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SharePoint 2010 Essential Training
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Creating a Document Center


From:

SharePoint 2010 Essential Training

with Simon Allardice

Video: Creating a Document Center

We have been working with some of the most common SharePoint sites. things like team sites and Document Workspaces. And you have seen that the difference in the available site templates is really based on the focus of the site. What is the point of the site? What's it for? Now, let's say you have got a team site. There is nothing that would stop you from uploading all your company's policies and procedures into the team site and just making it available to your team. But the issue is you probably want all the other teams to look at those policies and procedures as well if they are company-wide.
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  1. 1m 16s
    1. Welcome
      1m 16s
  2. 16m 34s
    1. What is SharePoint?
      8m 9s
    2. SharePoint roles
      2m 5s
    3. Accessing SharePoint
      4m 48s
    4. The SharePoint product line
      1m 32s
  3. 44m 55s
    1. What is a team site?
      2m 43s
    2. Navigating a team site
      9m 41s
    3. Using team site lists and libraries
      11m 38s
    4. Editing the home page
      9m 31s
    5. Adding a Web Part
      6m 19s
    6. Deleting a Web Part
      5m 3s
  4. 10m 53s
    1. What is a Document Workspace?
      4m 2s
    2. Creating a Document Workspace
      4m 3s
    3. Deleting a Document Workspace
      2m 48s
  5. 6m 3s
    1. What is a Meeting Workspace?
      2m 7s
    2. Creating a Meeting Workspace
      2m 40s
    3. Deleting a Meeting Workspace
      1m 16s
  6. 36m 3s
    1. Exploring the available lists
      5m 30s
    2. Creating a custom list
      8m 44s
    3. Creating a custom view
      6m 43s
    4. Working with libraries
      6m 18s
    5. Using versioning and Check In/Check Out
      8m 48s
  7. 45m 55s
    1. SharePoint and Word
      6m 6s
    2. SharePoint and Outlook
      7m 38s
    3. SharePoint and Excel
      3m 54s
    4. SharePoint and Access
      2m 58s
    5. SharePoint and InfoPath
      11m 42s
    6. SharePoint and PowerPoint
      3m 46s
    7. SharePoint and Visio
      6m 20s
    8. Using SharePoint Workspace
      3m 31s
  8. 32m 8s
    1. What is a site collection?
      3m 56s
    2. Creating a site collection
      6m 35s
    3. Creating a new site
      6m 29s
    4. Customizing a site
      7m 47s
    5. Creating a site template
      7m 21s
  9. 13m 53s
    1. Understanding permissions
      3m 33s
    2. Adding a user to a site
      5m 14s
    3. Deleting a user from a site
      1m 39s
    4. Creating a new security group
      3m 27s
  10. 31m 54s
    1. Using out-of-the-box workflows
      11m 1s
    2. Creating your own workflows with SharePoint Designer
      15m 20s
    3. Creating your own workflows with Visio
      5m 33s
  11. 40m 36s
    1. Using site templates
      5m 49s
    2. Using the web content management features
      10m 40s
    3. Using master pages
      3m 37s
    4. Creating an Enterprise Wiki
      7m 14s
    5. Sharing an Access database with Access Services
      7m 19s
    6. Working with rich media
      5m 57s
  12. 53m 9s
    1. Managing documents and records
      3m 0s
    2. What are content types?
      4m 22s
    3. Creating a content type
      11m 30s
    4. What are document sets?
      2m 12s
    5. Creating document sets
      7m 49s
    6. Creating a Document Center
      4m 37s
    7. Creating a Record Center
      8m 25s
    8. Defining information management policy
      11m 14s
  13. 15m 42s
    1. Using personal and social features
      7m 28s
    2. Creating a SharePoint blog
      2m 48s
    3. Personalizing SharePoint with tags and notes
      5m 26s
  14. 21m 22s
    1. Searching in SharePoint
      4m 26s
    2. Creating a Search Center
      8m 4s
    3. Customizing Search with keywords
      3m 30s
    4. Customizing Search with scopes
      5m 22s
  15. 47m 18s
    1. Using Excel Services
      10m 12s
    2. Creating a Business Intelligence Center
      3m 5s
    3. Using PerformancePoint Services
      12m 3s
    4. Using status indicators
      8m 10s
    5. Using the Chart Web Parts
      6m 33s
    6. Using Business Connectivity Services (BCS)
      7m 15s
  16. 1m 3s
    1. Goodbye
      1m 3s

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SharePoint 2010 Essential Training
6h 58m Beginner Jun 24, 2010

Viewers: in countries Watching now:

In SharePoint 2010 Essential Training, author Simon Allardice demonstrates the full feature set in SharePoint 2010 and the necessary skills to be a SharePoint site administrator. The course shows how to use SharePoint, create sites and site collections, and plan and design sites and portals. It also covers Office integration, security and permissions, and advanced features such as document management and business intelligence.

Topics include:
  • Understanding a SharePoint team site
  • Navigating lists and libraries
  • Creating Document Workspaces
  • Using versioning and check-in/check-out
  • Integrating with Office 2010 applications
  • Adding and deleting users
  • Creating workflows
  • Working with server site templates
  • Creating a wiki and a blog
  • Working with rich media
  • Managing documents and other content
  • Sharing information with charts and status indicators
Subjects:
Business Collaboration
Software:
SharePoint
Author:
Simon Allardice

Creating a Document Center

We have been working with some of the most common SharePoint sites. things like team sites and Document Workspaces. And you have seen that the difference in the available site templates is really based on the focus of the site. What is the point of the site? What's it for? Now, let's say you have got a team site. There is nothing that would stop you from uploading all your company's policies and procedures into the team site and just making it available to your team. But the issue is you probably want all the other teams to look at those policies and procedures as well if they are company-wide.

Well, you can make everybody a reader on your team site but that's not really an elegant way of doing it. Now, there is a New Site template that we can use, that when we make a new site, it's called the Document Center. And the Document Center is a site, rather than being organized around a team of people or one specific document, is a place to store multiple documents. It's not actually all that different from any other SharePoint site. It can be created as a sub-site, though if I was creating a Document Center as a sub-site, I'd simply be doing it because I thought I needed some substantial document management ability for my team, for example.

I am much more of a fan that if you are creating a Document Center for your entire organization, I do it as the top -level site in a new site collection. And I have got an example of one of those created over here. This is what it looks like pretty much as it comes out of the box. I have done a little bit of customization to it. I have uploaded a couple of things. The idea is that this site, which is as we can tell just by looking at it, a pretty much classic SharePoint site. It's got the Quick Launch navigation. It's got the Site Actions menu.

It looks a little different, we have got this big section here, saying Welcome to the Document Center, with an enormous button that says please upload a document. The idea with the Document Center is this is where you would put say company-wide documents. Policies and procedures for example. And in fact that's what I have done. All I have done in this site is create two document libraries called Policies and Procedures and upload a couple of things to them. There is a couple of extras. For example, if I look at the Policies library, we have got the ability to give this documents a rating.

We have got a Web Part here that allows us to filter, for example, by whether this document was modified on or before a particular date. But essentially, this site is really all about having multiple document libraries able to be viewed by a lot of people. In fact, one of the things that I might do is using my site permissions I could perhaps give everybody in the company Read access to this site simply by adding the authenticated users group to my Visitors security group in SharePoint.

In fact, let's do that. I am going to click OK. Again just adding authenticated users to this in the Visitors group and that means that everybody now actually has access to read it. They don't have access to change it, but they could read this. The Document Center kind of looks quite complex and really isn't. The couple of things that are different about it we are going to explore later. For example, we have the idea of finding by document ID here. This is a feature in SharePoint 2010, but what we can do is turn on the ability to have every single document and our organization have a unique identifier.

No matter where it travels, if it goes from library to library and from different site to different site, it keeps that identifier with it. So if, for example, some documents got created on a team site and then moved into this Document Center, we could still find them, we could still track them. That's not something that you have to have on. At it's most basic, the Document Center is essentially just a group of libraries storing documents designed for either massive amount of people to read it, or potentially just to use it and to help collaborate on documents. You can do that too.

This Document Center is not as formal as it could possibly be. It is still meant to be slightly informal, and I mean by that, that it doesn't have automatic auditing on everything. It's not considering these things to be company records. We have instead the Record Center for that, which we will be exploring a little later on. But if you are looking for a site to be a central location for multiple documents across multiple teams, this is your best starting point.

Find answers to the most frequently asked questions about SharePoint 2010 Essential Training.


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Q: In the "Adding a user to a site" movie, the instructor shows how to add a user to SharePoint and demonstrates by adding a user named “gini.” But gini is already set up and recognized by SharePoint. What if I have no users set yet? How can I add someone?
A: SharePoint doesn't store a separate user database; it wants to be pointed to an existing source of users, like Active Directory. If you don't have that, you need to first add your new users as local accounts on the Windows box you installed SharePoint on. Only then will you be able to give them permission on a SharePoint site.
 
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