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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.
While, SharePoint 2010 does work with Office 2007, and even with earlier versions of Office, the elegance between the products is always going to be with the corresponding versions. SharePoint 2010 and Office 2010 were released on the same day. The teams worked alongside each other when developing them. Now, we've already seen quite a few ways that SharePoint works with Office. Let's go a little deeper into working with Word 2010. Really, you can divide the whole relationship between SharePoint and Word in a very simple two ways.
Where do you want to start? Are you in SharePoint wanting to drive some behavior in Word or are you in Word wanting to do something in SharePoint? If you're in SharePoint, as you can probably imagine, a lot of what you do with Word is driven from a document library and is going to be driven from the Ribbon or from the drop-down menu that you find beside a Word document. We've already seen options like Edit in Microsoft Word, either available from the drop-down or if you have the documents selected available from the Ribbon. We've seen that the default new document template for a document library is a blank Word document.
The integration between these is quite tight in terms of making simple changes. Having said that, if you go from the Microsoft Word side, for example, you either have existing documents or you're creating new documents just locally on your own machine. The question might still be what do you do with a fairly simple document if you want to get that into SharePoint? Well, if you're in Word, most of what you do from SharePoint can be driven from the new 2010 style File menu, particularly the Info section and Save & Send.
In fact, because I haven't saved this document yet, I'm going to go to my Save & Send section where I'll find a Save to SharePoint. Now, if I've been saving to some recent locations, I'll see them there including the one I want to save to. Otherwise, I could browse for a location and paste in the address of another SharePoint site. Clicking Save As, we go to second simple document here. I'll call this Another simple document and click Save. Now, if I go back to the File menu, you'll find that it knows a little bit more information now.
We get this address of the document itself. We get the fact that it's going to really be the 0.1 version, because this document library has versioning enabled. If you wanted to, you could also check out directly from this section of Word as well. Using the Info section, you could also even give this document a title. This will be a piece of metadata added to the document in SharePoint. I'm going to actually close this down and save it. I'll just go back to my document library to make sure we're refreshing the view, and now we get the new document here.
If I choose to view the properties, we'll see the metadata attached to it, including the Interesting Title title that I just added in Word. Now, if you do have either a lot of custom metadata added to a library or even just the simple things like title, you can get that available in Word as well. Going back into Word, I'm going to open this up and from the Info pane, I'm going to click my Properties section and say Show the Document Panel. What that actually does is open up this little section of the window where it's going to read the SharePoint library and any piece of metadata.
We've only got one now with title, but if I had more fields with drop-down lists and date pickers, you'd actually find them spread along this Document Properties panel. I'm going to close that down. Now, one new thing in this version of SharePoint and Word is something called co-authoring. I'm going to open up this Hiring Procedures document and say Edit in Microsoft Word. Within a few seconds, I'll get a little pop-up that somebody else is editing this document, and click the status bar.
Right now, it believes that two people are editing it. You can have even more. What it will start to do is actually highlight where it's detecting edits happening from another person. If you see the message here, it's saying to avoid conflicts, It's detected that Hedda Conway is editing that section and I can't edit that until Hedda finishes editing it and uploads it to the server. After she makes her change, the note will change to "Updates are available, so save your document to refresh this area." I'm going to save it.
It's actually going to fetch the changes from the document. It's going to give me a prompt here that it's refreshed it with changes made by other authors. It looks okay. I can see that highlighted that Hedda's change has just appeared in green. Now, co-authoring won't work if you have your document library set to require checkout, which kind of makes sense. If you tell SharePoint that you're checking out a document and claiming it just for yourself, you can also say that you want others to work in it at the same time. You can still have Versioning on a document library and still work with co-authoring.
Finally, if your administrator has installed Office Web applications, you will have the browser-based version of Word available from the drop-down menu. You can either view a document in the browser or you can edit it in the browser. The editing ability is not fully featured Word. It's a cut-down version with just some simple styles and some simple layout tools. But it's certainly very convenient, particularly if you're on a machine that doesn't have Office installed. This will work cross-platform and cross-browser. It will work in Internet Explorer, Firefox and Safari.
Of course, at the end of the day, 99% of what you do in Word is what you've always done. The slight differences are really in opening, saving, and editing your files, the co-authoring being new in 2010, the Web-based version of Word, and the Info and Save & Send panels in Word. Not the actual creation of the document, not the actual layout and changing of the document, but really the start and end of life cycle of that is where we have some changes with SharePoint.
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