An Introduction to SharePoint 2010 · 2016-05-18 · 3 Deploy Technology introduction and adoption...

CDW — Proprietary and Confidential. Copying Restricted. For internal use only.

An Introduction to

SharePoint 2010

Alan Sacco,

Senior Microsoft Consultant

2CDW — Proprietary and Confidential. Copying Restricted. For internal use only.

Introductions

► CDW

Alan Sacco, Senior Microsoft Consultant

[email protected]

Mobile Phone - 330-418-5671

SharePoint 2010

mailto:[email protected]


Agenda

Day One

► Kathie Glassel – Introduction and Rules of the Road

► Roundtable Introductions and Expectations

► SharePoint 2007 versus SharePoint 2010 – What‘s New?

► The New Ribbon and How To Use It

Demo and class exercises

► Site Navigation and Taxonomy


► Search and How It is Used


► Web Content Management


SharePoint 2010


Day One

► Documents, Lists and Metadata


Agenda

SharePoint 2010

Day Two

► SharePoint Governance

Roles and Responsibilities, Provisioning, and Training

► Architecture

Web applications, site collections, sites, lists, items


► InfoPath Forms



Step Phase Action

1 Plan Technology architecture

Informationarchitecture

Governance

Roles and responsibilities

2 Build Server farm setup

Informationarchitecture implementation

SharePoint feature deployment

SharePoint site creation

3 Deploy Technology introduction and adoption strategy

Environment availability announcement

End user education

4 Operate Site administration

Backup and restore of the environment

Database maintenance

Best bet and key words

Usage reporting

Steps to Deployment

SharePoint 2010


► Learn New Features of SharePoint 2010

► Demonstrate SharePoint 2010 Features

► Hands-On Application

Training Objectives

SharePoint 2010


► Beta II Release to Public – Available

► Release Candidate (RC) to Partners – Available

► Changes can occur between Beta II and RTM

► RTM (Release to Manufacturing) – April 27

► Production Release - May 12th

SharePoint 2010 Release Dates

SharePoint 2010


► CCAP Presentation

► CDW SharePoint 2010 Presentation

► Essential SharePoint 2010 Governance

► SharePoint 2010 Evaluation Guide

► http://www.wssdemo.com

► http://www.endusersharepoint.com

► http://www.sharepoint-videos.com

► http://www.criticalpathtraining.com

Resources Available to Training Participants

SharePoint 2010

http://www.wssdemo.com/

http://www.endusersharepoint.com/

http://www.sharepoint-videos.com/



http://www.criticalpathtraining.com/


► Number of End Users (Includes Administration)

► Number of IT Professionals (Infrastructure & Suuport)

► Number of Application Developers (Coders)

Poll of Training Participants

SharePoint 2010


Day One

SharePoint 2010


SharePoint 2010 – What‟s New

SharePoint 2010

► Review Microsoft‟s SharePoint 2010 Overview Deck

► Windows SharePoint Services 3.0 is now Foundation 2010

► The New “Wheel”

Sites

Communities

Content

Search

Composites

Insights

► Intranet, Extranet, Internet

► On Premise or On-Line Services


The Ribbon – A New Look for 2010

SharePoint 2010

► Office User Ribbon Interface Introduced in Office 2007

► Streamlined results-drive user interface

► Seamless, familiar and responsive across Client and Server

► The ribbon UI is pinned at the top of the page when scrolling

► Ensures that people have contextual awareness regardless of what the are doing

► The ribbon UI is extensible and can be customized

Pages – Browse (Navigate) and Page (Edit, Manage, Share and Track, Page Actions, Page Library)

Document Library – Documents (New, Open and Check Out, Manage, Share and Track, Copies, Workflows, Tags and Notes). Library (View Format, Dataset, Manage Views, Share and Track, Connect and Export, Custom Library, Settings)


The Ribbon – A New Look for 2010

SharePoint 2010

► Pages

Browse - Navigate

Page - Edit, Manage, Share and Track, Page Actions, Page Library

► Document Library (Lists)

Documents - New, Open and Check Out, Manage, Share and Track, Copies, Workflows, Tags and Notes

Library - View Format, Dataset, Manage Views, Share and Track, Connect and Export, Custom Library, Settings

► The Ribbon UI Extends to Central Administration


The Ribbon - Demo and Class Exercise

SharePoint 2010

► Browse to the Calendar List (Left side of page in Quick Launch)

► Click on “Events” at the top of the page under Calendar Tools

► > New Event > CDW SharePoint Training > Category “Meeting” > Save


The Ribbon - Demo and Class Exercise

SharePoint 2010

► Click on “Events” at the top of the page under Calendar Tools

► > New Event > CCAP Picnic on April 24th > Create a Workspace > Choose Social Meeting Template > Save

► Go to Calendar Tab > Create a New “View” called „Social Meetings‟, Use the Calendar Template

► Under Filters choose „Categories‟ and type „Get-together‟

► Change View from “Social Meetings” to Calendar

► We can export this to Excel, set it up as an RSS Feed to give up updates, or lock it down with security so that it is only viewable to select individuals

► The calendar can also be shown in “All Events” format without the calendar format

► Click “Connect to Outlook” to view this Team Calendar next to your personal calendar or overlay it


Site Navigation and Taxonomy

SharePoint 2010

► SharePoint 2010 has a simplified taxonomy and navigation system

► The Breadcrumb has changed and displays where you are within a site

► The “Navigate” Icon provides an easy way to navigate. It also provides a trail of where you are and where you have been

► Access the Navigate Icon at the top of the page. It looks like a folder


Site Navigation and Taxonomy

SharePoint 2010

► Modify the Global Navigation and Quick Launch by clicking:

> Site Actions > Site Settings > Look and Feel > Navigation

The navigation menu provides options such as automatically generated taxonomy or manual

► Best practice is to keep sites in the global navigation and site specific lists in Quick Launch (left side of page)


Site Navigation - Demo and Class Exercise

SharePoint 2010

► Go the Home Page site

► > Site Actions > Site Settings > Look and Feel > Navigation

► Add a Link, http://www.pacounties.org/Pages/default.aspx, name link CCAP and place as a Link under Global Navigation.

Check the box ―Open in a New Window‖

http://www.pacounties.org/Pages/default.aspx


Search and How to Use It

SharePoint 2010

Different levels of SharePoint Search

► Entry Level – Search Server 2010 Express (Free)

Search Server 2008 Expires

► Infrastructure – SharePoint Server 2010

► High End – FAST Search for SharePoint 2010 The UI shows facets in a left side menu (with ―exact counts‖ next to each facet)

on a page also showing related search queries, and featured content.

The integration with SharePoint people search provides the capability for phonetic name lookup, organization-based browsing, recently authored content, expertise identification, and filters using focus expertise, and other attributes.


Search and How to Use It

SharePoint 2010

► User Experience – Enhancements in core search experience, relevance ranking, addition of new query and exploration capability provides great user experiences out of the box

► People Search – Enhancements include new expertise search capabilities to amplify the impact of your organization‟s knowledge and expertise

► Deployment and Manageability – Eliminated bottle necks and provide improved performance, scalability, and fault tolerance

► Content Sources – SharePoint sites, file shares (respects NTLM security), internet sites, Lotus Notes, Back End Systems (SAP, etc)


Search and How to Use It - Demo

SharePoint 2010

New tags

provide the

ability to

filter by

result type,

site author,

and

modified

date

Users can

receive

alerts when

search

results

change,

RSS Feed

capability,

and

provides

the ability

to search

from

Windows

Explorer


Web Content Management

SharePoint 2010

► Publishing Portals – Purpose is to publish content to be consumed by users

Content Creators and Content Approvers are Assigned

Workflow routes a link to the content to be reviewed

Versioning is available for pages

Articles are published on pages for consumption by readers

This is optimal for a portal landing page where Communications, Human Resources, and Marketing Departments may have to review content

► Users can publish content to SharePoint using Microsoft Word 2007 or Word 2010


Web Content Management

SharePoint 2010

► Announcements and Content Editor Web Parts – Offers a simple way to post content but does not offer review and approval

► Repurposing Web Content

Intranet, Extranet, and Internet – Publish content once and reuse it.

Content Query Web Part – Repurpose content from pages, lists, libraries, and more to another site.

► Content Deployment

Content can be created in a Test environment and published to a Production environment using this feature

This feature requires content deployment jobs to be scheduled


Web Content - Demo and Class Exercise

SharePoint 2010

► Go to the Team Site

> Edit Page

> Inset

> Web Part

> Content Query

> Ok

► Edit Web Part

Query – Choose All items from the following site and sub sites, then browse to this site

List Type (Document Library)

Content Type (All)


Web Content - Demo and Class Exercise

SharePoint 2010

► Edit Web Part (Continued)

Appearance – Add a Description for your items

Click Apply and Close Web Part

► Exit Edit Mode

► View Content Query Web Part Content


Documents, Lists and Metadata

SharePoint 2010

► Document Libraries – Simply a List Library for Documents

► Metadata (Information about information)

It is saved with your files, furthermore, it can be required.

Examples – Department, Office Location, Document Purpose – RFQ, Policies, Procedures, Requisition

► Views

Filters that display specific information in a variety of ways

► Workflows

Predefined or ad-hoc sequence of electronic approvals for docs, files and forms

Serial or Parallel

Workflows can be conditional (any item > $5,000 has to be approved by a VP)



SharePoint 2010

► Document Libraries (Continued)

► Information Management Policies

Policy Statements (Ex: Only for CCAP use)

Retention (Created, Modified, Declared Record) + XX years

Auditing

Barcodes

Labels



SharePoint 2010

► Content Types

A container of settings for a specific type of content

They include metadata fields, configured workflows, and information management policies

A best practice is to create Content Types at the Root Level

They can be added to any document library

► The use of content types promotes consistency and consolidation

► Content Types are recommended to control document disposition. This can be used as part of an overall Records Management Plan



SharePoint 2010

Document Sets

Welcome Page - The starting point is the default welcome page that contains all the information a user needs about the Document Set and which can be customized according to users‘ needs

Content Types - Users can specify exactly what kind of content can be included in the Document Set. It also allows them to specify documents that will be automatically created at the same time a Document Set is created. This effectively allows users to dictate what templates can be used.

Columns - Because columns can be shared, metadata only has to be updated in one place for it to be applied to all the documents contained within the Document Set. This ensures metadata consistency and that all documents have required metadata.

Document Sets can be sent as a single item

Customizable Ribbon – They have their own ribbon to carry out actions

Common Workflow – Workflow can be triggered for all docs in a Document Set



SharePoint 2010

► Lists – Custom Lists can be used for forms

Create an apsx page that is a form

Can limit user‘s ability to see only their own input

Can be connected to one another

Can be saved as templates

► Document IDs are Administered at the Site Collection Level

Unique numbering for documents

You can now store documents in any location and they will still be able to be referenced by the original URL that it is assigned.

Site Settings > Site Collection Administration > Document ID Settings



SharePoint 2010

Managed Metadata

Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010.

Managed terms, enterprise keywords, and the term store

Terms can be divided into two types:

Managed terms, which are usually pre-defined, can only be created by users with the appropriate permissions, and are often organized into a hierarchy.

Enterprise keywords, which are simply words or phrases that have been added to SharePoint Server 2010 items. All enterprise keywords are part of a single, non-hierarchical term set called the keyword set.



SharePoint 2010

Tagging

► With MOSS 2007, you can use metadata and official taxonomy to organize your documents.

► In Microsoft SharePoint Sever 2010 you also get the ability to be less formal and have users define their own tags for SharePoint content.

► Users can quite simply type in new tags for documents and other content. There is also the facility for prompts and suggested tags, to help keep the terminology consistent.

► Administrators can track the tags that are being used and, if they so wish, promote particular tags from the folksonomy to the taxonomy.


Documents - Demo and Class Exercise

SharePoint 2010

► Creating a Content Type called „Corporate Documents‟ at Root Site Level

► > Site Actions > Site Settings > Galleries > Site Content Types

► > Create > Content Type

► > Name = Corporate Documents

► > Parent Content Type = Document Content Type

► > Parent Content Type = Document

► > Group = CCAP (New Group for our Content Types)



SharePoint 2010

► > Columns > Add from new column (3 columns below)

• CCAP Department – Choice = Communications, HR, and IT

• Office Location – Choice = Harrisburg, Pittsburgh

• Document Type – Choice = Policy, Procedure or Requisition

Advanced Settings - View area where a document template can be added

Workflow – Click on Add a Workflow and view settings

Document Information Panel Settings

• Check Always Show Document Information Panel

Information Management Policy

• Retention – Check Enable Retention > Retention Stage

• Auditing – Check Enable Auditing > Opening or Downloading Items ….

Click Ok



SharePoint 2010

► Browse back to Top Level Site

► Go to Shared Documents

> Library > Library Settings > Advanced Settings > Allow Management of Content Types = Yes

Under Content Types > Add from Existing Content Types

> Add – Corporate Documents

► Add a document to this library

► Browse to document to upload

Select Corporate Document Content Type

Notice how the fields change

Click ok


Day Two

SharePoint 2010


SharePoint Governance

SharePoint 2010

► Align the portal with your organization‟s business objectives

► Create the following:

Policies and Procedures - How portal will be used and maintained

Methods to Provision Sites and User Access

Portal Roles and Responsibilities

A Communications Plan

Training for Users

A Site for Site Owners to Share ‗SharePoint Tricks and Tips‘


► When a user provisions a new SharePoint site, they will be required to provide the following information:

► What is the purpose of the site?

Special purpose sites such as Associations and Community sites require additional information.

► Under what existing area will it reside, if any? (Department or Section)

► Who will be users of this site?

Should the site, web parts, or lists be restricted to users? List items to be restricted and users to be provided access.

► Does the site have a specific life (e.g., one year)?

► Does the Site require more estimated capacity than 600 MB (default quota)?

SharePoint Governance - Provisioning

SharePoint 2010


► Which site template is required? Examples:

Team Site Template

Meeting Workspace

Document Center

Publishing Site

► What features does the site need?

Checklist of document libraries, list libraries, links lists, etc.

Checklist of available web parts

► The following information will be required:

► Responsible Site Designer (to be completed by IT)

► Requestor Manager Approval

► Date Submitted

SharePoint Governance - Provisioning

SharePoint 2010


IT Infrastructure will be responsible for installing, configuring and maintaining the SharePoint Server 2007 platform. These individuals will work in the IT Department.

► Customary duties include:

► Installation and configuration of SharePoint 2010

► Creation of web applications and content databases

► Backup and restore of the system

► Disaster planning

► Creation of logical architecture

► Farm operations and application management

► Service Application management

► Applying patches and service packs

► Monitoring the system

► Search and indexing configuration and administration

Training – IT Infrastructure

SharePoint 2010


SharePoint administrators will be responsible for administration of the entire site collection. These individuals will work in the IT Department.

Customary duties include:

► Portal navigation and taxonomy

► Creation of site templates and page layouts

► Site directory categories and publishing

► Creation of search scopes

► Enterprise content management, document management and content types

► SharePoint security, groups and permissions

Training – SharePoint Administrator

SharePoint 2010


Site owners will be responsible for a specific project site and the administration of site users.

Customary duties include:

► Provision new site users, site groups, and roles

► Create sub sites, pages, and list libraries

► Add web parts to pages

► Review search statistics, suggest keywords, and best bets

► Activate site level features (forms, custom web parts, etc.)

► Manage site content types, site columns, etc.

Training – Site Owners

SharePoint 2010


End user training does not have to be as extensive as administrator or site owners training, but it is just as important. Classroom training has proven to be the best learning technique.

► How to navigate and search SharePoint sites

► How to work with document libraries and lists

► How to add and modify content

► How to use the document management features

► How to use the Outlook integration features

► How to use the recycle bin

► How to set and manage alerts

► How to manage lists

► How to use the workflows

► How views are used in SharePoint

► How to use site collection content types and site columns

► How to create and document meeting workspaces

► How to create site columns, etc.

Training – End Users

SharePoint 2010


SharePoint Governance – Provisioning Sample

SharePoint 2010


Information Architecture

SharePoint 2010

► Web Applications – Security and Authentication

For extranets a separate web application is recommended

Create separate URLs and web applications for access to the same information using different methods of authentication (AD and FBA)

► Zones and Alternate Access Mappings – Access to the same information from different access (Ex: Intranet and Extranet)

► Publishing Sites and Collaboration Sites

Publishing sites collections are ideal when different areas create content that must be approved

Publishing site collections are information is published for consumption (Ex; Sales Templates)



SharePoint 2010

► Publishing Sites and Collaboration Sites (Continued)

Collaboration site collections are best when information is shared and updated between team members

Items such as Documents, Tasks, Calendars, and Discussions are used

► Site Collections

Have separate security groups

Have separate Content Types

Can share the same Shared Services Provider

Are created for different purposes (Ex: Internal Depts. and Projects)



SharePoint 2010

► Service Applications - Replace SSP in SharePoint 2010

► Quotas and Max Capacities

► Sites – Islands with own site administration, time zone, and users


Info Architecture - Demo and Class Exercise

SharePoint 2010

► Create a Team Site > Site Actions > New Site > Team site

► Create a Document Library > Site Actions > More Options > Document Library

► Create a Blog Site > Site Actions > New Site > Blog site


InfoPath Forms

SharePoint 2010

► InfoPath Forms are Electronic Forms

Replaces paper forms that have to be printed/routed

► Input data can be validated against backend systems

Reduces time by eliminating the need to correct data

► InfoPath forms can be web based

► InfoPath forms can be have workflow for approval

► InfoPath Form „Views‟ preclude allow sensitive data from being shown

► InfoPath forms can be exported to Excel for analyzing


InfoPath Forms – Demo and Class Exercise

SharePoint 2010

► Start InfoPath Form Designer (Backstage area)

► Start with a Blank Form

► Design Form

► Next add a Section Layout to the Default Page Layout

► You can add additional section layouts to this Page Layout if desired

► > Page Design > Select Color Scheme

► Name Form “Expense Reimbursement”

► Change Section Heading to “Employee Information”

► Add Labels > First Name, Last Name, Date

► From the Table Layout Context Menu Choose Insert Row Below



SharePoint 2010

► Add a new label called “Department”

► Add label called Expense Amount

► Make the size bigger

► Adjust the size of the data labels (smaller)

► Change the name of fields (see data sources in Task Pane)

► Add control for FN – Text Box

► Add control for LN – Text Box

► Add control for Date – Date Picker

► Add control for Department – Drop Down Menu

► Add control for Expense Amount – Text Box

► Adjust size of Expense Amount Box



SharePoint 2010

► Add a names to fields – Context Tool > Properties

► No spaces in Name (Pascal) Notation Capitalize first letter of second word

► Add a Button Control

► Double Click and name it Submit

► Change shading of the Department control


Questions and Answers

SharePoint 2010

An Introduction to SharePoint 2010 · 2016-05-18 · 3 Deploy Technology introduction and adoption...

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Transcript of An Introduction to SharePoint 2010 · 2016-05-18 · 3 Deploy Technology introduction and adoption...