is we're
going to turn all these entries, like
| | 02:26 | Operations, Sales, Marketing,
from plain text into other webpages.
| | 02:32 | The way that we do this is very simple.
| | 02:34 | You just surround them with two square brackets.
| | 02:38 | So, by doing this, I'm actually saying
I want to make these two, and I'll just
| | 02:42 | do two of them here, into pages.
| | 02:46 | So, I'm just going to surround two of
them, so we'll see what the difference is.
| | 02:48 | So, that's two opening square brackets,
two closing square brackets, and I'm
| | 02:52 | going to hit Save & Close.
| | 02:55 | Notice how those links now appear as
clickable with the dotted underline.
| | 03:00 | In fact, I'm going to click on the
Operations one to see what's there.
| | 03:03 | Well, right now, nothing.
| | 03:06 | But what this enterprise
wiki is doing is saying hey!
| | 03:08 | You made a link, and that
link doesn't go anywhere.
| | 03:10 | So, do you want to create that page?
| | 03:13 | I'm going to say yes, I do.
| | 03:14 | Hit Create, and here's where we have
information about the Operations team.
| | 03:25 | I could even fill that out a little bit
later, save and close that, back to the
| | 03:30 | About this wiki entry, and I
could do the following for Sales.
| | 03:34 | Sales doesn't exist, do
you want to create it? Sure!
| | 03:37 | From this point, start to add
new content. Here's more info.
| | 03:43 | If I wanted to, I could put some
phrase like "Sales works closely with
| | 03:48 | the Operations team."
| | 03:52 | But if I think about it, that should be a link.
| | 03:54 | So, what I'm going to do is instead
of just surrounding it by the square
| | 03:57 | brackets, I'm going to just put
them in, in the body of my text.
| | 04:01 | I'll hit my two square brackets, and
you notice how it's done this pop-up,
| | 04:04 | telling me the pages that actually exist. Oh!
| | 04:07 | Operations exists, there we go,
hit that, and save and close.
| | 04:13 | Now, notice that now the Operations
link shows up without the dotted underline,
| | 04:18 | meaning the page actually exists here.
| | 04:22 | So, very simple, but we could very
quickly start to break these out into
| | 04:27 | different pages, and pages about our projects.
| | 04:37 | Maybe I don't have time to fill out all
the gaps right now, but by leaving some
| | 04:41 | of these as clickable links, I'm
hoping that someone else can come along and
| | 04:45 | just start to build out this wiki.
| | 04:48 | You find a couple of other common
controls,. All pages have a Page Rating that we
| | 04:52 | can start to rate them.
| | 04:53 | If you want to start changing the
navigation, well, you can. This is a
| | 04:57 | regular SharePoint site.
| | 04:58 | We can see from the Site Actions page.
| | 05:00 | It's made of lists and libraries.
| | 05:03 | It's got its own Site
Settings with a Navigation link.
| | 05:11 | Here's where, if you wanted to,
you could manually add some entries.
| | 05:19 | Now, although, most wiki pages are
intended to be fairly simple, because you're
| | 05:24 | using SharePoint's rich entry Ribbon,
we can do things like inserting pictures,
| | 05:30 | and inserting video, and audio,
and links, that kind of thing.
| | 05:33 | But the idea with a wiki page is it's
just very simple to edit, very simple to use.
| | 05:38 | In fact, there I'm going to save
and close that, because I don't need to
| | 05:42 | edit that one right now.
| | 05:44 | Now, what happens if there is a problem?
| | 05:46 | What happens if, for example, either
accidentally or even maliciously, somebody
| | 05:51 | deletes a whole chunk of
content, and then saves that?
| | 05:56 | Well, not a problem.
| | 05:58 | We're using the whole versioning
idea that's built in to SharePoint.
| | 06:03 | If I come to this page and I think
there's been a problem, even if I don't know
| | 06:06 | for sure, I can switch to the Page
section of my Ribbon and go to Page History.
| | 06:11 | That will actually show me the
different versions down the left-hand side where
| | 06:15 | I can go from the Version 1.0, what was
actually there, 2.0, what was deleted,
| | 06:21 | what was added, 3.0, and 4.0.
| | 06:24 | In fact, if I look at the difference
between 3.0 and 4.0, it looks like 3.0 is
| | 06:28 | the one that I want.
| | 06:29 | So, I can select 3.0.
| | 06:31 | Say restore this version, and then there we go!
| | 06:34 | That's showing the full
history there of the versions.
| | 06:37 | I'm going to just go back to About this
wiki and we're back to where we were before.
| | 06:41 | So, very easy to edit, very easy to
take care of, very easy to maintain.
| | 06:46 | Again, this is not intended to be a site for
three or four people who want to work together.
| | 06:52 | That's a team site.
| | 06:53 | This is really intended
to be pretty large-scale.
| | 06:56 | It doesn't have to be.
| | 06:57 | But the power of any wiki is vastly
increased by the amount of people who can
| | 07:03 | contribute to it, so it's certainly
something that you want to bear in mind when
| | 07:06 | creating an enterprise wiki.
| | 07:08 | That a little bit of education about
how to create pages goes a long, long way.
| | Collapse this transcript |
| Sharing an Access database with Access Services| 00:00 | With Access Services in SharePoint 2010,
you can create a database in Microsoft
| | 00:07 | Access 2010 and publish it up into SharePoint.
| | 00:10 | It will take your Access tables
and turn them into SharePoint lists.
| | 00:14 | It will take your Access
macros and turn them into workflows.
| | 00:18 | The best way to do it is to start
off with a new Access database called a
| | 00:22 | blank web database.
| | 00:24 | If you have an existing Access
database, you still can publish that up into
| | 00:27 | SharePoint, but you might have to
remove a few things that are incompatible.
| | 00:31 | So, I'm going to create a blank web database.
| | 00:33 | I am going to call it Purchases and Create.
| | 00:38 | It takes me into Access into my first table.
| | 00:41 | So, I'm going to define a few entries here.
| | 00:43 | I'll say the first one is a
text field called Product Name.
| | 00:48 | The next one is Currency for Price.
| | 00:53 | The next one I'll say is a text field
for Serial Number, and the next one is a
| | 00:59 | Yes/No for whether it's activated.
| | 01:04 | I'll save this and just save it as Purchases.
| | 01:06 | Well, I could directly enter
information into the table.
| | 01:11 | We usually have a form
to work with, with Access.
| | 01:14 | So, I'll hit my Create Ribbon
and create a form based on this.
| | 01:17 | I'm just going to leave
this simple form as it is.
| | 01:20 | I don't need that first ID section here.
| | 01:22 | Of course, I have the usual Layout Tools
within Access for messing around with this.
| | 01:28 | I'm going to save this as well.
| | 01:30 | Just save that as Purchases form.
| | 01:32 | At this point, I'm not going to
create macros, but I will create an example
| | 01:36 | report, and just let it do the
totaling that it would do, by default.
| | 01:41 | I'll save that one.
| | 01:42 | Now, the one thing that I do have to do
is create what's called a navigation form.
| | 01:50 | This is really going to be the homepage
of the website that we're going to make.
| | 01:54 | Because we have to give the users ways
of navigating between the form and the
| | 01:58 | report, for example, we need
a way that they can do that.
| | 02:02 | They obviously won't get the
usual Access pane to open up.
| | 02:05 | So, we create a navigation form, and
then we just simply drag-and-drop the
| | 02:09 | elements that we want onto the form, in
this case, the Purchases and the Report,
| | 02:15 | which I'll just rename on the tab.
| | 02:16 | I'm going to save this as the Navigation Form.
| | 02:21 | This won't automatically be the
homepage of our new website, because it's
| | 02:25 | considered just another form at this point.
| | 02:27 | So, I'm going to go to my File menu
and come down to my Options where I can
| | 02:32 | nominate in my current database that the
Web Display Form should be Navigation Form.
| | 02:37 | It just means what's the first
thing that we see when we open this up.
| | 02:41 | I'm going to save this.
| | 02:43 | Well, right now, this is a pretty
typical Access database, so I'm going to open
| | 02:47 | up one of these forms.
| | 02:48 | I'll open it up in Form View, just so
we can enter in some example products.
| | 02:55 | Let's say we purchased a PDF Maker for
$199, and the serial number was ABC123,
| | 03:04 | and it was activated.
| | 03:06 | Fairly conventional Access stuff.
| | 03:08 | I'm now on my second record if I want to do it.
| | 03:11 | The deal is I want to take this
database and push it up on to the web, because
| | 03:15 | I want potentially dozens or
hundreds of people to look at it without
| | 03:19 | worrying about uploading my Access
database to a shared network drive and do
| | 03:24 | the people that I want to use this
have the right version of Access, all of
| | 03:27 | that kind of stuff.
| | 03:28 | I don't have to worry about that.
| | 03:30 | I'm going to go to my File menu where
in either the Info section or the Save &
| | 03:34 | Publish section, I have an option
here to Publish to Access Services.
| | 03:38 | This is that part of SharePoint 2010
that will allow me to take this database
| | 03:42 | and make it available as a website.
| | 03:45 | First, I do have a button here
called Compatibility Checker.
| | 03:48 | It will tell me to close all
the objects. Yes, that's fine.
| | 03:51 | The database is compatible with the web.
| | 03:54 | Now, if you had an existing Access
database, you might run that Compatibility
| | 03:58 | Checker, and it would
tell you things were wrong.
| | 04:01 | For example, some of the column names that
you had might be incompatible with SharePoint.
| | 04:07 | It would give you some
hints about what you can change.
| | 04:09 | There are some rather obtuse
error codes that you'll get.
| | 04:12 | You just have to live with it unfortunately.
| | 04:14 | I do have to give it the address
of an existing SharePoint site.
| | 04:25 | Because you can only create Access web
databases as SharePoint sites as sub-sites.
| | 04:31 | So, they do have to be under an
existing site in an existing site collection.
| | 04:35 | So, the server URL that I've just typed in
is the address of the Operations team site.
| | 04:40 | I do have full control over that site,
so I do have the permission to create new
| | 04:44 | sub-sites underneath it.
| | 04:45 | I'll call this new site Software Purchases,
and then click Publish to Access Services.
| | 04:55 | It will take a moment to do the
conversion, taking our Access tables and
| | 05:00 | converting them into SharePoint lists,
and taking on macros if we had any,
| | 05:04 | making them workflows, and taking off
forms and turning them into web forms.
| | 05:09 | If it was a complex database, it
might take a little while to do this full
| | 05:12 | process, but I'm going to select
this link that says it's successful.
| | 05:15 | We're seeing the data is immediately
there for PDF Maker on this first form here.
| | 05:26 | I'm going to click the New Record
button and put in something else.
| | 05:29 | Let's call this Product X. It was
$199 and the serial number was DEF432,
| | 05:33 | and that was activated.
| | 05:37 | Save that entry.
| | 05:39 | The record is updated.
| | 05:41 | We have a little bit of
JavaScript popping up at the top.
| | 05:44 | Again, the idea is I don't have to have
Access installed in order to be able to do this.
| | 05:48 | This would work in IE and Firefox and Safari.
| | 05:52 | I click on the Report tab and it
takes us to the Access report that's being
| | 05:57 | generated here, giving us our correct totaling
with the new information that I just put in.
| | 06:02 | Now, if I want to, I can go back into
Access and actually open that up and it
| | 06:07 | is considered as being
synchronized to that data.
| | 06:11 | So, the actual Purchases table here
will be updated with what I just entered
| | 06:14 | in on the website.
| | 06:15 | If I wanted to make any changes, add
some new forms, change my navigation form,
| | 06:21 | I can do that.
| | 06:23 | If I go back to the File tab, I'll
see that I have a rather large Sync All
| | 06:27 | button that will allow me to push
these changes from Access up to the server.
| | 06:32 | While, obviously, your Access
databases can get a whole lot more complex than
| | 06:36 | this simple example, the process of moving
them up to the web is pretty much the same.
| | 06:41 | Also, understand that when you're
creating a new sub-site from a regular
| | 06:45 | SharePoint site, any of the site
templates that you see that end in the words
| | 06:50 | Web Database, like the Assets Web
Database, Charitable Contributions, Contacts,
| | 06:55 | Issues and Projects Web Database, are
pretty much the same thing that we've just seen.
| | 07:01 | These are Access web databases.
| | 07:04 | These are just five examples that are
provided out-of-the-box by Microsoft.
| | 07:09 | Making Access databases available to
multiple people within an organization
| | 07:14 | has always been a challenge, and this
is a terrific way to do it with your own Access databases.
| | Collapse this transcript |
| Working with rich media| 00:00 | If you have a site with the Publishing
feature enabled, you have the built-in
| | 00:04 | ability to play video and audio
on your site, using a new Web Part.
| | 00:09 | Now, you don't have to be using a
Publishing Portal. Any site can have the
| | 00:13 | Publishing feature enabled, as
long as you've got SharePoint Server.
| | 00:16 | We'd really need to have two things
going on here: where do I want to store the
| | 00:21 | video or the audio that I'm playing,
and where do I want to play it.
| | 00:25 | Now, if I look at my Site Actions > View
All Site Content here, I've got a bunch
| | 00:30 | of libraries here including images
and pages, but maybe I'll have another
| | 00:35 | library to store some video, for example.
| | 00:37 | Let's create a new library.
| | 00:39 | There's actually one
called an asset library here.
| | 00:44 | I'm going to do this and call it Video.
| | 00:46 | You'll actually see asset
libraries used in quite a lot of sites.
| | 00:49 | In fact, it's quite common to hear them
referred to as site assets. Click Create.
| | 00:54 | It's really just a document library
with extra few settings to give you
| | 00:58 | thumbnails, for example, if you upload an image.
| | 01:01 | Now, I'm just going to leave this empty at the
moment. I just wanted a place to put my video.
| | 01:05 | I'm going back to my homepage of the site.
| | 01:10 | I'm going to think, well,
where do I want to show it?
| | 01:11 | I could be showing it on this, which is the
homepage or I could make a new page for it.
| | 01:15 | Tell me this page will be created in the
Pages library, as I'd expect. Call it Video.
| | 01:21 | It'll create it and shift into Edit Mode.
| | 01:24 | It'll be a very simple page.
| | 01:25 | We've got the same old navigation
structure on the top and on the left, simply
| | 01:30 | because we're using an existing master page.
| | 01:32 | So, in my page content, this is
where I want to play some video.
| | 01:36 | I'm going to go to the Insert section
of my Ribbon, and I have on the Media
| | 01:40 | section a Video and Audio option.
| | 01:43 | That inserts what's called a Media Web Part.
| | 01:45 | Now, right now it has no idea what to play,
so I'm going to click it to configure it.
| | 01:50 | When I do select it, the Media section
of the Ribbon pops up and it asks what
| | 01:55 | media am I meant to actually work
with, what media am I meant to play.
| | 01:58 | The options are to select something
from your local computer, from SharePoint,
| | 02:02 | from a particular address.
| | 02:04 | Maybe you store a lot of digital
assets on a third-party hosting provider.
| | 02:09 | Well, I haven't uploaded any video, so I
better go and select the stuff from my computer.
| | 02:13 | Of course, I can just play it from my
computer, so it is going to allow me to
| | 02:17 | select the file and tell
it where to upload it to.
| | 02:20 | So, I'm going to browse.
| | 02:21 | I have a simple WMV file here,
though you can also use AVI and MPEGs.
| | 02:27 | Audio files like MP3 and WMA will work as well.
| | 02:31 | I'm going to upload this to that new
library I created called Video. Click OK.
| | 02:38 | So, it's uploaded my video.
| | 02:39 | It's asking me to give it a title,
which I'm going to here, Ojai Olive Oil.
| | 02:46 | I could add some keywords if I
wanted this to be searchable.
| | 02:48 | Right now, I'm just going to take
the simple way out and save that.
| | 02:51 | It doesn't look particularly stunning
right now, because the default view of
| | 02:55 | the Media Web Part is to show this blank
screen. The video is not playing, obviously.
| | 03:00 | Couple of things I want to change.
| | 03:01 | Now, I had done my own compression and
editing of that file, so I know that it's
| | 03:07 | not 320x240, which was the default
width and height of this Media Web Part.
| | 03:13 | I'm going to change this to 512.
| | 03:14 | Now, it's actually trying to lock the
aspect ratio, which I don't want because
| | 03:19 | this video was in a widescreen
aspect, so about 288. That's better.
| | 03:24 | Now, after changing it, I
still have a couple of issues.
| | 03:27 | One, it doesn't know what it should be playing.
| | 03:29 | You can't just pick the first frame
of this movie, because that might be
| | 03:32 | completely black if we've
got a fade-in, for example.
| | 03:35 | So, another option that you have is the
ability to select an image to be shown
| | 03:40 | as kind of a placeholder until that's playing.
| | 03:42 | Now, I happen to have an image on my
desktop that's just one of the frames
| | 03:47 | from this video itself.
| | 03:48 | So, I'm going to select this and say
yes, it's currently on my computer.
| | 03:52 | I'll need to go and select it.
| | 03:54 | That's a little thumbnail
image there. Click Open.
| | 03:56 | I have to choose where to upload this.
| | 03:59 | I could upload it to Video, though I
do also have an Images library that was
| | 04:03 | already there. It really doesn't matter.
| | 04:04 | They don't have to be in the same place.
| | 04:06 | It's telling me that this document is
uploaded successfully and is checked out to you.
| | 04:10 | Again, we're in a publishing site
where a lot of the assets are regarded as
| | 04:14 | being checked out until I check them back in.
| | 04:16 | But at the moment, I'm okay with that.
| | 04:18 | I'm going to click Save.
| | 04:20 | We have that still photo there.
| | 04:22 | There are couple of other options on
this Media Web Part, such as whether I want
| | 04:25 | to start it automatically, which is
typically a no-no, and Loop until stopped.
| | 04:30 | I'm not going to have that either.
| | 04:31 | So, I'm going to leave all that, and
just hit the Save button to close this.
| | 04:35 | Of course, because this site has
Publishing enabled, we're working on a
| | 04:38 | Publishing Portal here.
| | 04:40 | This page is still considered checked
out and editable, so I'd need to check it
| | 04:44 | in to make sure other people could see it.
| | 04:46 | But I can certainly test this myself right now.
| | 04:48 | So, we come down.This does
require Silverlight to be installed.
| | 04:55 | It loads and starts playing.
| | 04:57 | We do have the ability to go full-
screen if we want to, and just hit Escape to
| | 05:00 | get back out of that. The usual suspects,
a little volume control, Stop and Pause buttons.
| | 05:06 | Choosing a bit of an ugly generic
title here of Media Web Parts. I'm going to
| | 05:10 | shift back into my Edit Page mode.
| | 05:13 | Select that and give it
the title, Ojai Olive Oil.
| | 05:21 | Save it again, looks good.
| | 05:23 | Again, depending on the site that
you're putting it on, you may need to take
| | 05:27 | particular attention, because right
now we have a image here, the image
| | 05:31 | thumbnail needs to be
checked in before it's accessible.
| | 05:34 | So, not only does the page itself has
to be checked in and published, but any
| | 05:38 | asset that might be under the same kind
of control needs to be made available
| | 05:43 | to the general public before this is
going to work. But a very simple, very
| | 05:47 | straightforward way of getting video
assets onto your page and the same control
| | 05:51 | will work just fine with WMA
and MP3 audio files as well.
| | Collapse this transcript |
|
|
11. SharePoint Documents and ContentManaging documents and records| 00:00 | There's a few words that get used so
much in SharePoint that when you hear
| | 00:04 | them you have to pause for a minute and
think, what exactly are we talking about here?
| | 00:09 | Publishing is one of those words.
| | 00:11 | There's the Publishing feature,
Publishing Portal, publishing site, and document
| | 00:15 | is another one of those words.
| | 00:17 | We have documents in SharePoint.
| | 00:19 | We have document libraries,
Document Workspaces, document sets.
| | 00:23 | There's something called a Document
Center, and the idea of document management.
| | 00:28 | Now, surely, we've been doing this already.
| | 00:31 | I mean, if we have versioning turned
on and check-in/checkout required and
| | 00:35 | workflow, surely we're doing
some kind of document management.
| | 00:38 | Of course, yes, we are, but we
can take it even deeper than that.
| | 00:43 | First, we can describe the kinds of
documents that we have, so that instead of
| | 00:48 | working with a generic document,
we work with a resume or a software
| | 00:52 | specification or a business plan.
| | 00:54 | To know what type of content that
we have is called a content type.
| | 00:58 | If you work with structured groups of
records, say you need to group together
| | 01:03 | contracts, budgets, and plans in a
formalized way in SharePoint, that can be
| | 01:08 | defined as a document set.
| | 01:11 | In SharePoint, we can also have an audit
trail of who creates our documents, who
| | 01:16 | edits them, who even looks at them.
| | 01:18 | We can control things like expiration,
to say, for example, one year after this
| | 01:23 | document is last edited,
delete it or move it to another location.
| | 01:28 | Things like auditing and expiration
are referred to as your information
| | 01:31 | management policy, and you can have
different IM policy on different libraries,
| | 01:36 | or even different kinds of documents.
| | 01:38 | Using information management policy in
SharePoint, you can even inject barcodes
| | 01:43 | into your documents.
| | 01:44 | So, if you have printed versions of
your documents, there's a correlation
| | 01:47 | between the printed version
and the document in SharePoint.
| | 01:51 | Next, there's the idea
of a record in SharePoint.
| | 01:55 | Some people talk about documents and
records as generic, almost interchangeable terms.
| | 01:59 | Not as far as SharePoint is concerned.
| | 02:03 | In SharePoint, you can take a
document and treat it as a record.
| | 02:06 | A record is special. It's important.
| | 02:08 | It's trackable.
| | 02:09 | There are different rules on records
than there are on regular documents.
| | 02:13 | So, what is a record?
| | 02:14 | Well, it could be anything.
| | 02:16 | Financial report, intellectual property,
health information, policies, almost
| | 02:21 | anything could be a record.
| | 02:23 | SharePoint doesn't care.
| | 02:25 | SharePoint needs you to
tell it what a record is.
| | 02:28 | It's always going to be different per company.
| | 02:30 | You might have legal requirements or
regulations that you have to deal with.
| | 02:35 | Now, when you have records, sometimes
you might want a special site where all of
| | 02:39 | your records go, a repository, and
we actually have a template for that.
| | 02:42 | It's called a Records Center.
| | 02:45 | Sometimes, you might just want to
go into one of your regular document
| | 02:48 | libraries and name one document as
a record, so that it can be deleted.
| | 02:53 | SharePoint can let you do all of these things.
| | 02:56 | We're going to talk about these one by one.
| | Collapse this transcript |
| What are content types?| 00:00 | There is something called a content
type in SharePoint and you will care about
| | 00:04 | these but you may not know that yet.
| | 00:07 | In fact, you already care about the
situation this is designed to fix.
| | 00:11 | Let's say your colleague walks over to you and
says, hey I just e-mailed you a Word document.
| | 00:16 | Your first thought is okay, what is it?
| | 00:20 | And if your colleague says to you
"well, I just told you it's a Word document,"
| | 00:24 | you're liable to get a little annoyed.
| | 00:26 | "I know it's a document. I heard you.
What kind of document, what actually is it?"
| | 00:31 | Now SharePoint has the same problem when
you're uploading things into SharePoint
| | 00:35 | what you are you uploading. I am
uploading documents, and yes here's the deal.
| | 00:40 | At the simplest most abstract level
SharePoint is a place to put your stuff.
| | 00:44 | Its list and its libraries hold that
information and they hold your documents,
| | 00:49 | easy enough, but you don't
think about your stuff this way.
| | 00:51 | You don't deal with documents.
You deal with resumes, specifications, and
| | 00:55 | business plans, and expense forms,
even simple things like menus.
| | 01:00 | Now you can fix the situation of
going from a generic to the specific by
| | 01:04 | defining content types in the SharePoint.
| | 01:07 | Now the question might be well why would you?
| | 01:09 | Well, because you can treat them differently.
| | 01:13 | You can control workflow on content
types, auditing, expiration, all of these
| | 01:18 | behind-the-scenes great capabilities of
SharePoint can be based on the content type,
| | 01:23 | because after all if you have a
document representing the menu for Friday
| | 01:28 | at the canteen, the lifetime of that
document and the way it should be treated
| | 01:32 | is completely different from how you
would deal with a document representing
| | 01:36 | your company's tax records for last year.
| | 01:39 | So we define content types.
| | 01:41 | Now, content types are
not the same as file types.
| | 01:44 | In fact one file type could
be multiple content types.
| | 01:47 | You could have a Word document that
represents a resume or a legal contract or a
| | 01:52 | business plan or policy document or
patient record, so one file type could be
| | 01:57 | multiple content types. But that's not
the only relationship. In fact the other
| | 02:00 | way around is also true.
| | 02:02 | Yes a Word document could be a
business plan but if you have business plan
| | 02:07 | documents they don't have to be Word documents.
| | 02:09 | After all, a business plan
document could be a Word document.
| | 02:12 | It could be in Excel representing projections.
| | 02:15 | It could be in PowerPoint.
| | 02:17 | It could be OneNote information.
| | 02:19 | So really the relationship between a
file type and a content type is different.
| | 02:23 | Your content type is all about the
extra information you need to know.
| | 02:27 | Now you might be thinking "well, this all
sounds a little bit vague and abstract,
| | 02:30 | so maybe I'll just avoid them,
maybe I won't work with them."
| | 02:33 | Well, you can't. You're already using
content types. If you've ever uploaded
| | 02:38 | anything into SharePoint,
you're using a content type.
| | 02:42 | Now unless you say otherwise, everything
that you upload into a document library
| | 02:46 | is the content type of document. Very generic.
| | 02:50 | It really means an
attached file with a title on it.
| | 02:54 | You can add a little bit of extra
information in a particular library, but it's
| | 02:58 | much more powerful to define a content type.
| | 03:01 | So rather than just having generic
documents, with a little bit of work what you
| | 03:05 | can have is content types that
represent resumes or content types that
| | 03:10 | represent products or content types
to represent expense claims or even
| | 03:15 | articles and press releases, so that
these documents can be treated differently
| | 03:19 | and can have extra information.
| | 03:21 | Okay, but how do you do this?
| | 03:22 | Well, really a content
type is not all that complex.
| | 03:26 | It's all about the metadata.
| | 03:28 | It's all about the extra
information that you need.
| | 03:32 | So instead of just uploading a document,
you still upload the document but if
| | 03:36 | you're uploading, say, product
information, you want to also have a product
| | 03:41 | sku and category and a price and an
image, or if you're uploading a legal
| | 03:46 | document, it might have a status
code and a date received and an attached
| | 03:51 | lawyer, and defining that extra
information it's almost like taking your Word
| | 03:55 | documents or Excel spreadsheets and
attaching labels to them, attaching that
| | 03:59 | extra information, so you can track
them as you move through your system.
| | 04:03 | Content types should be
done as early as possible.
| | 04:07 | They are one of the things that really
reward you during this early in the
| | 04:11 | lifetime of SharePoint as early as you can.
| | 04:13 | But as we go on into more advanced
features of SharePoint, they all become more
| | 04:17 | and more useful, and we are going
to see exactly how to create them.
| | Collapse this transcript |
| Creating a content type| 00:00 | To create a content type, you need to go to
your Site Actions and down to Site Settings.
| | 00:06 | It's best to be at the top-level
site of your site collection, because if
| | 00:10 | you define your content type there, it will be
available to any site in that site collection.
| | 00:15 | So, look in the Galleries section here.
| | 00:17 | Again, a gallery is where you must put
something if you wanted to be on display.
| | 00:22 | So, we're putting content types here so
they can be used across our site collection.
| | 00:27 | So, I'll click that one, and what we're
looking at now is the content types that
| | 00:31 | exist out-of-the-box when
SharePoint is installed.
| | 00:34 | Yours might look a little bit
different from mine, because this can depend on
| | 00:37 | the license that you have.
| | 00:39 | We have things like audio and image and video.
| | 00:42 | The key one here, the one that I almost
wish could be highlighted because it's
| | 00:45 | so much more common than the
others is the Document content type.
| | 00:49 | In fact, this is pretty close to what we want.
| | 00:52 | This is what we've been using all along
if we've been uploading documents into
| | 00:55 | any document library.
| | 00:57 | It's really the idea of an attachment
with a title and some tracked information,
| | 01:02 | such as when it was created
and when it was last modified.
| | 01:06 | Really what I want is something very close
to that, but with a bit of extra information.
| | 01:10 | What I'm going to do is define a
content type for legal documents that come
| | 01:16 | through my system, so say legal contracts.
| | 01:18 | So, I'm going to go up to the top and
click Create. Create a new site content type.
| | 01:23 | I'll call it Legal
Document instead of just document.
| | 01:27 | Now, it's going to ask, what
is the parent content type?
| | 01:30 | This is a really good thing.
| | 01:31 | It lets us take the thing that's closest
to what we want and say "base it on that."
| | 01:36 | In fact, we're looking for the
Document content type called Document.
| | 01:41 | In fact, this is so common that I almost
wish that this was the default one that
| | 01:45 | was already selected.
| | 01:46 | So, we call it Legal Document, and it's
based on the existing Document content type.
| | 01:51 | It looks good!
| | 01:52 | Then there is a choice down here, where
do we want this to show up in our long
| | 01:56 | list of content types?
| | 01:57 | Do we want to put it in a group called
Custom Content Types, or do you want to
| | 02:01 | even make a new group?
| | 02:02 | So, I could create my own
group here. I don't need to.
| | 02:05 | I am right now not going to create so many
content types that I'm going to lose track.
| | 02:09 | So, I'll just put them into the
Custom Content Types group. Click OK.
| | 02:14 | It's now created, but so what?
| | 02:16 | Well, what we're seeing here is that
this Site content type seems to have a
| | 02:21 | lot of settings to it.
| | 02:22 | What's it called, what's it grouped
in, does it have workflow settings,
| | 02:25 | information panel settings,
information management policy settings?
| | 02:29 | But here's the first and most primary
information. What is it? What do we keep?
| | 02:34 | What we store about this content type?
| | 02:37 | Because I based it on Document, right
now we're just storing this name of a
| | 02:42 | file attachment and a title.
| | 02:44 | Well, I want a little more.
| | 02:45 | I want to store things
like the date it was received.
| | 02:48 | I want to store the status of this document.
| | 02:51 | I want to store the legal
attorney that this has been assigned to.
| | 02:55 | So, what I can do is add columns.
| | 02:59 | Now, my choices here are Add from existing
site columns and Add from a new site column.
| | 03:05 | If I click Add from existing site
columns, what you'll actually see is the
| | 03:09 | collection of columns that have been
defined by Microsoft and just exist out
| | 03:15 | there for pretty much any site
collection, things like Anniversary, Assistant's
| | 03:19 | Name, there's lot of fairly
useful ones, Callback Number, Category.
| | 03:23 | You can define your own site columns.
| | 03:26 | It really means just defining a column
that's available on any list or library
| | 03:30 | in this entire site or even
indeed this site collection.
| | 03:33 | However, that's not what I need.
| | 03:34 | I don't think it's going to exist,
because I haven't defined the column.
| | 03:38 | So, I'm going to select the second
option here, which is Add from a new site
| | 03:41 | column, meaning create that new column
and then add it to this content type.
| | 03:47 | So, I'll select that.
| | 03:48 | It's going to ask me to give it a column name.
| | 03:51 | I'm going to call it Date Received.
| | 03:53 | It's going to ask me what
kind of information that is.
| | 03:56 | That's going to be a Date and Time.
| | 03:59 | Because I select that, it now asks
me to say a bit more information.
| | 04:02 | Is it Date Only or Date & Time? It's Date Only.
| | 04:06 | I'll have a default value of
today's date would be fine.
| | 04:09 | Do I want to update content
types inheriting from this?
| | 04:12 | Well, nobody is using it yet,
so this is okay. Click OK.
| | 04:16 | So, now I have Date Received added.
| | 04:18 | I'm going to add another column.
| | 04:21 | This one will be the Current
Status, which I'll make a choice.
| | 04:28 | Again, the choice here would be up
to you, but I'll say that within my
| | 04:32 | organization, when we get these
documents in, they have a status of Received,
| | 04:39 | In Review, In Litigation, these are
completely up to me, Won, Lost, and Abandoned.
| | 04:49 | I'm going to display
those using a drop-down menu.
| | 04:52 | So, these are my choices.
| | 04:53 | Of course, this can be changed
a little later, if I want to.
| | 04:56 | Click OK, and then finally very
quickly, I'll add one more site column that
| | 05:00 | represents the Assigned Lawyer,
which will also be a choice.
| | 05:08 | I'll have the lawyers be the good
old team of Dewey, Cheatham, and Howe,
| | 05:15 | and click OK.
| | 05:16 | So, we now have a content type defined.
| | 05:21 | I'm not going to go any further than
this. I'm not going to define custom
| | 05:24 | workflow on this at this moment or
custom information management policy.
| | 05:28 | Know that you can do that and it's found in
the same place in your Content Type gallery.
| | 05:33 | I'm just going to show how
do we start to use these?
| | 05:36 | Just because I've defined a content
type does not mean it's instantly available
| | 05:41 | on any library in any list in this site.
| | 05:43 | I have to then say, well, hey,
I want to actually use it.
| | 05:47 | So, I'm going to go back to my top
level of the team site here and I could add
| | 05:51 | this to my Shared Documents library.
| | 05:53 | Well, let's say I'll just
make a new document library.
| | 05:56 | I'll call it Legal Stuff.
| | 06:00 | There is nothing special
about the name. And click Create.
| | 06:04 | What I want to do is make sure that
when I'm creating something new in this
| | 06:09 | library, when I say upload a document or
create a new document that instead of a
| | 06:14 | generic document,
I'm using that new content type.
| | 06:17 | So, how do I do that?
| | 06:17 | Well, not surprisingly, this is
going to be part of the Library Settings.
| | 06:22 | If I click on Library Settings, now
what I look at here, I don't see the word
| | 06:27 | content type anywhere. I see a bunch of
General Settings, I see Columns, I see Views.
| | 06:33 | So, there is nothing obvious there, because
they have kind of hidden it one level deeper.
| | 06:37 | It's the third option here.
| | 06:39 | We have to go into Advanced settings.
| | 06:41 | There are actually two stages to it.
| | 06:42 | One, I have to tell SharePoint, yes, I
want to use my own content types, and
| | 06:49 | two, I have to then tell it
what content type I want to use.
| | 06:53 | So, clicking on Advanced settings,
it's this first option here.
| | 06:56 | Allow management of content types? Yes.
| | 07:00 | Click Yes, ignore all of the rest, click OK.
| | 07:03 | You might think, "well, what did that just do?"
| | 07:06 | Where did we tell it we're using the
legal contract one? Well, we didn't.
| | 07:10 | But what it does do now is now in our
Document Library Settings we have this
| | 07:14 | section that wasn't here
before called Content Types.
| | 07:17 | It's actually saying well, right now,
this document library is configured to
| | 07:21 | allow multiple content types.
| | 07:22 | It doesn't use multiple
content types, but it allows that.
| | 07:26 | So, it's saying right now I'm only
using the content type of Document.
| | 07:29 | I can add from existing site content types.
| | 07:32 | So, here's what I select.
| | 07:34 | I now go and find my Legal Document.
| | 07:37 | If I couldn't find that, I might break
that down a little bit and go into my
| | 07:40 | Custom Content Types group. Oh, there we go.
| | 07:42 | It's a bit more obvious. Click Add.
| | 07:45 | Click OK.
| | 07:46 | Now, we're saying I both
allow Document and Legal Document.
| | 07:51 | They both have this checkmark that
says they're visible on the New button and
| | 07:55 | the document is still the default content type.
| | 07:57 | What does that mean?
| | 07:58 | What it actually means is if I go
back to that document library, I go to my
| | 08:02 | Documents Ribbon and say New Document,
I should get a choice. Either create a
| | 08:06 | new Document, new generic one, or
create a new Legal Document with all that
| | 08:10 | information attached.
| | 08:12 | If I select Create a New Legal
Document, it opens up Word as I might expect,
| | 08:18 | but notice even though I'm using the
generic blank Word document, that opens
| | 08:23 | up what's called the Document
Information panel here, where I get my title, but
| | 08:27 | the new stuff that I added, the date
received with the default date of today,
| | 08:31 | the current status of the different choices
that I have, and the assigned lawyer on this.
| | 08:36 | I'll give it a title. Put some
content in there and save this.
| | 08:45 | Change the title of the
file, and save that in there.
| | 08:51 | That's considered to be a new content type.
| | 08:55 | If I wanted to, I could also select
that document and by checking Edit
| | 08:59 | Properties or even just View
Properties, we'll get all that extra metadata
| | 09:04 | that's been defined on the content type.
| | 09:06 | Notice how here, I could even if I
accidentally created the wrong type,
| | 09:09 | I could change it from one to the other.
| | 09:11 | Well, let's say, for example, that I
don't even want a choice. I want this to
| | 09:15 | always be Legal Document.
| | 09:17 | I'm going to go back into my Library
Settings, come down to the Content Types
| | 09:21 | section, say that I want to change the new
button order and the default content type.
| | 09:26 | I don't want Document visible. Click OK.
| | 09:29 | Now, back in this library, the only
example that I'm going to have when I create
| | 09:34 | a new document is a new Legal Document.
| | 09:38 | The great thing is this.
| | 09:40 | Because we've defined that information
as part of the content type, then if we
| | 09:44 | move this document from one library
to another, the metadata goes with it.
| | 09:49 | In earlier versions of SharePoint,
the only way you could save some of this
| | 09:53 | extra data was to define new
columns on the library itself.
| | 09:57 | The problem is what happens if you
move stuff from one library to another?
| | 10:00 | You could end up losing that extra information.
| | 10:03 | With this, defining content types
allows that data to stay packaged up with the
| | 10:08 | document at all times.
| | 10:09 | Now, going back into my Site Actions >
Site Settings, to go back to that Content
| | 10:14 | Type gallery. Something that you
should explore is all the extra options.
| | 10:18 | I can go back in and change this Legal Document.
| | 10:21 | I could redefine what the
choices mean, if I want to do that.
| | 10:24 | Now, that won't change anything
existing that you've created with this.
| | 10:28 | So, do be careful when you do that.
| | 10:30 | But there are things, for example, in
the Advanced Settings of this, you could
| | 10:35 | upload a new document template.
| | 10:37 | So, you might create a Word document
with a cover sheet and just upload that,
| | 10:42 | meaning that when anybody now creates
a new version of a Legal Document,
| | 10:46 | they get not the blank Word document, but
the one with the cover sheet and all the
| | 10:50 | extra information that's
been stored in the metadata.
| | 10:54 | You can change workflow and actually
add your own workflows that just apply
| | 10:58 | to documents of this content type,
and you can even attach things like
| | 11:02 | information management policy which
controls auditing and expiration, who
| | 11:07 | creates these documents, who
looks at them, who even looks at their
| | 11:11 | properties, how long do they last for,
six months after they're last edited,
| | 11:16 | do we do something with them?
| | 11:18 | So, the power of content types is
pretty substantial inside SharePoint.
| | 11:22 | In fact, many of the more advanced
features are based on the idea that you've
| | 11:26 | already defined several content
types in your site collections.
| | Collapse this transcript |
| What are document sets?| 00:00 | In SharePoint 2007, you could create
content types to better define the type of
| | 00:05 | content coming through your SharePoint sites.
| | 00:07 | You don't have generic document;
you have resumes or contracts or specifications.
| | 00:13 | Sure, they are still documents, but
they are wrapped out with form of Metadata.
| | 00:17 | Extra information about the
status or the date received or the
| | 00:20 | handling instruction.
| | 00:22 | While content types are still very
important to SharePoint 2010, they go even
| | 00:26 | deeper with document sets.
| | 00:27 | Here is the idea of a document set.
| | 00:30 | That, often you create will work with
multiple documents at the same time and
| | 00:34 | this is a repeated event.
| | 00:36 | If you are developing software products,
| | 00:38 | you might have functional specs in Word,
project plans in Excel, user interface
| | 00:43 | mockups in Photoshop files.
| | 00:45 | If you're creating multiple
business plans, you might always have a
| | 00:48 | presentation in PowerPoint, first-year
projections in Excel, a Non-Disclosure Agreement in Word.
| | 00:54 | If your business opens new locations,
you could have multiple documents with
| | 00:58 | market projections, competition analysis, maps,
design documents, blueprints and contracts.
| | 01:05 | With a document set in
SharePoint 2010, you can formalize things.
| | 01:09 | You can create a Business Plan document
set with all the documents contained in
| | 01:14 | it or a Software Product document
set or a New Location document set.
| | 01:18 | You can even have default templates for
all of the individual documents, so when
| | 01:22 | you make a new one
everything is automatically there.
| | 01:24 | Now, sure you could keep track of
these informally in your own head the way
| | 01:29 | you've always done, but SharePoint
has always been about formalizing where
| | 01:32 | possible, so you don't have to
think about it any more than necessary.
| | 01:36 | So, how do you make one of these?
| | 01:39 | Well, one you have to turn it on.
| | 01:41 | Document sets are actually a feature in
SharePoint that needs to be activated.
| | 01:45 | Step two, you define your
document set and they are content types.
| | 01:50 | So, they are defined in your Content
Type gallery and you need two things.
| | 01:54 | What documents are allowed or required
in the document set and what metadata,
| | 01:58 | what extra information needs to be stored
with each occurrence of the document set?
| | 02:03 | Once it's defined, you can attach this
document set to a library and then use it.
| | 02:07 | You can then create a document set
and in a moment we'll see exactly how.
| | Collapse this transcript |
| Creating document sets| 00:00 | I am going to create a new
document set in this site collection.
| | 00:05 | All I have right now is a blank site
called Business Development with one
| | 00:09 | document library in it
called Investment Opportunities.
| | 00:12 | I'd like then to upload business
plans as document sets into this library.
| | 00:17 | Now, the first thing that I have to
do is just turn on the ability to use
| | 00:21 | document sets at all.
| | 00:23 | It is a feature, which means I
need to go to my Site Settings page.
| | 00:27 | It's a site collection feature,
not just a site feature, but a site
| | 00:31 | collection feature.
| | 00:32 | So, you have to be a site
collection administrator to turn this on.
| | 00:36 | You may have to talk to someone if
you're not a site collection admin.
| | 00:40 | The Document Sets feature is here.
| | 00:43 | I'm going to click Activate,
and that step one taken care of.
| | 00:47 | I can now go back to my Home page.
| | 00:49 | It doesn't make any visible difference
yet, because I haven't actually defined
| | 00:53 | the document set at all, and
that's going to be step two.
| | 00:55 | I am going to go back to my Site
Settings page because what I'm interested right
| | 00:59 | now is my Site Content Types gallery.
| | 01:02 | A document set is a content type and
that's what we are actually create one.
| | 01:07 | I am going into my Site Content Types
gallery and I'm going to click Create.
| | 01:12 | Make a new content type.
| | 01:15 | I'll call it the Business Plan Document Set.
| | 01:19 | If you are creating a document set,
you want to be very careful what content
| | 01:24 | type you are inheriting from.
| | 01:25 | So I am selecting that my parent
content type is the Document Set content type
| | 01:31 | so the parent content type is Document Set.
| | 01:34 | All content types really do get
inherited from something, which is a good thing.
| | 01:39 | You don't want to have to reinvent
the wheel completely from scratch.
| | 01:42 | I am going to click OK just to put that
into its own group called Custom Content Types.
| | 01:48 | That's just naming it so I can find it later.
| | 01:50 | So, I now have the Business
Plan document set defined.
| | 01:53 | I need to tell it two things:
| | 01:54 | What are the documents that I want and
what columns, what's the metadata that I
| | 01:58 | want to attach to this document set.
| | 02:00 | Well, all document sets will start off
with a Title and Name and a Description,
| | 02:05 | but I might want to add some more information.
| | 02:07 | So I am going to just say add from a
new site column that I'd also like to have
| | 02:12 | a Business Plan Status.
| | 02:14 | That in my particular organization
that's a formalize choice, which will be a
| | 02:20 | series of statuses that could be
Received, In Progress, Approved or Rejected.
| | 02:32 | This of course is completely up to me
and it's up to my organization and how
| | 02:37 | we actually perform our business.
| | 02:40 | The columns that you add, whether they
are required or not, and what the data in
| | 02:44 | them is of course completely
up to you and your organization.
| | 02:48 | You can add 20 columns if
you see fit or just two.
| | 02:51 | I might add things like a date received
and a point of contact if I wanted to.
| | 02:56 | But let's say I am going to leave it at that.
| | 02:59 | The next thing that I need to do is for
this content type, I need to select the
| | 03:03 | option that says Document Set Settings.
| | 03:05 | Once I'm editing the Document Set
Settings, I can actually say what kind of
| | 03:10 | things are allowed in this document set.
| | 03:13 | If you are intending regular
attachments, Excel, Word, PowerPoint, OneNote, that
| | 03:18 | kind of thing, you can just leave
the default which is that Documents are
| | 03:22 | allowed in the document set, but
you might get a bit more specific.
| | 03:25 | One thing that's very common with
document set is you can have default content.
| | 03:30 | So, if you wanted to have some
templates that will always created when you made
| | 03:34 | a new copy of this document set,
here is where you specify them.
| | 03:37 | I am going to browse out to a local
folder where I have some example documents,
| | 03:42 | a Business Plan Description, and I need to
add another one for an Excel spreadsheet for
| | 03:48 | the first Year projections, and add
another one for a PowerPoint presentation
| | 03:54 | about this business plan.
| | 03:55 | Of course, this is completely up to you.
| | 03:57 | This would just be an example.
| | 04:00 | A little bit below you have
something called the Welcome Page column.
| | 04:03 | You'll see the welcome page in a minute.
| | 04:04 | When you make a new document set,
you can actually decide which pieces of
| | 04:09 | metadata you want to see on that page
before you actually drill down into the
| | 04:13 | individual documents.
| | 04:14 | So, I'll say that I want to
look at Business Plan Status.
| | 04:17 | I'm not going to customize the welcome page.
| | 04:19 | I'm just going to click OK.
| | 04:22 | That's now step two is defined.
| | 04:24 | We've actually define
what are document set means.
| | 04:27 | Step three is that we have to go to the
library that we want to use it on and go
| | 04:32 | to our library settings.
| | 04:33 | I am going to click my Library pane on
the Ribbon, go to Library Settings, and I
| | 04:38 | have to do this in two stages.
| | 04:39 | This is the same as SharePoint 2007.
| | 04:41 | First, going to be Advanced Settings
and saying yes, I want to manage content
| | 04:46 | types because a document set is a content type.
| | 04:50 | Then the second stage is if I am
managing content types, which ones do I use.
| | 04:55 | So, after turning that option on,
I have a section in my settings of this
| | 04:59 | library saying I am using
the Document content type.
| | 05:02 | I'm going to add from existing site
content types, find my Business Plan
| | 05:06 | document set and add it, click OK.
| | 05:11 | If I wanted to I could also remove
the default document from this library.
| | 05:17 | That's completely optional. Let's
say I'm not going to do that right now.
| | 05:20 | Now, I can go back to my library
itself. There is nothing in here yet.
| | 05:24 | If I wish to create a new document in
here, I'd go to my Documents section of
| | 05:29 | the Ribbon and I have a
New Document button here.
| | 05:33 | But if I click the arrow
I have the two choices here.
| | 05:35 | Do I want to create a new
document or a Business Plan document set?
| | 05:39 | I am going to choose the
Business Plan document set.
| | 05:42 | It's going to ask me to give it a name.
| | 05:44 | I am going to call it the
Three Trees Acquisition.
| | 05:52 | I could end the Description here
if I thought that was meaningful.
| | 05:55 | I'm going to select from the choices
that I have defined, which is just to say
| | 06:00 | I'll say this business plan was received.
| | 06:02 | When I click OK the document set is created
and this is what they mean by the Welcome Page.
| | 06:08 | We are actually looking at the document set.
| | 06:10 | It's got the title of Three Trees
Acquisition, our Business Plan Status is
| | 06:14 | Received, and I have the
individual templates inside here.
| | 06:18 | These with the default content documents
that I had named in the document set itself.
| | 06:24 | Any of these can be either viewed, in
this case, I am using the Microsoft Word Web
| | 06:30 | application or I could edit it in the browser.
| | 06:41 | Save my changes and close this.
| | 06:45 | This is all considered
packaged up into the document set.
| | 06:47 | If I actually back to the library itself,
I see this document set as one entry
| | 06:54 | that I can drill down inside.
| | 06:57 | So, it's keeping all my documents
contained inside this one document set.
| | 07:01 | Of course, the point of defining the
document set is that you're going to create
| | 07:07 | multiple copies of it.
| | 07:08 | So, I can now just go back to my
Documents section on the Ribbon.
| | 07:12 | Create another Business Plan
document set, and say this one was for the
| | 07:16 | Auberge Restaurant.
| | 07:20 | Click OK.
| | 07:22 | Create more copies of the
projection documents, the description, and the
| | 07:26 | presentation and all of these are
contained inside the one library.
| | 07:31 | Document sets are a great way to
create and manage multiple documents at once
| | 07:36 | and because they are content types, you
can also base workflow on this document
| | 07:41 | set or base information management
policy, things like auditing and exploration
| | 07:46 | can also be based from this document set.
| | Collapse this transcript |
| Creating a Document Center| 00:00 | We have been working with some of
the most common SharePoint sites.
| | 00:03 | things like team sites and Document Workspaces.
| | 00:06 | And you have seen that the difference
in the available site templates is really
| | 00:10 | based on the focus of the site.
| | 00:12 | What is the point of the site? What's it for?
| | 00:15 | Now, let's say you have got a team site.
| | 00:17 | There is nothing that would stop you
from uploading all your company's policies
| | 00:21 | and procedures into the team site and
just making it available to your team.
| | 00:24 | But the issue is you probably want all
the other teams to look at those policies
| | 00:29 | and procedures as well if they are company-wide.
| | 00:31 | Well, you can make everybody a reader on
your team site but that's not really an
| | 00:36 | elegant way of doing it.
| | 00:37 | Now, there is a New Site template that
we can use, that when we make a new site,
| | 00:42 | it's called the Document Center.
| | 00:45 | And the Document Center is a site,
rather than being organized around a team of
| | 00:51 | people or one specific document, is
a place to store multiple documents.
| | 00:56 | It's not actually all that
different from any other SharePoint site.
| | 01:01 | It can be created as a sub-site, though
if I was creating a Document Center as a
| | 01:06 | sub-site, I'd simply be doing it
because I thought I needed some substantial
| | 01:10 | document management
ability for my team, for example.
| | 01:13 | I am much more of a fan that if you
are creating a Document Center for your
| | 01:18 | entire organization, I do it as the top
-level site in a new site collection.
| | 01:23 | And I have got an example of
one of those created over here.
| | 01:26 | This is what it looks like pretty
much as it comes out of the box.
| | 01:29 | I have done a little bit of customization to it.
| | 01:32 | I have uploaded a couple of things.
| | 01:34 | The idea is that this site, which is
as we can tell just by looking at it, a
| | 01:38 | pretty much classic SharePoint site.
| | 01:40 | It's got the Quick Launch navigation.
| | 01:42 | It's got the Site Actions menu.
| | 01:44 | It looks a little different,
we have got this big section here, saying
| | 01:47 | Welcome to the Document Center, with an
enormous button that says please upload a document.
| | 01:53 | The idea with the Document Center
is this is where you would put say
| | 01:57 | company-wide documents.
| | 01:59 | Policies and procedures for example.
| | 02:01 | And in fact that's what I have done.
All I have done in this site is create
| | 02:05 | two document libraries called Policies and
Procedures and upload a couple of things to them.
| | 02:10 | There is a couple of extras. For example,
if I look at the Policies library,
| | 02:14 | we have got the ability to
give this documents a rating.
| | 02:17 | We have got a Web Part here that
allows us to filter, for example, by whether
| | 02:22 | this document was modified on
or before a particular date.
| | 02:26 | But essentially, this site is
really all about having multiple document
| | 02:32 | libraries able to be viewed by a lot of people.
| | 02:35 | In fact, one of the things that I might
do is using my site permissions I could
| | 02:39 | perhaps give everybody in the company
Read access to this site simply by adding
| | 02:44 | the authenticated users group to my
Visitors security group in SharePoint.
| | 02:49 | In fact, let's do that.
| | 03:01 | I am going to click OK. Again just
adding authenticated users to this in the
| | 03:06 | Visitors group and that means that
everybody now actually has access to read it.
| | 03:11 | They don't have access to
change it, but they could read this.
| | 03:14 | The Document Center kind of
looks quite complex and really isn't.
| | 03:19 | The couple of things that are different
about it we are going to explore later.
| | 03:22 | For example, we have the idea
of finding by document ID here.
| | 03:27 | This is a feature in SharePoint 2010,
but what we can do is turn on the ability
| | 03:33 | to have every single document and our
organization have a unique identifier.
| | 03:37 | No matter where it travels, if it goes
from library to library and from different
| | 03:41 | site to different site,
it keeps that identifier with it.
| | 03:45 | So if, for example, some documents got
created on a team site and then moved
| | 03:49 | into this Document Center, we could
still find them, we could still track them.
| | 03:53 | That's not something that you have to
have on. At it's most basic, the Document
| | 03:57 | Center is essentially just a group of
libraries storing documents designed for
| | 04:02 | either massive amount of people to read
it, or potentially just to use it and
| | 04:06 | to help collaborate on
documents. You can do that too.
| | 04:09 | This Document Center is not as
formal as it could possibly be.
| | 04:12 | It is still meant to be slightly
informal, and I mean by that, that it doesn't
| | 04:16 | have automatic auditing on everything.
| | 04:19 | It's not considering these
things to be company records.
| | 04:22 | We have instead the Record Center for that,
which we will be exploring a little later on.
| | 04:27 | But if you are looking for a site
to be a central location for multiple
| | 04:31 | documents across multiple teams,
this is your best starting point.
| | Collapse this transcript |
| Creating a Record Center| 00:00 | In SharePoint if you want something
created as a records repository, meaning
| | 00:05 | there's one central location where you can
formally control all the things that you
| | 00:10 | consider corporate records,
| | 00:12 | well the site template you can
use is called the Records Center.
| | 00:15 | Now this can only be created as the top
-level site in a new site collection,
| | 00:20 | which is what I've already done with this one.
| | 00:22 | And while technically you can create
several, you typically only make one.
| | 00:27 | And this acts as the Record
Center for the entire SharePoint farm.
| | 00:31 | The idea of a record of course is that
there's a great deal of formality over its lifetime.
| | 00:36 | We keep the records.
| | 00:38 | We track the records.
| | 00:39 | We have much tighter control over
things considered records than we do
| | 00:43 | just regular documents.
| | 00:44 | Of course, it's your decision what a
record actually means for you. Is it financial?
| | 00:48 | Is it intellectual property?
| | 00:50 | Is it it all of the above?
| | 00:51 | When you create a Records Center,
it's not necessarily obvious on the
| | 00:54 | homepage what you're meant to do with
it, but luckily under the Site Actions
| | 00:58 | menu, there is actually a Manage
Records Center option that steps you through
| | 01:03 | the tasks that you're meant to do.
| | 01:04 | Step one being create content types
and we've talked about this before.
| | 01:08 | It's the idea off describing the type
of content so that rather than having
| | 01:12 | generic documents, we have legal
contracts, intellectual property, business
| | 01:16 | plans and by describing the content
types, we can tell the Records Center what
| | 01:21 | the content is that's coming into it.
| | 01:24 | After that, we create records libraries.
| | 01:26 | These are really just document libraries,
and we're defining them as the final
| | 01:29 | resting place, shall we
say, of our company records.
| | 01:33 | After those are defined, meaning what
kind of stuff that do we have and where
| | 01:36 | is it going to go, we create
what's called content organizer rules.
| | 01:40 | This is really just a list in
SharePoint but the Content Organizer is a new
| | 01:44 | addition to SharePoint 2010 that
allows us to define essentially routing
| | 01:48 | rules for our content.
| | 01:50 | We can give it a rule name.
| | 01:51 | We're basically saying well when a legal
contract comes into the Records Center,
| | 01:56 | put it in one location.
| | 01:57 | If it's a business plan, put
it in a different location.
| | 02:00 | If it's a resume created after a
specific date, put it in a third location.
| | 02:04 | So you can type the rule name, you
can give it priority for when you have
| | 02:08 | multiple rules, you can then ask what
kind of content type is it, and even
| | 02:13 | support the idea that this content type
has different names in different sites.
| | 02:18 | After that can even ask a few
conditions, such as when was it created. Do we
| | 02:22 | have different rules for recent content
as opposed to old content? And finally
| | 02:27 | give it a target location.
| | 02:28 | where should that end up.
| | 02:30 | We are all trying to minimize the
manual intervention of what actually happens
| | 02:35 | to these documents that we
consider records in our SharePoint farm.
| | 02:39 | But the question still remains, okay you've
got this records repository, whatever that is.
| | 02:45 | Well, how do things actually get here.
| | 02:48 | How do they end up in the Records Center?
| | 02:50 | One of the reasons that you typically
only make one of these is that in central
| | 02:55 | administration, your administrator can
take the address of the Records Center
| | 02:59 | and make what's called a Connection for it.
| | 03:01 | What does that mean?
| | 03:02 | Well, it means that on any other site,
like I'm switching over to a completely
| | 03:06 | different site in a different site
collection, I can go into any document
| | 03:10 | library, highlight a document here,
click the drop-down, and under my Send to
| | 03:15 | option, I have in this case a
Send to Two Trees Records Center.
| | 03:19 | So I will get this from any library in
any site collection across the entire
| | 03:24 | SharePoint farm, and I can just click it.
| | 03:26 | It asks me, Are you sure? Yes, I am sure.
| | 03:29 | This connection can be defined so
it's either doing a copy to the Records
| | 03:33 | Center, or it's doing a move to the Records
Center, or it's doing a move and leave a link.
| | 03:38 | Now I actually configured it to do a
copy so I've still got the original one in
| | 03:42 | my original site, but if I switch
over to the Records Center and just to
| | 03:47 | refresh this page, well I will
actually say that this is considered a Record
| | 03:51 | Pending Submission.
| | 03:52 | I didn't set up any rules for where
this is supposed to go, so it's on what's
| | 03:56 | called my Drop Off library.
| | 03:57 | It's not automatically being moved
anywhere, because I haven't got any rules,
| | 04:01 | and using the Records Center
successfully is one of the main reasons why you
| | 04:05 | really want to stop paying attention
to defining content types in SharePoint
| | 04:09 | as early as possible.
| | 04:10 | Now one of the things, the Records
Center uses which is fairly obvious over here
| | 04:14 | is this a Find by document ID box here.
| | 04:17 | What does this mean? Well.
| | 04:19 | This is not just used in the
Records Center but its very useful here.
| | 04:23 | In SharePoint 2010, is the idea that
you can generate a unique identifier for
| | 04:28 | pretty much any document
through the entirety of SharePoint.
| | 04:32 | Now it's not actually turned
on for every site collection.
| | 04:35 | That's something that's actually quite
useful, if you think you're going to be
| | 04:39 | using this ability, if you want to have
the idea that no matter where a document
| | 04:43 | moves in its lifetime, it
keeps the same identifier.
| | 04:46 | Well, we can actually turn it on.
| | 04:48 | The Records Center
actually has this on by default.
| | 04:51 | It has on a feature
called the Document ID service.
| | 04:54 | But let's say I wanted to support this
ability in a different site collection.
| | 04:59 | So I am going back to my normal team site here.
| | 05:02 | It is a top-level site.
| | 05:03 | So by going to my Site Settings, I can
find my Site Collection Administration
| | 05:08 | and this Document ID ability is
something called a feature that's called the
| | 05:13 | Document ID Service, which I am going to
activate it, and just by turning it on,
| | 05:18 | it will now assign unique identity
keys to every document in the site
| | 05:23 | collection, and no matter where it
goes, it's going to keep that identity.
| | 05:26 | And actually if I go back to my Site
Collection Administration, after turning
| | 05:31 | that feature on, I now have a new link that
allows me to change the settings of that feature.
| | 05:36 | So I could, for example, begin all the
Document IDs in this site collection
| | 05:40 | with the characters ABC- and all the
Document IDs in another site collection with
| | 05:45 | DEF-, if I found this useful.
| | 05:48 | Now after you turn this on,
it doesn't immediately take effect.
| | 05:51 | I have a message here saying this
configuration is scheduled to be completed by
| | 05:55 | an automated process.
| | 05:56 | There could potentially be thousands of
documents in these document libraries in
| | 06:00 | these sites already, so it runs as a
background job and may take some time.
| | 06:04 | So don't expect it to be
instant the first time you turn it on.
| | 06:08 | Again it's something that you
typically only turn on once for any
| | 06:11 | individual site collection.
| | 06:13 | After it's turned on and let's look at
the Records Center because it is turned
| | 06:17 | on here, then any document in any
library, if you look at its properties either
| | 06:23 | by selecting from the drop-down or by
selecting from the Ribbon, you'll see a
| | 06:27 | unique Document ID that will be
associated with this document wherever it goes
| | 06:32 | in SharePoint. And from the homepage of,
for example, the Records Center, we can
| | 06:39 | just look up a Document
ID if we want to track it.
| | 06:42 | Now obviously records management is an
area you can spend a great deal of time
| | 06:45 | on and you'll find it with this version
of SharePoint that most of your time is
| | 06:49 | really going to be spent white-boarding
things out and talking about the amount
| | 06:54 | of content types you have, the amount
of libraries that you should have, what
| | 06:57 | the procedures are for routing your
content, but actually allowing it to happen
| | 07:02 | in SharePoint is fairly simple.
| | 07:04 | It's really going to be driven for the
main part from your Content Organizer
| | 07:08 | rules once you have actually
defined your content types properly.
| | 07:12 | There are a few other options you
should get familiar with particularly if you
| | 07:15 | start storing large amounts of content,
and you'll find them under the Records
| | 07:19 | Center Management such as the ability
to do hold records, meaning if there are
| | 07:23 | policies applying to records but we're
undergoing a litigation with them,
| | 07:27 | we want to make sure that nothing
happens to them in this whole process of
| | 07:30 | e-discovery, and generate a file plan
report, about how long things are kept, and
| | 07:34 | generate audit report of general activity.
| | 07:37 | We can also get records into the
Records Center based on workflow.
| | 07:42 | One of the actual available workflow
steps in SharePoint Designer or even in
| | 07:46 | Visio is the ability to send
the document to a Records Center.
| | 07:50 | So you can have documents being sent to
the Records Center either from a custom
| | 07:54 | workflow, or by indeed configuring
one of built-in workflows such as the
| | 07:58 | Disposition Workflow, which is all
about the end of life of a document.
| | 08:01 | That's a very common situation that
perhaps once a document has been existing
| | 08:05 | in a document library but hasn't been
edited for year, you might want to move it
| | 08:09 | to the Records Center.
| | 08:11 | And most of the questions that you
need to ask are really more based on your
| | 08:14 | own organization, your own rules and
regulations that you have to follow but
| | 08:19 | Records Center can be a very powerful
way for managing this kind of content in SharePoint.
| | Collapse this transcript |
| Defining information management policy| 00:00 | Now although SharePoint's document
libraries do keep track of some information
| | 00:05 | about what happens to a document such
as who it was modified by and what date
| | 00:09 | it was last modified,
| | 00:10 | that's usually not enough
for a major corporation.
| | 00:14 | We need a little bit more information than that.
| | 00:16 | You can do that by defining wants
called information management policy, which is
| | 00:21 | a fairly complex phrase for something
that's really not that bad to set up.
| | 00:25 | I can do this on an individual library.
| | 00:27 | I am actually going to go my library
settings and I have got a section here
| | 00:31 | called Information Management Policy
Settings. Clicking that will take us to
| | 00:36 | this page that will tell us a bit of
information about retention, schedule, and
| | 00:41 | content type policies.
| | 00:42 | We really have no policies at all on this.
| | 00:45 | The idea is we can define different
rules on documents or folders or any other
| | 00:50 | content type you would define on this library.
| | 00:51 | I am going to select Document, and
after this, what I really get is an
| | 00:56 | administrative description, a policy
statement and then a series of checkboxes.
| | 01:03 | Retention, Auditing, Barcodes, and
Labels and this is essentially what
| | 01:09 | information management policy is all about
and you can use any, none, or all of these.
| | 01:14 | I would say the most obvious ones are
these two the Retention and Auditing.
| | 01:18 | For example, if I turn on Auditing,
it's going to ask, what you want to audit,
| | 01:22 | opening or downloading documents,
viewing things in list or viewing properties,
| | 01:26 | editing them, checking them out,
moving them, deleting or restoring them?
| | 01:29 | Let's say all of that. Click OK.
| | 01:33 | I now have Information Management
Policy turned on on this library.
| | 01:38 | All documents will be audited;
| | 01:40 | everything that happens to them will be audited.
| | 01:42 | Now I will show you in a moment
where we actually get that information.
| | 01:45 | If I want to go back into that, I click
the word Document again and I am going
| | 01:50 | to Enable Retention.
| | 01:53 | You can add several retention stages,
and to add one here, and we base them
| | 01:58 | based on for example, when this
document was last modified +1 year.
| | 02:05 | Well, what are we going to do?
| | 02:05 | We could move it to the Recycle Bin or
we could permanently delete it, we could
| | 02:09 | transfer it to another location, we
could start a workflow, we could declare it
| | 02:14 | as a record, delete all previous
drafts, all sorts of things here.
| | 02:19 | Let's say I will select Move to Recycle Bin.
| | 02:21 | I am thinking this is a fairly casual
document library, but of course you could
| | 02:25 | move to another location, such as
Record Center, you could start a workflow to
| | 02:29 | do disposition, which is
basically the end of life cycle.
| | 02:32 | Perhaps send an email to point out to
someone, hey this document hasn't been
| | 02:36 | modified in a year, what
do you want to do with it?
| | 02:39 | It's completely up to you.
| | 02:40 | Now what I am going to do up here
is actually add a policy statement.
| | 02:44 | Let's say we want to make sure that
people know that there is an auditing
| | 02:47 | policy on this document.
| | 02:49 | So I am going to put a little phrase in here.
| | 03:04 | And I will show what impact
that has in just a moment.
| | 03:07 | So right now I have Information
Management Policy just defined on this library
| | 03:12 | with Retention and with Auditing.
| | 03:14 | Now obviously we can't really see the
impact of the retention policy right now,
| | 03:19 | but I should be able to see the
impact of the auditing policy.
| | 03:22 | I am going to go back to my Shared
Documents library and I am going to open up a
| | 03:26 | couple of these documents, edit that one
in the browser, make a simple change to it,
| | 03:35 | go back to my document library,
perhaps a view properties of another
| | 03:45 | document, all of which will be
causing audit log events to be recorded.
| | 03:50 | Now the question might be, prove it.
| | 03:52 | How would you actually track what was going on?
| | 03:54 | Well, to actually see the information
about that I am going to go to my Site
| | 03:58 | Actions, Site Settings page and go
down to my Site Collection Administration
| | 04:02 | Settings which has Audit Log Reports.
| | 04:07 | That allows me to run reports on
content modifications, content viewing,
| | 04:11 | deletion, custom reports, expiration
and disposition, policy modifications,
| | 04:16 | all sorts of stuff.
| | 04:17 | So let's see if this has been
tracked. I am going to hit the content
| | 04:20 | modifications, give it a location to save to.
| | 04:26 | I am just going to save it to my Shared
Documents library after this has generated.
| | 04:32 | I can just click OK and go back to my Shared
Documents library where we see the report here.
| | 04:37 | It should be pretty small.
| | 04:39 | But if I just click on it, I am opening
this up in the web version of Excel, the
| | 04:44 | Excel Web app and I have just got
obviously a couple of things here being
| | 04:48 | audited, some information
about what document did I touch.
| | 04:51 | If I want to look at the individual
pieces of it, I even have very specific information.
| | 04:56 | Who is the user, what was the document
library, what time did it occur, what
| | 04:59 | event was it, a copy or an update.
| | 05:01 | So very formalized auditing
information if that's what you are interested in.
| | 05:06 | I am going back to this document library.
I am going to go back into my library
| | 05:12 | settings and back to those
information management policy settings and going
| | 05:16 | back in here we are saying documents in this
location, have that information tracked on it.
| | 05:21 | There are a couple of
other options you can select.
| | 05:23 | These are rarer but can be
done. Barcodes and Labels.
| | 05:28 | Barcodes is really only relevant if
you want to have printed versions of all
| | 05:33 | your documents, where you need to have
something on the printed version that will
| | 05:36 | correlate back to the actual document
in the document library. Of course you
| | 05:41 | still are expecting a barcode reader and
probably some little application to tie
| | 05:46 | the two together, but I can certainly
turn this on. And we could also turn on
| | 05:52 | what I call labels which is not
quite as formalized as barcodes.
| | 05:57 | What a label does and
it's a very interesting idea.
| | 05:59 | It allows you to take some of the
extra metadata that you might have for that
| | 06:04 | document such as a title, such as a
status, or anything else that you may have
| | 06:09 | defined and really inject
it into the document itself.
| | 06:13 | That sounds a little vague,
so I will show you what I mean.
| | 06:15 | I am going to create a Label here that
says "The title of this document is," and
| | 06:22 | I will do a /n to represent
a new line and then I am going to put in
| | 06:27 | the word Title surrounded by curly braces.
| | 06:29 | Now Title is a piece of metadata.
| | 06:32 | I know that is attached to the regular
Document content type, so this should
| | 06:36 | work, I am going to select a font here,
let's just do it in Arial and size of
| | 06:42 | let's say 18 points.
| | 06:45 | I could even hit the Refresh button to do a
little preview of that and that looks fine.
| | 06:51 | It looks like it might be a
little bit too wide for the fonts.
| | 06:54 | So let's shrink that down a little
bit and refresh it. Okay, looks good.
| | 06:58 | So I now have as complete an information
management policy as I could possibly have.
| | 07:03 | I have retention on here, I have
auditing, I havebarcodes are enabled and
| | 07:08 | labels are enabled and think about
that phrase. Enabled, not enforced.
| | 07:12 | I am going to click OK.
| | 07:14 | And next I am going to show you that impact.
| | 07:16 | I am going to go back to my document
library and I am going to find a simple
| | 07:19 | Word document such as this Hiring
Procedures and open that in Microsoft Word.
| | 07:28 | Remember where I added the
audit policy description here?
| | 07:31 | This is what pops up.
| | 07:33 | We will get notified, hey there is
Information Management Policy on this
| | 07:36 | document and whatever I put, there is
an auditing policy active and we track
| | 07:40 | all activities with it. Well okay.
| | 07:42 | I can still use Word the way I would
always do, making changes, but one of the
| | 07:48 | things that I have done because I
enabled barcodes and labels is when I go to my
| | 07:53 | Insert tab, I will see a section over
here that will have Label and typically
| | 07:58 | has Barcodes too. We will see that
being generated in just a moment.
| | 08:01 | I am going to hit the Label entry here,
and it's telling me some information
| | 08:05 | required to complete this label is missing.
| | 08:07 | Okay that makes sense. I will click OK.
| | 08:09 | Why? Because I don't
actually have a title on this.
| | 08:12 | I had not added one to this particular document.
| | 08:23 | I just entered in a title and I hit
Save, and you will see how this label
| | 08:28 | basically is injecting the content there.
| | 08:30 | Now this is clickable but it's not changeable.
| | 08:34 | Now I have done a very simple example
but we could imagine that you could have
| | 08:38 | multiple pieces of data that has been
sent from outside the document, being set
| | 08:42 | by editing properties in SharePoint, and
you can have all that data whenever this
| | 08:46 | document is opened,
printing out on say a cover sheet.
| | 08:49 | I am going to save this and close this down.
| | 08:52 | And go back to this Hiring Procedure and
instead see it from another perspective
| | 08:57 | where I am going to go in and view properties.
| | 09:00 | Notice that we have a title here called
Two Trees Hiring Procedures, we have a
| | 09:04 | label text, and we now actually have a barcode.
| | 09:07 | Now essentially if you turned on
Barcodes, after you have already had this
| | 09:12 | document library full of documents,
you may need to save the document once or
| | 09:16 | make an edit to it before the barcode
is generated, which also means before you
| | 09:20 | can insert the barcode.
| | 09:21 | But what I could I do with this?
| | 09:23 | Well, there is one other perspective.
Let's say I edited those properties
| | 09:26 | directly from within SharePoint,
and change the title to Our New Hiring
| | 09:32 | Procedures, hit Save, then go back
into editing this in Microsoft Word.
| | 09:41 | That label information automatically
updated with the metadata attached to our
| | 09:46 | document, audit policy message showing
up here, and if I wanted to, we should at
| | 09:51 | this point, have on the Insert
ability to do a barcode. 5093200913.
| | 10:01 | I save that. Just to double check that I see
that on Hiring Procedures I view properties.
| | 10:07 | It is that same barcode that ends in 00913.
| | 10:12 | Not everyone is going to need barcodes,
not everyone is going to need labels.
| | 10:16 | in fact note everyone is going to need
the information management policy at all.
| | 10:20 | I have worked with a couple of
companies, title organizations for example that
| | 10:24 | have to have printed copies of
everything, and the barcode feature is very, very
| | 10:28 | useful in correlating documents
back to their electronic versions.
| | 10:31 | But this is the way that we can set
up IM policy on a document library, but
| | 10:37 | interestingly too that's not
the only way you can do it.
| | 10:39 | If, for example, you are making good
use of your own content types, you can go
| | 10:44 | back to your site content type gallery,
find for example a custom content
| | 10:49 | type that you had created, and define your
information management policy settings there.
| | 10:53 | It's all the same options.
| | 10:54 | Retention, Auditing, Barcodes, and Labels.
| | 10:57 | So you can tie information management
policy to a library, you can tie it to a
| | 11:03 | content type and by doing so really
start to impact and add that next level of
| | 11:09 | document management to the
content in your libraries.
| | Collapse this transcript |
|
|
12. SharePoint CommunitiesUsing personal and social features| 00:00 | With every version of SharePoint,
Microsoft has added more and more personal
| | 00:04 | and social features, and by that I mean
they are trying to bring into SharePoint
| | 00:09 | the idea of sites like LinkedIn and
Facebook and Twitter, for connecting people
| | 00:14 | and keeping people updated.
| | 00:16 | You'll basically find all of these
options will be driven from the dropdown menu
| | 00:21 | where your name is and you might find
more or less options based on what your
| | 00:26 | administrator has enabled or disabled.
| | 00:29 | It's an interesting idea, because
you'll actually see several different links.
| | 00:32 | You'll see phrases like My Site, My
Profile, My Settings, and in other contexts
| | 00:37 | you'll see other links.
| | 00:38 | But there are really only three
places they are going to take you to.
| | 00:42 | And I actually prefer the idea of the My
Profile as the one that drives everything.
| | 00:48 | If you're coming from the old
SharePoint 2007 world, you might be used to My
| | 00:52 | Site as being the most important thing,
but I think My Profile in this version
| | 00:56 | of SharePoint really is.
| | 00:58 | So here's the My Profile homepage, which as
you can probably tell I filled out a little bit.
| | 01:03 | Put some information about myself.
Because it detects that I am on looking at
| | 01:08 | myself here, I do get the button
here that says Edit My Profile.
| | 01:12 | It's going to be bringing in some of
this information from your existing user
| | 01:16 | database like Active Directory,
but a lot of the rest you can change.
| | 01:19 | You can put things about yourself.
| | 01:21 | You can upload a picture.
| | 01:22 | You can add some topics that you feel
free to have people ask you about and
| | 01:26 | they can get in touch with you.
| | 01:28 | Contact Information, again,
a lot of this is optional.
| | 01:31 | Details of past projects
that you might have worked on.
| | 01:35 | You can put your birthday down if you
want to do that and that will let other
| | 01:38 | people know when your birthday is.
| | 01:40 | Below that you have a
section called Newsfeed Settings.
| | 01:43 | I'll talk about that in just a second.
| | 01:45 | So I'm not going to change anything.
| | 01:46 | I'm just going to hit Cancel and go back.
| | 01:48 | Now, you'll see several links up at the top.
| | 01:51 | You see My Site is kind of showing up
there as if it's the most important thing,
| | 01:55 | then My Newsfeed and My Content.
| | 01:57 | We're on the My Profile page.
| | 01:59 | I'm going to click on My Newsfeed.
| | 02:01 | Now this was also sometimes known as
the Activity Feed and I actually prefer
| | 02:05 | that name for it, but regardless of
if you call it the Activity Feed or the
| | 02:09 | Newsfeed, this is an automatic page.
| | 02:12 | And what I mean by that is if you're
familiar with using say RSS readers and
| | 02:18 | other newsfeeds, you might think that
you're supposed to manually subscribe to
| | 02:22 | certain pieces of information to
have them show up here and that's not
| | 02:25 | really what happens here.
| | 02:27 | It's actually trying to draw information from
your profile. Flicking back over to my profile,
| | 02:33 | if I say that I want to edit it, then down
towards the bottom I have Newsfeed Settings.
| | 02:38 | What am I interested in, when do I want to be
sent emails, what activities am I following.
| | 02:44 | And by having these all checked, and
they are all checked by default, what it's
| | 02:48 | going to do is find information from my
colleagues, things like documents that
| | 02:53 | they've tagged or anything that
they've changed, their job title has been
| | 02:57 | updated, their manager has changed.
| | 02:59 | Well the question might be well how
does it know who your colleagues are?
| | 03:02 | Again, go back to the profile.
| | 03:04 | If I can click on this Colleagues
section here, it's actually going to detect
| | 03:08 | some of your colleagues based on
information that it's reading from Active
| | 03:12 | Directory or wherever
your user database is stored.
| | 03:15 | Although if you think it's getting
it wrong you could actually click Add
| | 03:18 | Colleagues and manually add
people yourself or even remove people.
| | 03:22 | By reading this information it can even
give you the Organization section which
| | 03:26 | if you have Silverlight, it will
actually show up with this nice clickable
| | 03:30 | interactive little control
that you can play around with.
| | 03:33 | Again, for most people this would go a
lot deeper than just two or three people.
| | 03:37 | But it's your colleagues and your
profile settings that are actually driving
| | 03:41 | what shows up on your newsfeed.
| | 03:44 | These three links at the top are
merely going to take you back to the places
| | 03:48 | that I just showed you.
| | 03:49 | If you click Newsfeed Settings, we go back
to the Newsfeed sections of your profile.
| | 03:54 | You click My Interests.
| | 03:55 | You go back to the My
Interest section of your profile.
| | 03:58 | We click My Colleagues.
| | 03:59 | You go to the Colleagues section of My Profile.
| | 04:01 | This is one of the reasons why I
think that My Profile page is the one that
| | 04:05 | really drives everything that's going on here.
| | 04:07 | This little speech bubble here is
more inline with the Twitter idea.
| | 04:11 | A little quick one line status update.
| | 04:16 | And whenever I put here and change
will actually be considered an activity
| | 04:21 | that would show up in the Activity
Feed of colleagues or anybody who is
| | 04:24 | actually following me.
| | 04:26 | It will also try and read things like
memberships and distribution groups that
| | 04:30 | it thinks you are a member of. At the
moment, it doesn't find any for me.
| | 04:32 | But the whole idea of networking people,
of reading this information, of reading
| | 04:37 | things like the organization chart,
trying to see who it thinks is my dotted
| | 04:41 | line manager and generating this
little browser for me, allows me to connect
| | 04:46 | very quickly to people.
| | 04:47 | I could, for example, click on Gini
Paxon's name and I'll see her version of her
| | 04:52 | profile with her updates.
| | 04:54 | Because it knows I'm not Gini, I don't
get the ability to edit that profile, but
| | 04:58 | I can certainly browse it.
| | 05:00 | But Gini has filled out some of this
information, so she said, you can ask me
| | 05:04 | about SharePoint governance, so I could
click that and put a little question in
| | 05:08 | there and that would count as an activity for her.
| | 05:10 | So this like all social networking
sites becomes more and more useful, the more
| | 05:16 | people start to actually use it,
the more people start to fill it out.
| | 05:20 | And I've noticed that in
installations where I've helped implement their
| | 05:24 | SharePoint features that this has a way of
kind of starting slow and then taking off.
| | 05:28 | It kind of snowballs and reaches critical mass.
| | 05:30 | But if everything is really being
driven from My Profile and My Newsfeed, what
| | 05:35 | about the other links?
| | 05:36 | Well, we also have the My Site link,
which typically and depending how this is
| | 05:40 | configured may even just take you the
same page as your My Newsfeed. There is not
| | 05:44 | actually any different there.
| | 05:45 | However, the one I haven't
clicked on yet is this, My Content.
| | 05:49 | You may or may not see this.
| | 05:51 | This is the closest thing to what was
called the My Site feature in SharePoint 2007.
| | 05:56 | Now if you can click this, the first
time you do it will actually create you a
| | 06:01 | unique site just for yourself.
| | 06:03 | In SharePoint 2007 this
used to be a lot more complex.
| | 06:06 | It was kind of the combined profile
and content and newsfeed, everything all
| | 06:11 | shrunk into one, and now they
have split this up a bit more.
| | 06:14 | Really what we're looking at here
is a SharePoint site with a couple
| | 06:17 | of libraries on it.
| | 06:18 | One to contain some shared
document so that if you want to have certain
| | 06:22 | documents displayed to anyone who can
view your profile, they can see it, and
| | 06:26 | one for personal documents.
| | 06:28 | I wouldn't keep anything very personal
in here. I wouldn't keep personal tax
| | 06:32 | records for example, because these
documents will still be visible to me and
| | 06:36 | administrators on this server, but
they will not be shared with everybody.
| | 06:41 | From this page you could also even
create your own blog and that would
| | 06:45 | actually mean that you would be
creating a completely separate blog site just
| | 06:49 | for your own content.
| | 06:50 | All of this information that you might
start to fill out on your profile and
| | 06:54 | your memberships and your
colleagues, becomes searchable information.
| | 06:59 | The idea, of course, is that it is
like something like a LinkedIn or
| | 07:03 | professional version of Facebook or Twitter.
| | 07:06 | It's designed to help people find other people.
| | 07:09 | So if you need to find who has got
SharePoint experience in your organization,
| | 07:12 | well, you should be able
to search on that phrase.
| | 07:15 | If you're trying to find who has worked
on particular past projects with certain
| | 07:19 | clients, that should be searchable as well.
| | 07:21 | That's the real value of this is
the more the people fill it out,
| | 07:25 | the more useful it becomes.
| | Collapse this transcript |
| Creating a SharePoint blog| 00:00 | One of the remaining SharePoint
site templates is a blog site.
| | 00:05 | If your SharePoint administrator have
enabled it and you have the ability to
| | 00:08 | make a personal site, which you will find
under your My Content link, you will even
| | 00:12 | actually see a suggested place
here if you want to create a blog.
| | 00:16 | This would be a good place to put a
blog if you are just doing it for yourself.
| | 00:20 | You could actually create
a blog site under any site.
| | 00:24 | It's normally available when
you are creating a sub-site.
| | 00:27 | So let's say you are creating a team blog,
you might put it under your team site.
| | 00:31 | This would be a personal one.
| | 00:32 | So I am going to hit Create Blog.
| | 00:34 | It's a bit more of a straightforward
process of creating it here rather than
| | 00:38 | naming it and choosing a
URL. And we have the blog.
| | 00:42 | As you might expect, it's
kind of like using any blog.
| | 00:44 | The whole point of blogs is
they are very, very easy to use.
| | 00:47 | You can click on any one of the headings here.
| | 00:50 | You have got an Edit button.
| | 00:52 | That gives you a little editor.
| | 00:54 | You can add your own categories and
choose from certain categories in there.
| | 00:57 | I am going to just cancel out of that.
| | 01:00 | You have the easy Blog Tools on the
right hand side for creating a post and for
| | 01:05 | managing your posts and managing your comments.
| | 01:08 | It is still a SharePoint site so it's
made out of lists and libraries like any
| | 01:13 | other SharePoint site.
| | 01:14 | There is not a lot of complexity to it.
| | 01:16 | We really just have one library for
photos, a simple list of categories where
| | 01:21 | you can just add your own ones if you
want to, a simple list for comments, a
| | 01:26 | links list and a posts list.
| | 01:30 | Everything else is run
essentially from these few places.
| | 01:34 | What happens is that this content of your
blog also becomes part of your own activity feed.
| | 01:40 | So if people are actually viewing you,
if you have got colleagues, whatever
| | 01:43 | you write here is going to show up if
they are looking for your content and
| | 01:47 | what you've been doing.
| | 01:48 | Blog sites are not something that I
have seen an awful lot in a lot of
| | 01:52 | SharePoint installations.
| | 01:54 | They tend to get used quite
heavily by just a few people.
| | 01:56 | Some of the companies that I've
worked with it did use them heavily were
| | 02:00 | companies that did a lot of consulting
where people did not get to physically
| | 02:04 | have a lot of face-to-face time.
| | 02:06 | So they were updating their own kind of
semi-professional, semi-personal blogs
| | 02:10 | with the work they were
doing at that particular time.
| | 02:13 | It's an easy site to create.
| | 02:15 | It's an easy site to maintain.
| | 02:17 | What you will also find is that the
blog content will actually show up as
| | 02:21 | content in your own profile feed,
meaning it will also show up as activity
| | 02:26 | in anyone who is a colleague or who
is otherwise tracking you within your
| | 02:31 | organization, and really it wouldn't be a blog
if there was a great deal of complexity to it.
| | 02:36 | The whole point of this
thing is very easy to do.
| | 02:39 | You don't see an amazing
amount of rich text editing.
| | 02:42 | It's actually quite simple,
simple to create, simple to edit and
| | 02:46 | straightforward to use.
| | Collapse this transcript |
| Personalizing SharePoint with tags and notes| 00:00 | As you start using more and more
SharePoint sites, you will find it useful to
| | 00:04 | start keeping track of the different
pages, libraries, and lists that you are
| | 00:07 | finding the most useful.
| | 00:09 | Now, of course, you could use the
Favorites or Bookmark section of your browser
| | 00:13 | to do this but that can get
a bit of a pain to maintain.
| | 00:16 | You would like to find an easier way to
do it, a more informal way of doing this.
| | 00:20 | Now, we can do that with Tags & Notes.
| | 00:24 | On just about every page of every
SharePoint site you are going to use, you will
| | 00:27 | see the section under your
name over here on the right.
| | 00:30 | I Like It and Tags & Notes.
| | 00:32 | These are really two sides to the same coin.
| | 00:35 | If I click the button I Like It, what
I am actually doing is adding a tag and
| | 00:39 | see that instantly the
little Tag & Note icon changed.
| | 00:42 | I have got a message that I have
tagged this page with the phrase I Like It.
| | 00:46 | What does that actually mean?
| | 00:47 | Well, you get the choice of tagging or
attaching a word or phrase to any page in
| | 00:53 | any SharePoint site and then
going back to that particular phrase.
| | 00:57 | So the idea, of course, is that you will
use the same phrase perhaps multiple times.
| | 01:01 | You can use any phrase here,
something descriptive like "I like it" or "useful,"
| | 01:07 | but you can also use subject matter phrases,
say I think this site is about SharePoint.
| | 01:12 | As I type, it's going to bring up other
phrases and words that other people have
| | 01:16 | tagged the pages with.
| | 01:17 | I could either select one or just
change a phrase and add it myself and I am
| | 01:21 | going to click Save and close that.
| | 01:24 | So what does this do?
| | 01:24 | Well, obviously, it's not adding
anything to my Favorites in my browser, but I
| | 01:28 | am able to get to that information.
| | 01:30 | I am going to go back to my profile
and I have got a section on the profile
| | 01:33 | called Tags & Notes which is
all about the tags and the notes.
| | 01:37 | We haven't done a note yet.
| | 01:39 | But what we do on those individual pages.
| | 01:41 | When I click here, it will start to show
me, you have just tagged this home page
| | 01:46 | with that phrase SharePoint and useful
and I Like It and here are some other
| | 01:49 | stuff that you have done.
| | 01:51 | Now you can delete some of
the tags from this location.
| | 01:54 | So if I wanted to delete, I don't
like the word useful, I will delete that.
| | 01:58 | I had some earlier ones.
| | 01:59 | I am going to get rid of, but what
you do on those other pages is going to
| | 02:03 | affect this page on your profile.
| | 02:05 | It's going to bring up this tag cloud
where you will see all the phrases that
| | 02:09 | you have used to tag certain content.
| | 02:12 | SharePoint, SharePoint 2003, I Like it,
Annual Report. The bigger the word or
| | 02:17 | phrase is, the more times you have
used that phrase in tagging content.
| | 02:21 | So if I click the SharePoint tag, it
will show me the things that I have done
| | 02:25 | here, but if I click the tag SharePoint
on the right-hand side, it will take me
| | 02:29 | to what's called the tag profile that
will go even more into detail about the
| | 02:33 | content that has been tagged with that phrase.
| | 02:37 | Going back to that section of the profile,
bear in mind that apart from deleting
| | 02:42 | some of the things that you might have
tagged with that particular phrase,
| | 02:46 | the rest of the page is generated by
what you do elsewhere in SharePoint.
| | 02:50 | Now, notice that there is an option here
to add the SharePoint Tags & Notes tool.
| | 02:55 | What this allows you to do is have a
kind of quick entry in your browser
| | 02:59 | toolbar to tag external sites, or not
just sites in SharePoint but external
| | 03:04 | websites as well can be part of this
whole information tagging thing that you do.
| | 03:09 | Now I actually have my Favorites
bar turned off, so I am just going to
| | 03:12 | quickly turn that guy back on and
right-click this link and say Add to
| | 03:17 | Favorites. I am going to continue.
| | 03:20 | I will add it to my Favorites bar
and we have got that entry up there.
| | 03:23 | So let's say I was a little later
on surfing on some public websites.
| | 03:28 | I find this one useful.
| | 03:30 | Now depending on your security
settings of your company and your browser, you
| | 03:34 | might get a message to say that it's
popping something up is that okay. Yes it is.
| | 03:38 | I am going to tag this with the word training.
| | 03:46 | It pulls down a security message.
| | 03:48 | I am going to go back into my profile,
looking at my Tags & Notes and I see that
| | 03:54 | I am starting to tag that with that phrase.
| | 03:56 | Now sometimes the tagging
takes a little while to index.
| | 04:00 | So if you are clicking say a word,
you might immediately find the tags that
| | 04:03 | have been recently done.
| | 04:05 | But of course the idea is this
isn't about things instantly happening.
| | 04:09 | It's about massive amounts of people
adding phrases and words and really
| | 04:13 | starting to take the power of the
crowd into finding useful content.
| | 04:17 | The last thing here is the idea of adding notes.
| | 04:20 | I am going to go back to that
team site that I had already tagged.
| | 04:23 | Clicking on Tags & Notes not only
takes me back to the tags I had put, but I
| | 04:27 | can switch over to the Note Board and
actually add more of a discussion idea.
| | 04:32 | Rather than just a phrase, just say a question.
| | 04:38 | This will count as activity.
| | 04:40 | Other people will see it in my Activity feed.
| | 04:43 | They can decide to join in or not join
in but we are starting to almost create a
| | 04:47 | discussion about the pages
themselves on the pages themselves.
| | 04:51 | Any page that has Tags & Notes will actually
show up with the little hot pink icon there.
| | 04:55 | So you can browse them and see what
other people have done and it shows the
| | 04:59 | recent activities at the bottom of it.
| | 05:02 | Like any of the other personal
features in SharePoint, the real power of
| | 05:06 | this, of course, is not that just you are
tagging something, but other people are adding notes.
| | 05:12 | By changing things in your profile,
you can decide which tags, which notes you
| | 05:17 | are actually interested in, but as an
informal and collaborative way to start
| | 05:21 | building indexes of content,
this is very useful.
| | Collapse this transcript |
|
|
13. SharePoint SearchSearching in SharePoint| 00:00 | Search is built into
SharePoint from top to bottom.
| | 00:03 | SharePoint has a built in search engine
that's very, very good and you'll find a
| | 00:08 | search box on just about every
page in every site in SharePoint.
| | 00:12 | You will typically find it over here
on the right-hand side of the Ribbon.
| | 00:15 | Though do take care if you shifted
your Ribbon into a different mode that
| | 00:19 | may have gone away.
| | 00:20 | But if you go back to your Browse mode
on your Ribbon, you should see it and be
| | 00:24 | able to search through the content of this site.
| | 00:26 | It's common to think that search is
just there in SharePoint and you just take
| | 00:32 | what SharePoint gives you, but
it can go much deeper than that.
| | 00:36 | Search is very customizable.
| | 00:38 | Now some things can only be changed by
your farm administrator, such as what
| | 00:43 | content is being searched and
what file types are being searched.
| | 00:47 | SharePoint can search not only
SharePoint sites, but also search things like
| | 00:51 | external folders on a network drive,
even public websites and Exchange folders.
| | 00:56 | However, those are only changeable by
the farm administrator, but quite a lot
| | 01:01 | can also be configured if you're a site
collection administrator and we're going
| | 01:05 | to explore those things.
| | 01:06 | So what really are the differences?
| | 01:08 | Well, what I've done here is take a
normal team site and do a search for in this
| | 01:13 | case Two Trees and hit Search.
| | 01:15 | We're getting some results back, but notice
up here what I have on this little dropdown.
| | 01:20 | This is what's called the Search Scope and
the scope is the idea of what are we looking at.
| | 01:25 | In this case, it says
we're looking at this site.
| | 01:27 | We are searching only within this site,
and that you'll see as the default
| | 01:32 | behavior on a lot of website
creation. You're searching just this site.
| | 01:36 | Technically what happens here is you're
searching this site and any sub-sites.
| | 01:41 | So if you are at the top-level site
of a site collection, you're searching
| | 01:44 | within the site collection, but
you're not searching across other site
| | 01:48 | collections and that could be a problem.
| | 01:50 | We really want a wider search in a
lot of cases, and this can be changed.
| | 01:55 | This can be configured to be different,
because if you have SharePoint Server,
| | 01:59 | you can actually create
what's called a Search Center site.
| | 02:03 | It's a SharePoint site devoted just to
searching and this can search all sites
| | 02:08 | in all site collections.
| | 02:10 | You take the same phrase, and you're
going to get a lot more results come back.
| | 02:14 | In this case it's got about
200 results instead of 4 or 5.
| | 02:18 | These results are security trimmed,
which means different people searching for
| | 02:22 | the same content will see different
results based on what they're allowed to look at.
| | 02:26 | SharePoint search engine will try never
to give you a link you couldn't click on.
| | 02:30 | So if you don't have permission to see
a list or a document. You won't be able
| | 02:35 | to see those in your search results.
| | 02:37 | In this version of SharePoint, there is
also the ability to quickly filter down
| | 02:41 | some of this content, so filtering
things down by Word documents or by author,
| | 02:47 | allowing you really to pinpoint the
kind of content that you're looking at.
| | 02:50 | Of course, we may sometimes want to
take it even deeper than this and we can,
| | 02:54 | but it's certainly very useful
to have this available quickly.
| | 02:57 | You'll see a couple of icons at the top-
right of the search box, which are quite useful.
| | 03:02 | For example, the rightmost one allows
you to add what's called a Search Provider
| | 03:07 | or Search Connector to your Windows system.
| | 03:10 | What that really means is you're adding
the ability to search inside SharePoint
| | 03:14 | from just your regular Windows machine.
| | 03:16 | So if you open up a Windows Explorer
box and start typing-in something like Two
| | 03:21 | Trees, you'll actually see not only the
results that will be on your own machine
| | 03:25 | but the results directly from SharePoint.
| | 03:27 | So if you do a lot of searching on
Windows, you may find this very useful.
| | 03:30 | There is a couple of other things like
being able to have an RSS feed of that
| | 03:34 | search phrase and even having an Alert
Me button that allows you to be sent an
| | 03:39 | email when the search results
substantially change for that word or phrase.
| | 03:44 | But really the key difference here is
when you have a website created, such as a
| | 03:49 | team site or indeed any other, are you
just accepting what it is that SharePoint
| | 03:54 | gives you which in a lot of cases will
just be just this particular site, or do
| | 03:58 | you want to create your own search site,
what's called a Search Center, and then
| | 04:03 | connect your other sites to it? Which
for a typical large organization is the
| | 04:08 | way that you want to do it.
| | 04:09 | Now you may already have a Search
Center site that's been created by your
| | 04:14 | farm administrator.
| | 04:15 | In which case you may need to know
how to connect other sites to this.
| | 04:20 | Or if you don't have one, you can
create this Search Center yourself.
| | 04:23 | It's just another SharePoint site.
| | Collapse this transcript |
| Creating a Search Center| 00:00 | If you want to improve the search
experience in your SharePoint sites, you do
| | 00:04 | have a couple of different options and
one of them first is making sure that you
| | 00:08 | have a dedicated site for searching.
| | 00:11 | You may already have one, so certainly
ask your administrator if you don't know
| | 00:16 | whether you've got a Search Center or not.
| | 00:18 | But if you know that you
don't know, you could create one.
| | 00:20 | Just to show you where that options
is, I am going to create a new site.
| | 00:24 | Go to my New Site window. I am looking
of course at the Silverlight version and
| | 00:27 | I am going to filter the available
sites down by the type of search.
| | 00:31 | Now if all of you have a SharePoint
Foundation, well you are not really going to
| | 00:35 | see anything here, because you are
going to be limited to the search that only
| | 00:39 | allows you to search within
a particular site collection.
| | 00:43 | If you have SharePoint Server, you'll
have the ability to create what's called a
| | 00:47 | Basic Search Center.
| | 00:48 | This is a site dedicated to search that
has the capability of searching across
| | 00:53 | all site collections and the good
benefit is you can connect all your regular
| | 00:58 | sites to this one to see
results from all site collections.
| | 01:02 | If you have the SharePoint Enterprise
Edition, you'll also have the ability to
| | 01:05 | add what's called an Enterprise Search
Center, which adds even more capabilities,
| | 01:10 | particularly the ability
to search through people.
| | 01:13 | And the one I'm not going to cover is
what's called the FAST Search Center.
| | 01:17 | This is only really relevant if your
administrators have also purchased and
| | 01:22 | installed Microsoft's FAST search engine,
which is based on a Norwegian company
| | 01:28 | that they acquired a few years ago.
| | 01:30 | This is intended to be a very, very
enterprise-level search engine for large
| | 01:34 | organizations with massive amounts of content.
| | 01:37 | Now if you have the FAST search engine,
I would suggest that you've probably
| | 01:41 | already got a FAST Search Center created.
| | 01:44 | So talk to your administrator about that.
| | 01:46 | I am going to create a Basic Search Center here.
| | 01:49 | Now this can be created as a sub-site,
which is fine, but also obviously created
| | 01:54 | as the top-level site in a new site
collection, and really the choice there is
| | 01:58 | where do you want this
search center to be available.
| | 02:01 | If I just wanted to create a search
center for a few people and they were
| | 02:06 | the same people as on my team site,
well I could create it as a sub-site and
| | 02:09 | that would be fine.
| | 02:10 | If I wanted to make this Search
Center available to everybody in the
| | 02:13 | organization, I'm probably going to
get it created as the top-level site in a
| | 02:18 | new site collection just so
applying security is easier.
| | 02:22 | Nevertheless I am going to create this
one here just to show what this looks like.
| | 02:27 | This is the homepage of a Basic Search Center.
| | 02:29 | it's really not very impressive but
it's still obviously a SharePoint site.
| | 02:34 | If I go to my Site Actions menu, I can
still see it's made all lists and libraries.
| | 02:40 | Well, really not a lot.
| | 02:41 | We have got two lists here.
| | 02:43 | The site is very, very simple.
| | 02:45 | If I click Back, I am going to go in
here and search two trees, and I can see
| | 02:51 | immediately what I am getting here
is the results across multiple sites.
| | 02:57 | site/central, site/wiki, site/operations.
| | 03:02 | So it is a basic search engine and I will
show ways of customizing this a little
| | 03:06 | bit more at least allows us to have
that farm wide search quite easily.
| | 03:11 | The problem is it's a
little bit standalone right now.
| | 03:15 | It's just there by itself. You'd have
to know what's here in order to be able
| | 03:18 | to use it, and if I was intending to
create a search center to be used by a lot
| | 03:23 | of different sites, I would create one as
the top-level site in a new site collection.
| | 03:27 | And in fact that's what I have over here.
| | 03:29 | I have a different site collection
created @ldcsharepoint.com/site/search and
| | 03:35 | what I have put here is the Enterprise
Search Center, which doesn't look all
| | 03:40 | that different from the Basic Search Center.
| | 03:42 | If I switch between them, the obvious
difference here is I have got a little
| | 03:46 | tabs, All Sites search and People search.
| | 03:49 | So in here, I could search for say the
word SharePoint across all sites, get
| | 03:54 | about 58 results, switch to the People
search and see the people who had that
| | 03:59 | phrase in their profiles.
| | 04:02 | So for example, I can see Gini is
here because she has it listed in past
| | 04:06 | projects and listed in Ask Me About.
| | 04:09 | I have in my About Me or Ask Me About
showing up in bold where this is finding
| | 04:13 | these results relevant.
| | 04:15 | As a side note, you can also find
People search if it's been configured
| | 04:19 | correctly from your profile here.
| | 04:21 | There is a little Find People box.
| | 04:23 | But the real question here is okay
we've got a site dedicated to search.
| | 04:29 | How do my users know that it's there?
| | 04:31 | Well, the answer is they really don't.
| | 04:34 | You're going to have to do it so
you can connect one to the other.
| | 04:37 | What do I mean by that?
| | 04:38 | Well, let's go back to my team
site that I have been using all along.
| | 04:43 | This is the one where right now, if I
search something here, I just get four
| | 04:49 | results, because it's
searching inside this site.
| | 04:51 | I would like this search box instead of
searching just locally, I'd like it to
| | 04:56 | connect and pass through that query to
my Enterprise Search Center, so that I am
| | 05:01 | searching all sites and I can do that.
| | 05:04 | I'm going to go to the Site Actions >
Site Settings of this site. Now I'm at the
| | 05:08 | top-level site which is where I want
to be because I need to go to my Site
| | 05:12 | Collection Administration, because in
there for every site collection you have
| | 05:17 | Search Settings and this is the way
that you can connect a site collection to
| | 05:23 | use a different search center.
| | 05:24 | Now, the way they phrase it
is a little bit unusual here.
| | 05:27 | They say Enable custom scopes
or do not use custom scopes.
| | 05:31 | We're actually going to see how to
create a custom scope, but that's not what I
| | 05:35 | am not interested in right now.
| | 05:36 | The way that I connect to another
Search Center is by checking this Enable
| | 05:41 | custom scopes and it's kind of
hinting to me while you have to give it the
| | 05:45 | address of the other Search Center.
| | 05:48 | So I am going to do that.
| | 05:49 | I am going to just go to my other Search
Center, grab the address of it, and paste it in.
| | 05:56 | It's actually looking for the address
of the site/pages, so I am going to leave
| | 06:00 | these /pages in there.
| | 06:02 | I have got a couple of choices
here saying "Do you want to show the
| | 06:08 | scopes dropdown?"
| | 06:11 | I'm going to say yes, because we'll
see what the obvious difference will be
| | 06:14 | shortly with that, and click OK.
| | 06:18 | Go back to the homepage of my
team site and refresh the page.
| | 06:23 | Now by refreshing the page, this is
what I get by my scopes dropdown, meaning
| | 06:28 | change what it is I'm searching,
change what it is that I'm looking at.
| | 06:33 | The widest scope is always going to be
all sites, search everything, but I can
| | 06:38 | reduce my scope by saying well no, I
just want to search this site or I just
| | 06:42 | want to search people.
| | 06:43 | Now, we'll also see a little later how
we can change it so if I wanted to say
| | 06:48 | just search recently created documents,
just search documents made by Bob, just
| | 06:54 | search documents with a
status of open, we can do that too.
| | 06:58 | But I am now going to search on two trees,
hit Enter, and I'm getting the 200 results back.
| | 07:06 | It's sending my query through to that
Search Center and I can click Back and
| | 07:12 | just go back to my team site.
| | 07:14 | Now there is nothing that's actually
stopping you from creating multiple search
| | 07:18 | centers. You can quite happily do that.
| | 07:21 | Search Centers can be created as sub-sites.
| | 07:24 | So you can create as many as you find useful.
| | 07:27 | One of the benefits of them existing as their
own sites is they can actually be customized.
| | 07:35 | Whether I'm looking at the homepage,
which just looks like this or the results
| | 07:39 | page, these are created of Web Parts.
| | 07:43 | These pages are editable.
| | 07:45 | And as we go forward, we'll show a
couple of places where we can start to inject
| | 07:49 | a bit more information
that we might find useful.
| | 07:51 | And that's the real power
of creating Search Centers.
| | 07:53 | They are SharePoint sites.
| | 07:55 | We know how to customize SharePoint
sites, we can customize these Search
| | 07:59 | Centers, we can use these Search
Centers from all across our SharePoint farm.
| | Collapse this transcript |
| Customizing Search with keywords| 00:00 | In just a couple of minutes, you can
actually start making your search engine
| | 00:04 | more useful for the people who are using it.
| | 00:06 | Let's say, for example, that people are
searching for the phrase "training," and
| | 00:12 | they're getting some results when they
search for this phrase, but they're not
| | 00:15 | getting anything useful.
| | 00:16 | We're getting generic content here to
documents and presentations and other sites.
| | 00:22 | What we can do is have the ability to
inject, you can almost think of them as
| | 00:27 | like sponsored links, recommended
links that people can go to if they're
| | 00:31 | searching on a particular word or phrase.
| | 00:33 | So, right now we're getting a document
come back here that doesn't seem to have
| | 00:37 | anything to do with what we're looking for.
| | 00:39 | I'm going to go back to my homepage and
go to my Site Actions > Site Settings menu.
| | 00:45 | To change anything to do with search,
you need to be a site collection
| | 00:48 | administrator and you need
to be at the top-level site.
| | 00:51 | If you're there, you will see a
section called Search keywords.
| | 00:56 | The idea of a keyword is first you add a
word or a phrase that people are looking for.
| | 01:02 | So, let me add a keyword here and I'm
going to use the phrase or word training,
| | 01:07 | and I can put some synonyms here
separated by semicolons. Maybe they're looking
| | 01:11 | for education, online
training, online education.
| | 01:20 | I'll give them those synonyms.
| | 01:22 | They'll all behave the same way.
| | 01:23 | The keyword is what is the
phrase they're searching for.
| | 01:27 | The best bet, which goes hand in hand
with the keywords, is what is the link
| | 01:31 | that we are going to suggest
if they search for that keyword.
| | 01:35 | So, I'm going to add a best bet.
| | 01:37 | Now the URL and the title are mandatory here.
| | 01:41 | The URL could be internal into SharePoint.
| | 01:44 | It could be straight to
the address of a document.
| | 01:47 | It could be to the address of
the homepage of a SharePoint site.
| | 01:51 | It could be to anything that's an
accessible URL, or it could be even to an
| | 01:55 | external site. Let's say I'm going to
put in the address for lynda.com, and a
| | 02:03 | little description on the best bet.
| | 02:06 | You can actually have multiple best bets
if you wanted to suggest two or three links.
| | 02:11 | Below that, we can put a bit
more information about the keyword.
| | 02:15 | This will also appear when
they search for that phrase.
| | 02:18 | Just to show you the difference between
the description we put for the best bet
| | 02:21 | and the description we put for the
keyword, I'm just going to put in "here is
| | 02:26 | the description for the keyword," and
you'll see the impact that this has.
| | 02:31 | We can name a contact.
| | 02:33 | So, for example, if we only think that
this word or phrase is going to be viable
| | 02:37 | for a certain limited period of time, one
example might be if you're doing product
| | 02:42 | launches you might only want this
particular phrase to be useful for the first
| | 02:46 | few weeks, and to be
launched on a particular date.
| | 02:49 | I'm going to leave all of these things
blank because I don't believe they're
| | 02:52 | important for this situation. Click OK.
| | 02:55 | We now have a keyword and a
best bet defined. Well, so what?
| | 02:58 | Well, what that means is anybody
searching on that phrase is now going to
| | 03:04 | get these results back.
| | 03:06 | This is the best bet showing up as the
clickable link for the online training
| | 03:11 | with the best bet description.
| | 03:13 | If you wanted, this would
be the keyword description.
| | 03:16 | So, it's a way of injecting recommended
links before the natural results of the
| | 03:21 | search engine will come back, something
you can do in a couple of minutes that
| | 03:26 | can be very useful for people to find
the content that they're looking for.
| | Collapse this transcript |
| Customizing Search with scopes| 00:00 | Another way that you can help
people find what they're looking for in
| | 00:03 | SharePoint that really only takes a few
minutes is by defining what's called a
| | 00:07 | custom search scope.
| | 00:08 | The search scope is the idea of what
amount of the indexed search results are we
| | 00:14 | actually looking at.
| | 00:15 | And even if you don't have the dropdown
search scope box, you're always using a scope.
| | 00:20 | A lot of the times it's the All Sites
scope, which really means everything in
| | 00:24 | the search index or as much as
we're allowed to see of it anyway.
| | 00:28 | But searching just people is a scope,
searching just a particular site is a scope.
| | 00:33 | So you can reduce what it is you're
looking at by a type of document or by a
| | 00:38 | location of the document.
| | 00:39 | Maybe I want to just search
documents created in the last 30 days and I'd
| | 00:43 | like that as a scope.
| | 00:45 | Maybe, I'd like to just search
spreadsheets, maybe I'd like to just search
| | 00:49 | things created by Bob.
| | 00:50 | All of these things can be defined as
custom scopes and made available in the
| | 00:55 | search dropdown, so we can change
our scope from search to search.
| | 00:59 | Now, scopes are defined at the site
collection level, so I'm going to go to the
| | 01:03 | Site Settings of my top-level site and
in the Site Collection Administration
| | 01:07 | section, I'll find Search scopes, which
right now has my All Sites and People.
| | 01:13 | The other one, which is just This Site,
is always just kind of generated on the
| | 01:17 | fly, you can't really change that.
| | 01:19 | So I'm going to make a new scope, so
let's call this one Only Spreadsheets.
| | 01:24 | I could give it a description.
| | 01:25 | Just search xls and xlsx files.
| | 01:29 | I'd like this to show up in the
Search dropdown and yes on the Advanced
| | 01:33 | Search page as well.
| | 01:34 | Then it's asking me, do I want to use
the default Search Results Page and I'm
| | 01:37 | going to say yes, probably, because I
certainly haven't created another page for
| | 01:41 | searching just this content, so I'll click OK.
| | 01:43 | Of course, it doesn't know what I
want to do right now. I have to add some
| | 01:48 | rules to the Scope to tell SharePoint
what does it mean to be in this reduced
| | 01:53 | set of information.
| | 01:54 | And it's going to ask, the kind of
rules that we can say are is it based on a
| | 01:59 | particular address, do I want to only
search a particular site, like only search
| | 02:03 | the Record Center, only
search the Document Center.
| | 02:06 | Or I could base it on a property query,
such as the author, or the filename.
| | 02:11 | Well I'm going to base it on the FileExtension.
| | 02:13 | I'm going to say I want to add a rule
that says the file extension has to be xls
| | 02:18 | and I want to include
anything that's an xls in the scope.
| | 02:23 | Although I'm going to add another
rule here. I'm going to go back into Only
| | 02:26 | Spreadsheets and add a new rule that
also says yes a property query, the
| | 02:32 | FileExtension could also be
xlsx, and include that too.
| | 02:37 | So it's now saying these are my scope
settings, Only Spreadsheets. It's a new scope.
| | 02:41 | It will be ready after the next
update, which starts in six minutes.
| | 02:46 | I'm going to go back to my Site
Settings page and just look at my general
| | 02:50 | search scopes page, which will give me the
higher-level view we're down to five minutes here.
| | 02:54 | That's because there's a background job
that runs on the SharePoint server that
| | 02:58 | doesn't run all the time.
| | 02:59 | It's going to look at the scopes
every 15 minutes or so and make sure
| | 03:03 | that they're up to date.
| | 03:04 | Now there's one thing you should
really know about creating scopes.
| | 03:08 | They are easy to make, but scopes
exist at the site collection level, or
| | 03:12 | certainly the way I've shown you here.
| | 03:14 | So I've defined this scope at this
site collection where my team site is,
| | 03:20 | so it's going to appear in the dropdown
box once it has compiled for that first time.
| | 03:25 | However, right now I'm
unfortunately jumping across to a different site
| | 03:29 | collection to use that scope.
| | 03:32 | And you can do that but you need to
make sure that the scopes exist with the
| | 03:36 | same name and the same
descriptions in both site collections.
| | 03:39 | Alternatively, scopes can be created by
your farm administrator and created in
| | 03:45 | SharePoint central administration and
then made available to multiple site
| | 03:50 | collection, so you can just
choose which one is that you use.
| | 03:53 | So this is going to be up to you, but
know that your scope definitions, although
| | 03:56 | they're easy to create, will be
created by you at the site collection level.
| | 04:00 | I'm going to go back into my Site
Settings here and just take a look at how my
| | 04:04 | scopes are going on.
| | 04:05 | It's got four minutes to go, so I'm
going to take this opportunity and just jump
| | 04:10 | over to the other site collection and
define the scope with the same name and
| | 04:14 | the same details over there.
| | 04:16 | Once that background job has run, we're
ready to go. I can see that this scope
| | 04:21 | is now counted as ready. I should be
able to go back to the homepage of this
| | 04:24 | site, I'm going to make sure to
refresh the page and then hopefully, we will
| | 04:29 | have this Only Spreadsheets scope in
our dropdown box here, and I can search on
| | 04:34 | the phrase like, let's say Monthly, hit
Enter and I'm getting back five results
| | 04:39 | and they are only Excel
spreadsheets in this case.
| | 04:42 | So this is how we define the scope.
| | 04:44 | Again, because I'm using two different
site collections to both handle my query
| | 04:49 | or where I put my query in and where the
results come from, I did have to define it twice.
| | 04:54 | If you are doing that a lot, you may
want to get your farm administrator to
| | 04:57 | define it at the farm level and just
then use it across your site collections.
| | 05:01 | But scopes are quite quick to set up
and particularly when you start getting
| | 05:05 | lots of information, thousands of files,
you'll find it very useful to be able
| | 05:10 | to filter that information down.
| | 05:12 | Of course, your users can filter
further down by the result type and the
| | 05:16 | set and the author, but if you want
to be a bit more explicit about it,
| | 05:20 | create a custom scope.
| | Collapse this transcript |
|
|
14. SharePoint Business IntelligenceUsing Excel Services| 00:00 | Excel Services is a feature of
SharePoint Enterprise and it's all about getting
| | 00:05 | workbooks to be viewed in a browser.
| | 00:08 | Now you might be thinking, "well, hang on
a second, haven't we done this already?"
| | 00:12 | I mean after all, very early on, we
talked about the idea of going into a
| | 00:16 | document library and being able to
select a document like an Excel workbook, and
| | 00:21 | click View in Browser or Edit in Browser.
| | 00:24 | Well, here what we've been using is the
Microsoft Excel Web application, part
| | 00:28 | of the Office Web Apps, which
is an add-on for SharePoint.
| | 00:32 | This is as much as possible trying
to replicate Excel in the browser.
| | 00:37 | So we can even edit an Excel document,
see the whole thing, make a change to it,
| | 00:42 | save it back into that document library.
| | 00:45 | That is the Excel Web application, and
that's very, very different from Excel Services.
| | 00:51 | Excel Services is more of a
business intelligence feature.
| | 00:56 | It's not about having multiple people save
and edit a workbook in a document library.
| | 01:01 | We can already do that.
| | 01:03 | We don't need SharePoint
Server Enterprise Edition for that.
| | 01:06 | Well, what is it then?
| | 01:07 | Well, it is about taking complex
large workbooks with massive amounts of
| | 01:13 | information and choosing to make parts of
them available for other people to see.
| | 01:18 | Excel Services is about publishing
your content, your Excel workbooks.
| | 01:24 | Not about collaborating on it. For
example, I'm looking at a sample workbook.
| | 01:29 | It's got a lot of sale information.
| | 01:31 | It has got some charts in it.
| | 01:33 | It has got some item information,
historic prices, there is even sheets full
| | 01:37 | off salary information, which you certainly
don't want to be sharing across the entire company.
| | 01:43 | Now these kinds of workbooks are very,
very common, they are the people who work
| | 01:48 | in your C-level positions.
| | 01:49 | the people who work in working with the
numbers often have workbooks that they
| | 01:54 | consider to be one version of the truth.
| | 01:57 | These are the authoritative documents
that describe how exactly is the company
| | 02:01 | doing at any particular point in time.
But they can't just make this available
| | 02:06 | for everybody to see. Things like
salary information are very much
| | 02:10 | confidential pieces.
| | 02:11 | We don't want to share that.
| | 02:13 | So oftentimes, you'll hear about
people having to work with this spreadsheet
| | 02:17 | and then save off multiple versions of
it and trying to extract out all the
| | 02:22 | confidential information every week, so
that doesn't get seen by the wrong people.
| | 02:25 | Well, this is what Excel
Services is designed to take care of.
| | 02:29 | So right now, this workbook is
actually just sitting on my desktop and I have
| | 02:34 | several sheets to the workbook.
| | 02:35 | I have some named charts, I have got
Chart 1 and Chart 2, I have got some
| | 02:41 | named tables, and in fact in this
section too I actually have the total
| | 02:45 | salary is named at $609,000 called Salary Total,
but I don't want to share the other information.
| | 02:52 | So what can I do?
| | 02:53 | Well over here in my team site, though
it doesn't have to be in the team site,
| | 02:56 | I created a document library called
Confidential and I'm hoping to put that
| | 03:02 | workbook in this library. I could even
put separate permissions on this library,
| | 03:06 | so very few people get to read it, but
I still want to be able to share some
| | 03:11 | parts of that workbook and here is how I do it.
| | 03:14 | I'm going to take the address of that
library, because I haven't yet used it,
| | 03:18 | go over to Excel, and from my File menu, I'm going
to go to Save and Send and Save into SharePoint.
| | 03:25 | It isn't one of my existing
locations right now, so I am going to click
| | 03:28 | Browse for a location.
| | 03:30 | But before I save it, I'm going to select
this button up here that says Publish Options.
| | 03:35 | Select which workbook
items to publish to the web.
| | 03:38 | What it allows me to do is select
either the entire workbook and publish
| | 03:43 | everything, all sheets, perhaps select
only certain sheets, don't do all sheets,
| | 03:47 | but I will share sales
information, and item information.
| | 03:50 | I could do it that way or I
could go for items in the workbook.
| | 03:54 | I could say that yes, I
want to share all charts.
| | 03:57 | That's okay, because
that's calculated information.
| | 03:59 | I'm going to leave the PivotTables behind.
| | 04:01 | I'm going to share Table 2 and 3, and then I
also want to share Salary Total. Click OK.
| | 04:09 | I'm going to click Save.
| | 04:11 | Right now, I am just trying to save
it to my Shared Documents library.
| | 04:14 | I am not going to put it there, so I
am going to type in the address of the
| | 04:17 | Confidential library.
| | 04:18 | Again if I hadn't clicked the option
on the previous page, I can also click
| | 04:22 | Publish Options here to select the
same information, and click Save.
| | 04:27 | Now, what it's going to do by default
is actually just jump to the Excel Web
| | 04:32 | application, but notice how it's
not jumping to a full view of that.
| | 04:37 | In fact what it's showing me is just one of
the things I've said it's allowed to show me.
| | 04:42 | Over here, I've got a View now, saying
the only things that I can view in the
| | 04:47 | Excel Web application are Chart 1,
Chart 2, Salary Total, Table 2, which has a
| | 04:52 | lot of stuff, and Table 3.
| | 04:54 | So, I've already put a lot of control
over this because I am not sharing that
| | 04:59 | confidential salary information.
| | 05:00 | However because I have the right
permissions, I can still use this document
| | 05:04 | library as the location to store that actual
Excel workbook and I could edit that in Excel.
| | 05:10 | So I have one version of the truth, if you will.
| | 05:12 | This is my master document. I keep it
this way, but I can allow other people to
| | 05:17 | see certain parts of it.
| | 05:19 | Now one of the most common ways that
you're going to allow people to see parts
| | 05:23 | of it is you can add Web Parts to your pages
that display just sections of that workbook.
| | 05:29 | So for example, I'm going to switch
into the Edit mode on this page. I am going
| | 05:34 | to go over to Insert and insert a new Web Part.
| | 05:37 | The place that you're looking for is
under Business Data because there's an
| | 05:41 | Excel Web Access Web Part.
| | 05:44 | So instead of having to look at the
entire thing and take over the screen with
| | 05:49 | just Excel, we can inject a
little piece of it just into our pages.
| | 05:53 | I am going to click Add, and right
now of course it has no idea what it's
| | 05:57 | meant to be showing.
| | 05:58 | So, it's says well to display a
workbook, you must first select the workbook,
| | 06:01 | and the way that you do that is
click here to open the Tool pane.
| | 06:05 | The Tool pane is essentially a
Settings panel on the right-hand side of the page,
| | 06:09 | which is going to ask for a
few things, and most importantly what
| | 06:13 | workbook are you try to show.
| | 06:15 | I have got a little ellipsis button,
where I can now go over to my Confidential
| | 06:20 | document library and select that sample
workbook, click OK, and now it's going to
| | 06:25 | say do you want to show the whole thing,
do you want to show a named item, and I
| | 06:29 | could even do something.
| | 06:30 | I could give it say the name
of a chart, such as Chart 1.
| | 06:34 | I could give it the name of a
named region, such as Salary Total.
| | 06:37 | There is a series of options over here.
Do you want to generate Web Part title?
| | 06:42 | Do I want to give people the ability
to open in Excel or download a copy?
| | 06:47 | I am going to say No.
| | 06:48 | If this Excel workbook was drawing
information from background data sources
| | 06:53 | like SQL Server Analysis Services, you would
enough have an option to refresh a connection.
| | 06:59 | I am going to say I don't need that either.
| | 07:01 | This option here, the Named Item In Drop-
Down List, would give me as you might
| | 07:05 | expect a drop-down list of all
the named items, I'm allowed to see.
| | 07:09 | I am just actually going to leave
that because I don't want to do that.
| | 07:11 | I am going to just leave the
rest as default and click OK.
| | 07:14 | Now, it's a little boring at
this particular point here.
| | 07:19 | I am just going to save my changes,
because the Web Part itself is actually
| | 07:23 | trying to take up a little more space
than it needs to, but I have that piece of
| | 07:27 | information showing up and do
notice this does not allow data entry.
| | 07:32 | Again, Excel Services is not
about collaborating on this content.
| | 07:37 | It's about publishing this content.
| | 07:39 | If I want to just collaborate on this
content, I can already do that. I just go
| | 07:42 | to the document library.
| | 07:44 | I could go back and edit this Web Part,
change some of the settings again, for
| | 07:48 | example in the Appearance Settings,
I could say this does not needs to have a
| | 07:57 | fixed height. Click OK.
| | 07:58 | If I want to edit the settings of these,
I can go back into editing this Web Part.
| | 08:05 | I could say, for example, that I don't
want a toolbar there because I don't
| | 08:09 | believe it's necessary.
| | 08:11 | I don't need to autogenerate Web
Part titles and Web Part URLs and
| | 08:15 | calculate workbook commands.
| | 08:16 | In fact I can uncheck a lot of this stuff.
| | 08:19 | You will find a lot of settings for
the Excel Web Access Web Part, and it is
| | 08:22 | one of the more complex Web Parts
there is. I could perhaps change the title
| | 08:26 | here to Total Salary.
| | 08:30 | I'm going to give the Web Part a
fixed height of 60 pixels and click OK.
| | 08:36 | As you see it's quite easy to start
changing this information, make it a bit
| | 08:40 | more useful, but what you're really
able to do with Excel Services is take that data,
| | 08:45 | and a lot of companies have
massive amounts of data stored in Excel, and
| | 08:49 | make it really worthwhile inside
SharePoint, without sharing all that
| | 08:54 | confidential information with everybody.
| | 08:56 | Now, there are certain things that will not
work completely if you move it into SharePoint.
| | 09:02 | If your workbook for example, has
things like ActiveX controls, references to
| | 09:11 | other external spreadsheets, things
like data validation, embedded pictures and
| | 09:16 | clip art, and things like
the old-school VBA macros.
| | 09:19 | You will find that some of
that content will not work.
| | 09:22 | So oftentimes if you been working
with a workbook for several years, your
| | 09:27 | workbook might need a little
customizing before publishing to Excel Services.
| | 09:32 | Now the example that I showed which was
very straightforward, was using this on
| | 09:37 | a team site and although, you can use
Excel Services on a team site, the more
| | 09:42 | typical use for Excel Services is on
larger scale websites and in fact there are
| | 09:48 | websites specifically designed for
using Excel Services on such as the Business
| | 09:52 | Intelligence Center but there is
nothing to stop you using it on any site that
| | 09:57 | you see fit and being able to use
Excel workbooks as real first-class data
| | 10:03 | sources within SharePoint as a
feature that many over your say C-level
| | 10:08 | executives and financial people
are going to find very useful indeed.
| | Collapse this transcript |
| Creating a Business Intelligence Center| 00:00 | There's a new site template called
the Business Intelligence Center.
| | 00:03 | This only available in SharePoint 2010
Enterprise and only as a top-level site
| | 00:09 | in a new site collection.
| | 00:10 | So I'm going to create one here.
| | 00:13 | I'm in SharePoint Central Administration,
which is the only place I can create it,
| | 00:18 | so you may have to get your
administrator to do this for you.
| | 00:21 | It's available under the Enterprise
tab as the Business Intelligence Center.
| | 00:26 | I'll just give it the name of sites/business.
| | 00:27 | It doesn't matter what you call it of course.
| | 00:31 | It is a normal SharePoint site so
it's made of a collection of lists and
| | 00:35 | libraries, but it's very, very
different in intention from typical SharePoint
| | 00:40 | sites like team sites,
Document Workspaces, and so on.
| | 00:44 | This site is about understanding your
data, not about collaborating on it.
| | 00:50 | It's the site your CEO, your CFO,
your business analysts want, the one that
| | 00:56 | allows them to scan the thousand
different pieces of information that are
| | 01:00 | changing all the time.
| | 01:02 | It's a way of getting insight on what's
happening in your organization right now.
| | 01:07 | Now there's nothing that would stop you
building your own site to do this, but
| | 01:11 | this is the SharePoint-suggested
starting point and it's a very impressive site
| | 01:17 | with a lot of new features
that we haven't seen before.
| | 01:20 | You'll quickly see that a lot
of it seems to be very visual.
| | 01:23 | It's about charts, it's about
graphics, and that's absolutely the case.
| | 01:27 | And really there are three primary
pieces to this and they kind of go in
| | 01:32 | order of complexity.
| | 01:34 | At the simplest level, you could use
the Business Intelligence Center to create
| | 01:37 | what are called status indicators and
Chart Web Parts, ways of getting quick
| | 01:43 | visual information of dozens
or hundreds of data points.
| | 01:48 | Going a step more advanced than that,
we could actually start getting into Excel
| | 01:52 | Services, as we've already seen
something that allows you to consume and have
| | 01:57 | basic interaction with
information stored in Excel workbooks.
| | 02:02 | And the most advanced part of this
site is using a new feature called
| | 02:07 | PerformancePoint Services, and this
allows you to generate what are called
| | 02:11 | dashboards and scorecards, effectively
reports and web pages showing up to
| | 02:17 | the moment information.
| | 02:18 | These can bring together
information from SharePoint lists, from Excel
| | 02:21 | workbooks, from SQL Server databases and
Visio charts, and merging it all together.
| | 02:27 | And that's what it's all about
here, bringing it all together.
| | 02:31 | So it's in front of you.
| | 02:32 | All your data is available, you know
what's going on, you can make decisions.
| | 02:36 | As you can see the Business
Intelligence Center is a very visual site.
| | 02:40 | As you mouse over these different sections
they will give you a couple of starting
| | 02:44 | points, ways of starting with status
indicators, ways of starting with Excel
| | 02:48 | Services, ways of
starting with PerformancePoint.
| | 02:51 | But Business Intelligence
shouldn't be underestimated.
| | 02:54 | While it is a very specific need, it's a
huge and complex area of SharePoint and
| | 02:59 | one you could spend many
months exploring and learning.
| | 03:03 | So let's get started.
| | Collapse this transcript |
| Using PerformancePoint Services| 00:00 | Perhaps the most significant addition
that there has been to this 2010 version
| | 00:05 | of SharePoint is the addition of
PerformancePoint Services, which you typically
| | 00:09 | get to by creating a
Business Intelligence Center.
| | 00:13 | On the Business Intelligence Center, if
you go to the Create Dashboards section,
| | 00:17 | you will see a link to Start
using PerformancePoint Services.
| | 00:21 | Now PerformancePoint used to be a
completely separate product from SharePoint.
| | 00:26 | It had both a server-side product and
a Windows application for designing what
| | 00:31 | it called Dashboards.
| | 00:32 | This is what we are trying to do
in SharePoint now and Microsoft made
| | 00:36 | PerformancePoint part of SharePoint 2010.
| | 00:38 | It's a very significant product and
it really will feel to you like you are
| | 00:43 | learning a completely different product.
| | 00:45 | Now PerformancePoint used to have
its Windows application for designing
| | 00:50 | dashboards, and in fact, that's still
the case with this version of SharePoint.
| | 00:54 | When I create the Business
Intelligence Center and then I go to this page
| | 00:58 | for the first time,
| | 00:59 | it says I want to use PerformancePoint,
| | 01:01 | I have got a button here that
says Run Dashboard Designer.
| | 01:05 | Clicking that button, when I do it for
the first time, it will actually push
| | 01:08 | back and install the Dashboard
Designer program on my machine.
| | 01:13 | Subsequently after that I just click
the button and it will open the program.
| | 01:16 | So it's an interesting
roundabout idea of what's happening here.
| | 01:19 | You create a site, you go to the site, you
press a button and it pushes back a program to you.
| | 01:25 | We use Dashboard Designer for
several different reasons and we are really
| | 01:30 | defining little pieces of information that
we are interested in and where it comes from.
| | 01:35 | So the majority of what you do will
be split into either defining data
| | 01:39 | connections or PerformancePoint content.
| | 01:42 | And by PerformancePoint content, we
mean dashboards, which are really going to
| | 01:46 | be our web pages that contain
scoreCards, which are groups of scoring
| | 01:51 | that typically contain smaller elements.
| | 01:53 | So I am going to go through this
fairly quickly but just giving you some
| | 01:56 | exposure to how you do this.
| | 01:58 | I am going to go to Data Connections here.
| | 02:00 | I don't have any connections yet but if
I go to the Create section of my Ribbon,
| | 02:05 | the only thing that's open is a data
source which is where I can say Yes, this
| | 02:09 | dashboard would like to get data from
Analysis Services, or Excel Services, or
| | 02:14 | import directly from an Excel workbook,
get some data from the SharePoint lists,
| | 02:19 | get some data from a SQL Server table.
| | 02:21 | Again you are trying to have this idea
that the dashboards you are looking at
| | 02:24 | could be drawing together information
from several different sources because
| | 02:29 | you don't want to think about, well, I
just want to look at SharePoint and now
| | 02:32 | I will go to another program to look at SQL
Server. You want to bring it all together.
| | 02:36 | I am actually going to do a SQL Server example.
| | 02:39 | So let's imagine that we have got a
completely separate legacy database out
| | 02:43 | there that's handling our order system
and what I am interested in is seeing
| | 02:48 | bits of important
information within my SharePoint site.
| | 02:51 | So it's going to ask me to connect to the server,
and I know right now it's the local machine.
| | 02:55 | I am just going to use the dot there.
| | 02:57 | The database I am interested in is the
AdventureWorks database, which is one of
| | 03:01 | my Microsoft's sample databases for
information and will do OK for us in
| | 03:06 | this particular need.
| | 03:08 | And then I have got to select a
table that I am interested in.
| | 03:10 | Well, there is a lot of data
there, but I am going to go for the
| | 03:13 | SalesOrderHeader, which will
have my sales order information.
| | 03:17 | Now, if you run into problems with
connectivity, obviously this Dashboard
| | 03:21 | Designer is trying to talk to the
database and your dashboards will as well,
| | 03:25 | you may have to talk to your farm
administrator to make sure that the
| | 03:29 | connections are allowed between
external programs and even between SharePoint
| | 03:34 | and this external database.
| | 03:36 | I am going to click to the next tab,
Properties, just to give this a name.
| | 03:39 | I will call this connection Order Info.
| | 03:42 | On the next tab, Time, we are really
interested in well, how we starting to split this up?
| | 03:48 | What am I looking at if I am
interested in this little heartbeat of data?
| | 03:53 | Am I looking at the data for the
year, for the month, for the week?
| | 03:56 | Well, let's say I am interested in
the Month and just the month right now.
| | 04:01 | So I will leave the Year alone. By
OrderDate and that will allow me to group that
| | 04:06 | information together.
| | 04:08 | Then I am going to shift to this final
page, which actually allows me to even
| | 04:12 | preview the data that's
in that database right now.
| | 04:14 | It's not very exciting but it's
got some order information with some
| | 04:19 | yotal due information here.
| | 04:21 | But here is the deal. I don't want to
look at this and this might be what I
| | 04:25 | have to do or I have to get my
developers to write a custom program. I just want
| | 04:30 | this all summarized for me.
| | 04:31 | I want to find out how many orders
were placed last month, for example.
| | 04:35 | So let's say that's my data source defined.
| | 04:38 | Of course, I am doing one.
| | 04:39 | You would be defining several
at the same time most likely.
| | 04:42 | Now I have got some data that I can look at.
| | 04:45 | I need to create some
PerformancePoint content, something that's going to
| | 04:49 | visually represent that data.
| | 04:52 | Now the way I typically do with
PerformancePoint and with the Dashboard Designer
| | 04:56 | is I go from the bottom up.
| | 04:58 | I start talking about the
individual pieces of data that I want and
| | 05:01 | start defining those.
| | 05:03 | Then I gather those together into what
are called ScoreCards and then I gather
| | 05:07 | those together into what are called
dashboards and the dashboard, which is the
| | 05:11 | overall view of the potentially dozens
or hundreds of pieces of data you are
| | 05:16 | looking at, the dashboard is
effectively what's going to be your web page back
| | 05:20 | in the SharePoint Business Intelligence Center.
| | 05:22 | So let's do that from the bottom up.
| | 05:24 | I am going to create a KPI,
a Key Performance Indicator.
| | 05:27 | By doing this, what I am really telling
Dashboard Designer is I am interested in
| | 05:33 | two pieces of data for each KPI.
| | 05:35 | What is the actual number and what should it be.
| | 05:39 | Big difference from just looking at a
lot of lists of numbers, easily scanning
| | 05:43 | them and saying is this good or bad.
| | 05:45 | So I have an actual line here which
says right now the date mapping to it is
| | 05:50 | a fixed value of one.
| | 05:51 | Well that's not really any use.
| | 05:53 | I want my actual value to be the
actual number of orders placed last month.
| | 05:58 | So I am going to go in here and
change the source to my Order Info data
| | 06:03 | connection that I just
defined before and click OK.
| | 06:07 | Then I will have a dropdown saying
well which bit are you interested in?
| | 06:10 | I am interested in the TotalDue.
| | 06:12 | I could start adding what are called
dimension filters, which is allowing me to
| | 06:16 | go down by the DueDate.Month or the
OrderDate.Month, that kind of thing.
| | 06:20 | For the moment, I am just going to leave that.
| | 06:22 | I am just trying to do a
super simple one to show you.
| | 06:25 | So I am going to click OK and then
that is the actual information but we also
| | 06:31 | need to have the target.
| | 06:32 | Now I don't have the target
actually stored in the database.
| | 06:36 | So perhaps I'd be getting that from
another data source like a SharePoint list
| | 06:40 | or in this case, I am just
going to have it typed in manually.
| | 06:44 | I am going to say it's got a fixed
value of let's say $1 million a month.
| | 06:48 | Now, below this, you can actually
define the thresholds, because by giving a
| | 06:53 | KPI two pieces of information, you can
allow it to show up in three different states.
| | 06:59 | So in our case, if that number is going
to be above a million, it's going to be
| | 07:02 | showing up in green, in the little green light.
| | 07:06 | If it's from 100% of that value to
50%, it's going to show up in yellow.
| | 07:11 | And below 50%, it's going to be bad.
| | 07:14 | Well, you know, if I am having a goal of
a million dollars a month, if we are at
| | 07:18 | 500,000, that's pretty bad.
| | 07:20 | So what I would like to actually see here
is that one kind of drawn back a little bit.
| | 07:25 | That the threshold of that one would be,
I can either drag it or I can type it
| | 07:30 | here, let's say 90%.
| | 07:32 | I am going to click Properties
and just give this KPI a name.
| | 07:37 | I could give it a description.
| | 07:40 | I am not going to do that right now.
| | 07:42 | I am just going to hit Save to
make sure that we have saved it so far.
| | 07:45 | So we have a KPI, and a data connection defined.
| | 07:48 | That's still not enough.
| | 07:49 | I am going to gather that KPI
into what's called a Scorecard.
| | 07:53 | And the Scorecard itself is the idea of
something that can hold multiple pieces of data.
| | 08:01 | I will call this thing Monthly
Information because perhaps at a later point,
| | 08:07 | I could not only have the Order Total KPI,
| | 08:10 | I could have the Returns KPI.
| | 08:12 | I could have all sorts of
information added to the Scorecard.
| | 08:16 | All I am going to do right now is see
that on the Scorecard, which is obviously
| | 08:19 | blank right now, that we
do have some available KPIs.
| | 08:24 | I have only got one, the Order Total.
| | 08:25 | So I am going to bring that and drag that
over which makes that part of the Scorecard.
| | 08:29 | Again, I am doing this very simply.
| | 08:31 | So I have just got one right now, and
it's actually going to preview that data
| | 08:34 | and right now it looks like we are not
in great shape, that the Order Total is
| | 08:38 | about 956,000 and the target was a million.
| | 08:41 | So we are showing up in yellow,
not terrible but not great either.
| | 08:45 | This being my scorecard, I now need the
final piece before we can get this back
| | 08:48 | into SharePoint and create a dashboard.
| | 08:51 | The dashboard is effectively going to be
your page in your Business Intelligence
| | 08:55 | Center, and if you have a lot of
information, you might want to start gathering
| | 08:59 | them into 2 columns or 2
rows or a header with 2 columns.
| | 09:03 | I am just going to go with the simple
one, which is 1 Zone, just one generic
| | 09:07 | page with all our content to go in, and click OK.
| | 09:10 | I will call this dashboard Sales,
and below we have a big blank area of
| | 09:16 | dashboard content and it says Add a
dashboard item by dropping it here.
| | 09:20 | I will expand my Scorecards, find my
Monthly Information Scorecard, bring it over,
| | 09:25 | drop it in, save this, but as
you can imagine, you can add multiple
| | 09:30 | Scorecards and all sorts of
other pieces to your dashboard.
| | 09:33 | So after defining these four pieces,
the data connection to describe the SQL
| | 09:37 | Server database I want to talk to, the
KPI to say the exact little piece that I
| | 09:43 | am really interested in and what it
should be, containing that within the
| | 09:47 | ScoreCard called Monthly Information and
holding that in the dashboard of Sales.
| | 09:53 | But I am still in the Windows application,
so how do I get this back into SharePoint?
| | 09:57 | Well, what I can do is right-click my
dashboard and say Deploy to SharePoint.
| | 10:02 | It's asking, do you want to
deploy to the Dashboards library?
| | 10:07 | It's checking that it's the right site,
the ldcsharepoint.com/site/business for me.
| | 10:12 | That looks okay.
| | 10:13 | I am going to leave all
the default options here.
| | 10:15 | I don't need a different master page.
| | 10:17 | I don't need a page list for navigation.
| | 10:19 | I am just going to click OK.
| | 10:20 | It will think about that, deploy it,
dump it into SharePoint, we have got our
| | 10:26 | KPI, we have got our Scorecard,
we have got our Sales page.
| | 10:30 | Now obviously, as you might imagine, if
I am such a business genius that I can't
| | 10:35 | even hold the fact of one number in my
head and whether this is good or bad,
| | 10:39 | my company has other problems.
| | 10:41 | The real point and the big benefit of
dashboards is that after you have spent
| | 10:46 | several days or even weeks building
these things out and spent a lot of time
| | 10:50 | talking around the conference table
about what should be on them, you could go
| | 10:54 | to a page like this, and
instantly see a hundred of them,
| | 10:58 | just popping up all, drawing
their information very dynamically.
| | 11:02 | This is not fixed data.
| | 11:04 | Whenever I view this page, it is actually
fetching that information from the database.
| | 11:08 | So I am seeing the most up-to-date
information there is and being able to scan
| | 11:13 | entire columns of these indicators
and of these diagrams to find out what's
| | 11:18 | going on in the business right now and
are we in good shape or are we in bad shape,
| | 11:22 | what do we need to be looking at,
and that's really the power of using
| | 11:26 | PerformancePoint Services, using the
Dashboard Designer and building your
| | 11:30 | dashboards to deploy into SharePoint.
| | 11:33 | I am going to save my first one locally
because this is a Windows application so
| | 11:39 | it's just some data I might use later.
| | 11:41 | If this is your first exposure to
PerformancePoint, you probably are thinking,
| | 11:45 | "wow good Lord this is
pretty significant" and it is.
| | 11:47 | Bear in mind, this was a
completely separate product.
| | 11:51 | The people had books on it.
| | 11:53 | They had conferences on it.
| | 11:54 | It's very substantial stuff, but this is
the key and the starting point for real
| | 11:59 | business intelligence inside SharePoint 2010.
| | Collapse this transcript |
| Using status indicators| 00:00 | The Business Intelligence Center
is not just about bringing your
| | 00:03 | information together.
| | 00:04 | It's also about making it visible
and making it easy to understand in the
| | 00:08 | quickest way possible.
| | 00:09 | Now one of the simplest ways of making
some of your information visual is to use
| | 00:13 | something called a SharePoint status list.
| | 00:16 | Now if you have a Business Intelligence
Center, you'll actually find the samples
| | 00:19 | of the Monitor Key Performance section.
| | 00:22 | Where it shows you a couple of examples
here. Morale, Productivity and Expenses.
| | 00:27 | The ideal with a sample indicator, and
these things used to be called KPIs
| | 00:31 | or Key Performance Indicators,
| | 00:33 | is that we're not just trying
to see a piece of information.
| | 00:36 | We're trying to immediately be
informed if it's good or bad.
| | 00:39 | So it's not just for the massive
numbers that everybody cares about,
| | 00:43 | such as what were the
total revenues for the month.
| | 00:45 | But it's also about by breaking them down
into smaller numbers that are being looked at.
| | 00:49 | So you can scan dozens or
hundreds of them at one time.
| | 00:52 | What we're actually looking at
on this Sample page is a Web Part.
| | 00:56 | This Web Part is
representing an underlying list.
| | 01:00 | Well this being a SharePoint site, I
can go and see what the underlying list is
| | 01:04 | by going to my Site Actions and
coming down to View All Site Content.
| | 01:07 | And in my List section,
I have a Sample Indicators list.
| | 01:12 | By clicking on that, I can see it's a
SharePoint list and in fact this is one of
| | 01:17 | the few lists that feel a bit
more like old-school SharePoint.
| | 01:20 | It feels like SharePoint 2007, where
the menu bar is for using it are based
| | 01:25 | here, rather than up on top of the Ribbon.
| | 01:27 | And as a trivia point, even the
message that they've got here seems to have
| | 01:31 | been drawn from SharePoint 2007,
because they're saying these are sample status
| | 01:35 | indicators which are displayed by
default on the Homepage of this Report Center.
| | 01:40 | Well there is no such thing as the
Report Center in SharePoint 2010, the
| | 01:43 | Business Intelligence Center is the
next version of what was the Report Center,
| | 01:48 | but I guess we got a little
bit of leftover wordage there.
| | 01:51 | So what can do here, well by clicking
the New button, I can create a new status
| | 01:55 | indicator and what it's telling me
here is that data can be based on a
| | 01:59 | SharePoint list on a workbook in Excel
Services, from Analysis Services, or just
| | 02:04 | be a fixed value, just to manually
enter it. In fact, the three examples here are
| | 02:09 | just fixed value status indicators.
| | 02:12 | I can either choose to add a new item to
this list or I could create a new list.
| | 02:19 | Coming down to the more options from my
Site Actions menu, I could create a list
| | 02:24 | that would be a status list.
| | 02:26 | That's how we create our status
indicators, what used to be called KPIs.
| | 02:30 | I don't need that. Let me just add it to the
existing one so at least we have a few to look at.
| | 02:35 | Well the question is where is my data.
| | 02:37 | Well a short while ago, all I did was to
my document library on this site, I up
| | 02:42 | loaded a spreadsheet called Widgets,
which was just containing some information
| | 02:48 | on Widgets ordered recently.
| | 02:50 | And that's what I'm going to use to
drive my status indicator rather than having
| | 02:54 | to look at the spreadsheet all the time.
| | 02:56 | So I'm going to go back to my status
indicator list, create a new indicator,
| | 03:04 | using data from Excel Services, give it
a name, I'll call this Widgets Ordered,
| | 03:10 | could give it a Description but I don't
need to and then the actual data, where
| | 03:15 | is it going to draw this number from.
| | 03:17 | Well I'm going to give it a workbook
URL I could either go and find the URL or
| | 03:21 | just by clicking the button here I
could browse to it. I had stored it in my
| | 03:25 | Documents library called Widgets, click
OK, and any indicator essentially needs
| | 03:31 | three pieces of information.
| | 03:33 | It needs to know, how does it show up
in green, how does it show up in yellow
| | 03:37 | or red, what is the actual number, what should
it be, what would it be really bad if it was.
| | 03:43 | Formally, that's the indicator
value. The goal and the warning.
| | 03:47 | Now luckily, I don't have to
manually type these though. If I had named
| | 03:52 | those regions in my Excel workbook, it
would be a very easy job for me to just do that.
| | 03:58 | But if the workbook was a fairly fixed
layout, what I can do is click the little icon.
| | 04:03 | It opens up that workbook
in the web access view of it.
| | 04:07 | I'm going to click where the total is stored.
| | 04:10 | That looks like what I
want for the indicator value.
| | 04:12 | What actually is the number?
| | 04:14 | So with that selected I click the
button down here that says Set and then I
| | 04:18 | have in there also a goal and a warning.
| | 04:22 | I don't have to have those in the same
place, or I could even manually enter
| | 04:25 | those, but luckily I do have them here.
I'm saying the goal is 6000, so the goal
| | 04:29 | is now set and the warning is now set.
| | 04:32 | I'm going to hit Tab to come down to my OK
button and I'm going to leave it at that.
| | 04:37 | You also have the choice here whether
the better values are higher or lower.
| | 04:41 | So for example, if what my workbook
represented was outstanding customer support
| | 04:46 | issues, I might have a goal that they
are less than 20 and if they are that's
| | 04:50 | good, but if they're more
than 50, then that's bad.
| | 04:53 | But for me, better values are higher.
The more widgets get ordered the better.
| | 04:57 | And to click OK. It's going to fetch
that data and we can instantly see that
| | 05:01 | it showing up in red.
| | 05:03 | And depending on how you want to
layout your pages, for example on the sample
| | 05:09 | page here, the Web Part
doesn't even show the actual values.
| | 05:12 | It just allows you to scan the
numbers and see whether they're good or bad.
| | 05:16 | And then if you want to, you could
actually drive down a little further into it
| | 05:19 | by selecting it and finding out what
the value is, what the goal, where that
| | 05:23 | information is coming from.
| | 05:25 | But it is dynamic, and
that's the great thing about it.
| | 05:28 | If for example, I go back to that
library, I go and edit this workbook and I'll
| | 05:33 | just edit it in the browser right now.
Take some of these numbers back up.
| | 05:40 | It takes a second and refreshes. Excel
Web Access does do auto saving all the
| | 05:45 | time, so I'm just going to come out of that.
| | 05:47 | Back into my sample page and instead of
showing up in red, this time it should
| | 05:51 | fetch the data and say yup, we have
no problem. We're showing up in green.
| | 05:56 | Now of course you don't always want
to have to drop down to the SharePoint
| | 06:00 | sample page to look at your status
indicator, so one thing that we could
| | 06:04 | actually do is change the Homepage to
have that Web Part showing here too.
| | 06:08 | I'm going to go ahead and do that I'm
going to click the Page section of the Ribbon.
| | 06:11 | If that wasn't visible for you, you
can make it visible by saying Show Ribbon
| | 06:16 | off your Site Actions menu and click Edit Page.
| | 06:20 | And on the main section here,
I'm going to add a Web Part.
| | 06:23 | That's a little bit tricky here,
because if I look at my lists and libraries,
| | 06:27 | I do have my Sample Indicators list.
| | 06:29 | But when you select it this way,
sometimes it doesn't show up the way that you
| | 06:33 | want it to. It actually gives you too much
information, but by going through some of
| | 06:37 | the other categories, such as the
Business Data section, we actually find a Web
| | 06:41 | Part that's a better bet
for showing a status list.
| | 06:44 | So we'll select that Web Part. Now it doesn't
know right now where it's meant to be shown.
| | 06:51 | So it's going to actually say open the
tool pane to configure this Web Part.
| | 06:55 | This is a special Web Part that needs to
be connected to a Status Indicator list.
| | 06:59 | So its going to ask for the list here,
I'm going to go to my Sample Indicators
| | 07:05 | list, which was the name of the list,
click OK, I even have the ability to
| | 07:10 | select from a couple of different options of
icons such as checkmarks or flat or traffic lights.
| | 07:17 | Let's go with checkmarks.
| | 07:19 | I can select to show only the icon,
instead of the value as well, or show only
| | 07:24 | problems, or hide the toolbar.
| | 07:26 | It's all up to you. You could
experiment with this to see what you think best
| | 07:30 | suits your needs, then to click OK,
click Stop Editing and go back to the top of
| | 07:36 | the page, where we have our status list
in there with our checkmark icons there
| | 07:42 | about whether these values are good or bad.
| | 07:45 | So in just a few minutes, able to
stop loading this up with information and
| | 07:49 | usually one of the challenges here is
just thinking about things like, where do
| | 07:53 | we formally store our goals and
values for the certain numbers.
| | 07:57 | But once they have been defined, you
can be looking at pages full of this
| | 08:01 | information that allows you in just a
few seconds to scan massive amounts of
| | 08:05 | information and see whether things
are good whether they're bad and need to
| | 08:08 | be paid attention to.
| | Collapse this transcript |
| Using the Chart Web Parts| 00:00 | A new Web Part available in
SharePoint 2010 is the Chart Web Part.
| | 00:05 | Now, the Chart Web Part isn't limited
to the Business Intelligence Center, but
| | 00:09 | that might be the first place that you
come across it because it's used on a
| | 00:12 | couple of the sample pages.
| | 00:14 | The Chart Web Part can be fueled with
a variety of data, things from Excel
| | 00:18 | Services, from Business Data
Connections, or from your own SharePoint lists.
| | 00:22 | And in fact I have a simple custom
SharePoint list that I've created here
| | 00:27 | called 2010 Orders, which simply
breaks down some different regions, some
| | 00:31 | quarters and the amount.
| | 00:33 | And this is a perfect example of data
| | 00:36 | that's just quite difficult to look at and
really understand any kind of progress,
| | 00:41 | any kind of structure that's happening to it.
| | 00:44 | Yes, we can understand this data if we
spent enough time, but having this in a
| | 00:48 | chart so we can see if certain
regions are on the upswing or the downswing
| | 00:51 | could be very useful, and it's very
easy to do with the Chart Web Part.
| | 00:55 | So I'm going to go back to the homepage
of the Business Intelligence site and I'm
| | 00:58 | actually going to add that
Web Part to this homepage.
| | 01:01 | So I'll hit my Site Actions and click
Edit Page and in the Main top section,
| | 01:06 | I'll click the link to add a Web Part.
| | 01:08 | The Chart Web Part can be found
under your Business Data section.
| | 01:11 | Select that and click Add.
| | 01:15 | The Demonstration Web Part is actually
quite unimpressive and that's a little
| | 01:20 | bit deceptive, because the Chart Web
Part can get very deep and there are a
| | 01:23 | lot of options to it.
| | 01:24 | Of course, this has no idea where
it's meant to be bringing data from.
| | 01:27 | This is just dummy data right now.
| | 01:29 | So I'm going to click the link that
says Data and Appearance, which will break
| | 01:32 | down into two options, either
customizing the look and feel of the chart or
| | 01:36 | connecting it to data.
| | 01:37 | Well it be nice play around with customizing
it, but first we better get some data into it.
| | 01:42 | So I'll connect Chart to Data.
| | 01:43 | It asks where is the data coming from,
another Web Part, a list in the site
| | 01:47 | collection, some Business Data Catalog
information which is connecting to an
| | 01:51 | external database or a line of
business system, or even to Excel Services?
| | 01:56 | Well, Excel Services can kind of do
in their own charts, so I'm going to
| | 01:59 | click Connect to a List.
| | 02:01 | Click Next, select the list that I'm
interested in, which in this case actually
| | 02:05 | is the 2010 Orders list, click Next,
hI ave a quick preview of the data, and it
| | 02:10 | certainly seems to be the region, the
quarter and the amount, quite simple
| | 02:14 | structure there, but certainly
useful, and I'll click Next across here.
| | 02:18 | Here's the really important screen
when you're editing this Chart Web Part.
| | 02:22 | You're declaring what is the X-Field,
what's the Y-Field and are we grouping by
| | 02:27 | any particular piece of data here.
| | 02:30 | Now, in my case, what I'm wanting to
see is the progress happening by a region
| | 02:34 | over a period of time and I'm
measuring progress by what's the amount of
| | 02:39 | orders they've taken.
| | 02:40 | So the Y-Field is amount and that's correct.
| | 02:43 | That's the one that I want to
be numeric going up and down.
| | 02:45 | The X-Field has picked region, but
that's not actually what I want. I want the
| | 02:49 | X-Field to be quarter, so that as
we're moving along it from Q1, Q2, Q3, Q4.
| | 02:56 | Now, if I just select those two and
click Finish, we're going to get some data
| | 03:01 | in here but it's not all that helpful,
because it's showing the quarterly
| | 03:04 | amount of information without
really any rhyme or reason to it.
| | 03:08 | So I'm going to go back into that
Data and Appearance section and it will
| | 03:13 | jump me back to that particular window where
I'm going to say I want to group by region.
| | 03:18 | Now, you do have other fields that
you can play around with. You can label things.
| | 03:23 | You have Data Analysis section,
where you can select from a bunch of
| | 03:27 | formulas like standard
deviation and Bollinger Bands.
| | 03:30 | I'm just going to leave all of that.
| | 03:32 | That's not what I'm interested in right now.
| | 03:34 | I'm going to click Finish.
| | 03:35 | This is a bit more like it.
| | 03:36 | It certainly seems to have
some kind of grouping going on.
| | 03:40 | We're getting, for example, a red bar
in Q1, a red bar in Q2, Q3 and Q4, but
| | 03:46 | it's not obvious which one's which.
| | 03:48 | We need to add a little
bit more than, and we can.
| | 03:51 | I'm going to go back into Data and
Appearance and now I'm going to go
| | 03:54 | customize this chart's look and feel,
where we have an amazing amount of
| | 03:59 | options that we can select from.
| | 04:00 | We've got Bar Charts, we've got Pie
Charts, we've got Areas, we've got Lines,
| | 04:06 | we've got Points/Bubble or Financial charts.
| | 04:08 | I'm actually going to pick
from the Line section here.
| | 04:11 | We can go from Line.
| | 04:13 | We can for Spline with markers, all
sorts of them, and even selecting from
| | 04:17 | 3-D looks here as well.
| | 04:19 | I am going to start off with a 2-D one here.
| | 04:21 | I'll pick Line and click Next.
| | 04:25 | I've a variety of themes
that I can select from here.
| | 04:28 | I'll just accept the default.
| | 04:30 | It's saying right now the Chart Width
is 300x300. I'm actually going to make it
| | 04:34 | a little wider so we can have more of
a view of how that works and click Next.
| | 04:40 | And we can even decide to show a chart title.
| | 04:44 | We can call this Orders by Month, or by
Quarter rather, and decide to show the
| | 04:50 | legend, which should be
able to give us our regions.
| | 04:54 | And we can even choose the
position that this information is in.
| | 04:57 | I'm going to accept that default
information right now and click Finish.
| | 05:01 | And that's more like it. We're at least
seeing some information. We're able to
| | 05:06 | follow the growth, so we can see that
for example, the North region seems to be
| | 05:10 | steadily growing, whereas the East
region seems to be on a downward slope.
| | 05:15 | You might want to play
around with the lines themselves.
| | 05:17 | We might go in there and experiment
with a couple of other looks here, such as
| | 05:22 | jumping into even the 3-D example.
| | 05:25 | Trying for grins, I try Line
with Perspective. Click Next and Finish.
| | 05:29 | Not really all that useful here, but
certainly worthwhile to check out some of
| | 05:35 | the different options here.
| | 05:40 | I'll go back into the 2-D line, select
the different line style, click Next.
| | 05:47 | I am going to play around with the
transparency here to make the colors a bit more solid.
| | 05:57 | Make sure that I'm selecting a
chart title and selecting the legend and
| | 06:03 | click Finish.
| | 06:05 | A bit more usable here, again really
up to you. It's worthwhile doing a bit of
| | 06:09 | experimentation to find out if
this information is a usable or not.
| | 06:13 | But as you can see, with a few bits
of tweaking, we can actually make this
| | 06:18 | very, very different.
| | 06:19 | There are a lot of options when
you're using the Chart Web Part.
| | 06:23 | Very easy to connect to SharePoint
lists. It can also be connected to Excel Web
| | 06:27 | Services and to connections that you
may have defined to external systems.
| | Collapse this transcript |
| Using Business Connectivity Services (BCS)| 00:00 | You can't get everything into
SharePoint and nor do you probably want to.
| | 00:04 | A typical company has many systems.
| | 00:06 | You have got back end
databases and SQL Server, Oracle.
| | 00:09 | You have systems like PeopleSoft and SAP,
mainframe applications, custom line of
| | 00:15 | business applications.
| | 00:16 | Those aren't going to certainly
disappear and it wouldn't be practical to
| | 00:19 | extract all their data to
store inside SharePoint.
| | 00:23 | But we do often want to get to that data
and to get it into SharePoint lists and
| | 00:28 | reports and dashboards.
| | 00:30 | We can use something called Business
Connectivity Services or BCS to connect to
| | 00:35 | those external databases and those
external lines of business systems.
| | 00:38 | Any reasonably up-to-date system that
accepts a pretty standardized way of
| | 00:43 | connection such as a web service or a
.NET database driver, or OLE DB will allow
| | 00:49 | us to connect to it using BCS.
| | 00:52 | In the last version of SharePoint,
SharePoint 2007, this was called the
| | 00:56 | Business Data Catalog.
| | 00:57 | It's been added to since then and it's
certainly a little easier to deal with
| | 01:02 | but that doesn't mean it's easy.
| | 01:03 | You first have to understand that
what we are asking SharePoint to do is a
| | 01:07 | fairly difficult process indeed.
| | 01:09 | not just from a technical standpoint,
but it usually has big impacts on
| | 01:14 | your business itself.
| | 01:15 | You are wanting SharePoint to
connect to an external system,
| | 01:18 | you really have to think about
a few things pretty especially.
| | 01:21 | First off, you need to decide
exactly what data do you need access to.
| | 01:25 | If you are saying I want SharePoint
to connect to our customer service
| | 01:29 | database, do you mean every single piece of
data, or just one table, or just several fields?
| | 01:34 | You should, of course, be
minimizing the exposure.
| | 01:38 | You should need to have
access to the minimum necessary.
| | 01:41 | You want to ask questions like
is this read only or read/write?
| | 01:45 | In the last version of
SharePoint, it was really read only.
| | 01:48 | It was the only connectivity story we
had, but now we can have write access to
| | 01:52 | that external data as well.
| | 01:54 | Who gets to use this?
| | 01:55 | Are we trying to make it available to
every user on every SharePoint or is it
| | 01:59 | just restricted to a few people?
| | 02:00 | How are you going to
connect to that external system?
| | 02:04 | From the technical standpoint, what
user ID do you have, what password, how is
| | 02:09 | that monitored, how is that taken
care of, what happens if the password
| | 02:13 | expires, are there any auditing or
logging requirements? If we are certainly
| | 02:16 | reaching in to a line of business
database and changing some data, does that
| | 02:21 | have any impact on the system?
| | 02:22 | So a lot of that has to be discussed
before you go into the next stage, which is
| | 02:27 | actually creating what's called the BCS Model.
| | 02:30 | The model is a very long description
of exactly how do we connect to that
| | 02:34 | system, where is it, what user ID and
password do we connect to, what's the data
| | 02:39 | that we are interested in, what's the
key to that data, how might that data
| | 02:43 | relate to another piece of data.
| | 02:45 | Everything is described in the minutest detail.
| | 02:48 | And really while you don't need to
write programming code, you will almost
| | 02:53 | certainly need either database administrator
or a developer to create the BCS Model for you.
| | 02:59 | Now, in this version of SharePoint, we
can actually use SharePoint Designer as a
| | 03:03 | starting point for creating that.
| | 03:05 | You can create what's called an
external content type and this can be exported
| | 03:10 | as a BCS Model but you still run into
the issues of how do you describe the
| | 03:14 | connection, do you really understand
the data that you are talking to and what
| | 03:18 | you are wanting to bring into SharePoint.
| | 03:20 | Once that file is defined, and I am
not going to go through the process of
| | 03:24 | creating a BCS Model in this course.
| | 03:26 | That really is a course all on itself.
| | 03:29 | That file needs to be imported into
SharePoint Central Administration and must
| | 03:33 | be configured by a farm administrator.
| | 03:36 | Just because it's imported, it doesn't
mean it will work. They need to describe
| | 03:39 | who gets permission to it, who gets
read permission, who gets write permission
| | 03:43 | if necessary, but once that's done,
what's the impact? And that's really what I
| | 03:47 | wanted to talk about here.
| | 03:49 | Once your developer, your DBAs and your
farm admins have created this BCS Model,
| | 03:54 | and taken it into SharePoint, what do we do?
| | 03:56 | Well let's take a look.
| | 03:58 | What's actually possible is that you
can use that business data on potentially
| | 04:03 | every page in every site.
| | 04:05 | I am going to go into my team site here.
| | 04:07 | I am going to make a new page just so we have
some screen real estate to put this data on.
| | 04:13 | I am going to call this BCSDemo. Click Create.
| | 04:17 | So I have a nice blank
area of content to play with.
| | 04:20 | The way that you interact with the
Business Connectivity Services area is by
| | 04:25 | going to the Insert tab and
finding the Web Parts and selecting the
| | 04:29 | categories of Business Data.
| | 04:31 | Most of the Web Parts here are related
to that Business Connectivity Services
| | 04:36 | part of the SharePoint.
| | 04:38 | Classic one here is the Business Data list.
| | 04:41 | It shows me a list of data
from that external source.
| | 04:44 | I am going to select that and click Add.
| | 04:47 | This does need to be configured because it
has no idea what it's meant to be showing.
| | 04:50 | So it's saying here Open the Tool pane
and choose the type of data to display,
| | 04:54 | and over in the Tool pane on the right
-hand side, we can click this little
| | 04:58 | button here that says Select
External Content Type and I have a couple of
| | 05:03 | different pieces defined here.
| | 05:05 | I am going to select the first one,
which is some information from the
| | 05:08 | AdventureWorks database.
| | 05:09 | I am going to click OK and see we
have got a little update bar here.
| | 05:16 | It's connecting to that external
database and bringing back all this information.
| | 05:21 | It's looking a little ugly here
but luckily this is configurable.
| | 05:25 | I do need to go back into the Edit Web
Part mode, because when I do that, I get
| | 05:29 | a link that says Edit View that will allow
me to trim the data that I am looking at.
| | 05:34 | So the first question is when this
connects, do you retrieve all items?
| | 05:38 | Do you limit the number of item displayed?
| | 05:41 | Which columns are you showing?
| | 05:43 | In this case, I might just want to
show Name and ProductCategoryID and I
| | 05:48 | will put Name first.
| | 05:51 | Then we can have the ability
to sort by one of the columns.
| | 05:56 | We can decide to sort or filter and
display items on one page, or display items
| | 06:02 | in pages of well let's say 10 in
this case, and click OK and it will take
| | 06:06 | care of managing that.
| | 06:09 | In this case, we are now showing in pages of 10.
| | 06:11 | I can just click the little arrow to
jump to the next one and that's fetching
| | 06:15 | this information from that database.
| | 06:17 | Of course, they can get a
little more complex than this.
| | 06:20 | If you look at the available Web Parts
on that Business Data category, you will
| | 06:26 | see things like the Business Data
Related List that will allow you to connect
| | 06:30 | one list to another so that when you
select say a parent option in one,
| | 06:34 | you will get all the child
entries related to it in the other.
| | 06:38 | You can get a Business Data Item
describing a single item from your list.
| | 06:43 | Business Data Actions, if those have
been defined in your BCS Model, you can
| | 06:48 | have actions, updating, fetching,
deleting against that business data.
| | 06:52 | And while the complexity of working
with Business Connectivity Services is
| | 06:56 | all on the front end, it's all about
getting it setup and working in the first place.
| | 07:01 | This is really a true integration piece.
| | 07:03 | If you wanting SharePoint to be the
program that sits at the middle of the web
| | 07:08 | of your organization and reaches into
all your other applications, this is the
| | 07:12 | way that you begin to do that.
| | Collapse this transcript |
|
|
ConclusionGoodbye| 00:00 | Thanks for joining us for the
SharePoint 2010 Essential Training course.
| | 00:05 | At the beginning of this course,
I talked about some core ideas behind
| | 00:08 | SharePoint. That SharePoint makes websites.
| | 00:11 | It helps you work with other people.
| | 00:13 | It gives you a place to put your stuff.
| | 00:16 | It gives you a way to search all that stuff.
| | 00:18 | It helps you bring it all together, and
it helps you build and extend on top of it.
| | 00:23 | You should now have a pretty good feel
for what all these ideas mean when you
| | 00:26 | interact with them using the
browser or an Office application.
| | 00:30 | You may start off just using SharePoint
for some core collaboration reasons,
| | 00:34 | a way to work with others
and a place to put your stuff.
| | 00:36 | But hopefully, you have some
ideas of which parts of SharePoint you
| | 00:39 | might explore next.
| | 00:40 | You may want to dive deeper into your
own workflows, build forms with InfoPath,
| | 00:44 | or develop Business Intelligence
solutions using PerformancePoint.
| | 00:48 | You could spend years exploring
SharePoint and never reach the end of it.
| | 00:52 | But as you get more and more
comfortable working with SharePoint,
| | 00:55 | you'll find new things you want to explore and
different ways that it can help you get things done.
| | 01:00 | Good luck working with SharePoint 2010!
| | Collapse this transcript |
|
|
