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USER MANUAL RCJY – INTERNET PORTAL

ROYAL COMMESSION FOR JUBAIL AND YANBE – INTERNET PORT

[ADMIN MANUAL ]

Netways Arabia |RCJY INTERNET | ADMIN MANUAL 1

2013

Netways Arabia


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Contents1. Introduction...........................................................................................................................8

1.1. SharePoint 2010 Definition.............................................................................................8

1.2. Why to use SharePoint 2010?.........................................................................................9

1.3. What Benefits I Get When I Use SharePoint 2010?.........................................................9

1.4. SharePoint 2010 New Features.......................................................................................9

2. Creating and Managing Site Collections...............................................................................10

2.1. What is Site Collections.................................................................................................10

2.2. Creating Site Collections................................................................................................10

2.3. Site Collection Settings..................................................................................................11

2.4. Regional Settings...........................................................................................................12

2.5. Creating and Managing Document Libraries.................................................................14

2.6. Using Content Types in Document Libraries..................................................................27

2.7. Recycle Bin.................................................................................................................... 28

End User Recycle Bin............................................................................................................29

Site Collection Recycle Bin...................................................................................................29

Managing the Site Collection Recycle Bin............................................................................29

Recycle Bin Settings............................................................................................................. 29

2.8. Portal Site Connection...................................................................................................30

2.9. Information Management Policies................................................................................31

Creating Information Management Policies........................................................................31

Associate an Information Management Policy with a Document Library............................33

2.10. SharePoint Designer Settings.....................................................................................33

Configure SharePoint Designer Settings for a Site Collection...............................................34

2.11. Site Collection Security..............................................................................................35

Site Collection Administrators and Site Owners..................................................................36

People and Groups...............................................................................................................36



Create a Custom Site Group.................................................................................................36

View Group Permissions......................................................................................................39

Default Permission Levels....................................................................................................39

Create a Custom Permission Level.......................................................................................40

Add a User to a Site..............................................................................................................43

Modify User Properties and Permissions.............................................................................43

List and Library Security.......................................................................................................44

Check Permissions............................................................................................................... 45

3. Creating and Managing Sites (Subsites)...............................................................................46

What are Sites?........................................................................................................................46

Type of Sites in SharePoint 2010.............................................................................................47

Create New Site....................................................................................................................... 48

Configuring an Existing Site......................................................................................................50

Delete Site............................................................................................................................... 53

Delete site from site collection settings page......................................................................53

Delete site directly from site settings page..........................................................................54

Managing Site Users and Permissions.....................................................................................56

Managing Site Features...........................................................................................................56

Activate Site Collection Level Feature..................................................................................56

Deactivate Site Collection Level Feature..............................................................................59

Activate Site Level Feature...................................................................................................62

Deactivate Site Level Feature...............................................................................................64

Configure Top or Left Navigation Bar.......................................................................................66

Add a Link to the Top or Left Navigation Bar.......................................................................68

Add a Heading to the Top or Left Navigation Bar.................................................................69

Remove a Link from the Top or Left Navigation Bar............................................................69

4. Creating and Managing Lists................................................................................................69

What is Lists?........................................................................................................................... 70



Types of Lists............................................................................................................................70

Creating a New List..................................................................................................................71

The List Tools Tabs...................................................................................................................73

Delete List................................................................................................................................ 75

Adding, Editing, and Deleting List Columns..............................................................................75

Add New Column to List...................................................................................................... 76

Change Settings for a Column in a List.................................................................................77

Delete a Column from a List.................................................................................................78

Create an Alert for a List..........................................................................................................79

5. Configure Lists Settings........................................................................................................81

Title, Description, and Navigation............................................................................................81

Versioning Settings.................................................................................................................. 83

Advanced List Settings............................................................................................................. 85

List RSS Feed Settings...............................................................................................................87

6. Creating and Managing Document Library..........................................................................91

What is SharePoint Document Library?...................................................................................91

Types of Document Library......................................................................................................91

Creating New Document Library..............................................................................................93

The Library Tools Tabs.............................................................................................................95

Delete Document Library.........................................................................................................98

Adding, Editing, and Deleting Columns to Document Library..................................................99

Add New Column to a Document Library............................................................................99

Change Settings for a Column in a Document Library........................................................101

Delete a Column from a Document Library.......................................................................102

7. Configure Document Library Settings................................................................................103

Title, Description, and Navigation..........................................................................................103

Document Library Versioning Settings...................................................................................104

SharePoint Document Library Advanced Settings..................................................................107



List RSS Feed Settings.............................................................................................................110

SharePoint Web Parts................................................................................................................113

Web Parts and Pages.............................................................................................................114

Creating a Content Page and Adding Web Parts................................................................114

Creating Web Part Pages and Adding Web Parts...............................................................114

Deleting and Closing Web Parts.........................................................................................116

Configure User Profile and Active Directory Replication in SharePoint 2010............................117

Configure User Profile............................................................................................................117

Configure Active Directory Replication Delegation................................................................124

Configure Search in SharePoint 2010........................................................................................135

Configure People Search in SharePoint 2010.............................................................................138

Configure Incoming Email in SharePoint 2010...........................................................................142

Installing and Configuring SMTP Server on the Share point Server.......................................142

Create Send Connectors in Exchange 2010............................................................................150

Enable the Directory Management Service...........................................................................157

Configure DNS Manager........................................................................................................164

Test SMTP connectivity from SharePoint Server to Exchange Server....................................166

Configure Incoming E-Mail settings on CA of SharePoint.......................................................167

Debugging..............................................................................................................................172

Configure Outgoing Email/SMTP in SharePoint 2010................................................................176

Configure outgoing e-mail for a specific Web application.....................................................177

Configure outgoing e-mail for a specific Web application.....................................................177



1. IntroductionThis document, introduce you some basic steps you have to follow for implementing some functions in Royal Commission for Jubail and Yanbu (RCJY) portal, I prepared this paper to be an easy reference which enables you to implement major tasks you may need in your work, and it will help you to answer your questions about SharePoint 2010 and how to use it on RCJY Internet platform.

Before we start, I’m going to give a simple definition for SharePoint 2010, why use SharePoint 2010? What benefits I get when I use SharePoint 2010?

1.1. SharePoint 2010 DefinitionSharePoint 2010 is a Microsoft's product to develop portals and it can be used also to search information in many places (Notes, SAP, Oracle, etc…) … and gives you a complete collaboration environment… And includes some advanced functionality like workflows, web forms, excels on web, etc…

This definition is not simple, and the most important, it does not define SharePoint 2010 entirely. The reason: SharePoint 2010 is too large and cannot be defined it completely on a single sentence. For that reason, now I have a new definition for SharePoint 2010:



SharePoint 2010 is a Microsoft's product which connects the information with the people in each level of the business.

This sentence is too simple. But from this definition you can explain the functionalities around the fact that SharePoint 2010 approaches the information to the people.

1.2. Why to use SharePoint 2010?The capabilities of SharePoint 2010 work together to help your company quickly respond to changing business needs. Using SharePoint 2010, your people can share ideas and expertise, create custom solutions for specific needs, and find the right business information to make better decisions. For IT, SharePoint 2010 helps you cut training and maintenance costs, save time and effort, and focus on higher business priorities.

In addition to that, SharePoint 2010 provides the following enterprise-level capabilities:

1.3.What Benefits I Get When I Use SharePoint 2010?SharePoint 2010 delivers a powerful, easy-to-deploy infrastructure that can help you make your company more productive. Flexible deployment options let you customize the system so that people can do their jobs effectively in a secure environment. Plus, with centralized administration and management features, you can be confident knowing that you maintain control over a system that is ready to respond to any business need.

1.4. SharePoint 2010 New FeaturesSharePoint Foundation provides many new, enhanced, and updated features in comparison with its predecessors. In particular, it provides a more robust and manageable collaboration platform with a significantly enhanced user interface that includes a new contextual Ribbon. The new features include the following:

A new user interface that includes the SharePoint Ribbon, which provides a primary command surface and designed to help you quickly locate the commands that you require. It is similar to the Ribbon in other Office programs such as Microsoft Word, Microsoft Excel, and Microsoft PowerPoint.

Microsoft SharePoint Workspace 2010 enables you to work offline with SharePoint sites, libraries, and lists. When you are reconnected to your network, the changes are synchronized with the live site automatically.

The Rich Text Editor allows you to insert and format content directly on wiki web pages and in blog posts.



The redesigned themes in the Themes Gallery enable you to customize the look and feel of your site, with multiple color options.

A co-authoring capability allows you to work simultaneously with your team members on the same document.

Enhanced Calendar functionality, including displaying multiple calendars within a page, inline editing of items, and dragging within the calendar.

Improved mobile access to your SharePoint site.

In addition, SharePoint Foundation 2010 includes Microsoft Business Connectivity Services (BCS), which enables SharePoint integration with external data, including line-of-business applications. BCS connects SharePoint-based solutions to sources of external data and provides a way to define external content types based on that data. Using the new External list, BCS also allows you to work with external back-end business data offline.

2. Creating and Managing Site CollectionsCreating site collections is one of the basic functions performed by SharePoint administrators, and sometimes, users. Part of the success of Microsoft SharePoint is the ease with which new sites can be provisioned, which is a major advantage over building a Web site from scratch.

2.1. What is Site CollectionsA site collection is a grouping of sites that includes a top-level site and all subsite. Subsites are created from the top-level site through the Site Actions menu and are generally related to the top-level site as well as each other. Subsites can inherit their security settings and navigational scheme from their parent, or they can define their own.

2.2. Creating Site CollectionsSite collections are created from the Central Administration Web site. To create a site collection, perform the following steps:

1. Open the Central Administration Web site.2. In the Application Management section, click the Create Site Collections link.3. On the Create Site Collection page, in the Web Application section, choose the Web

application where the site collection should be created.4. In the Title and Description section, type a title for the site in the Title text box and

(optionally) type a description for the site in the Description textbox.5. In the Web Site Address section, choose a managed path for the site and type the URL

where the site should be created.



6. In the Template Selection section (shown in Figure 5-6), choose a site template to use to create the top-level site in your site collection.Note that the templates that are available will vary based on a number of factors, including which version of SharePoint Products is installed and whether there is any custom site templates installed.

If you have multiple language packs installed, you will also need to select a language for the site.

7. In the Primary Site Collection Administrator section, type the name of the user who will perform the site collection administrator duties for the site collection.

8. Optionally, in the Secondary Site Collection Administrator section, type the name of a secondary site collection administrator.

9. Click OK to create the site collection .When the site collection has been created; you will be directed to the Top-level Site Successfully Created page, where there will be a link to the newly created site collection.

2.3.Site Collection SettingsTop-level sites, as well as Subsites, are managed through the Site Settings page. In a site collection, each subsite has its own Site Settings page, and the top-level site has a Site Settings page that applies to the site collection itself .To access the Site Settings page for any site, simply click the Site Settings link on the Site Actions menu .From the Site Settings page of a subsite or



workspace, the site collection settings page can be accessed from the Site Collection Settings section, where there is a link to the top-level Site Settings page .The settings shown on the Site Settings page are filtered based on the user’s role within the site collection .

To manage the site collection settings, you must be a site collection administrator. To manage site settings (for the top-level site and subsites), you must be a site owner. If you see site settings only in the top-level site, and not the site collection settings, you are not a site collection administrator.

2.4.Regional SettingsRegional settings control how a site behaves, including how lists are sorted and how values such as dates are displayed .Regional settings for a site are based on standards for a particular region of the world .For example, some parts of the world use a 24-hour clock, and others, such as the United States, use a 12-hour clock as a general rule .Also, some regions of the world use the Gregorian calendar and other regions use different calendars .Here are the regional settings available to a site:

- Local The world region that settings should be based on.- Sort Order The method used for sorting.- Time Zone The standard time zone.- Calendar The type of calendar used, such as Gregorian or Hijri.- Secondary Calendar An additional calendar to provide extra information about the

calendar features - Work Week The standard working days of the week for the region .This includes other

settings, such as first day of the week and first week of the year, as well as workday start and end times.

- Time Format Defines either the 12-hour or 24-hour clock.

Regional settings for a site can be managed through the Regional Settings link on the Site Settings page of the site as shown in below images:



Regional settings page:



2.5.Creating and Managing Document LibrariesDocument libraries provide a central location for storing and managing documents. They can be organized into folder hierarchies as in the traditional network file share model, but with much better management capabilities, such as document check-in and check-out, automatic versioning, and integrated workflow.

Create a Document LibraryTo create a document library, follow these steps:



1. From the Site Actions menu, click New Document Library.

2. Type a name and description for the document library.

3. Specify whether to display the new document library on the Quick Launch toolbar.



4. Specify whether to turn on versioning for the document library.

5. Choose a document template to be used when creating new documents in this library. The document template does not limit the document library to storing only a single type of document. This is simply used to determine the type of document that should be created when a new document is created from the menu. Any types of documents that are not restricted can be stored in the document library.

6. Click Create to create the document library.

Configuring Document Library Versioning SettingsOne of the most powerful document management features of SharePoint Server 2010 is versioning. Versioning tracks changes to a document throughout its life cycle and provides the



ability to go back and look at the document as it existed at any previous point where a version was saved. SharePoint provides the ability to track major and minor versions of a document.

Document libraries can be configured to require documents to be checked out before they can be edited. Checking out the document locks it for editing to prevent multiple users from interfering with one another while trying to edit the file. If check-out is required, a user must check in a document before another user can check it out for editing. To configure versioning and check-out requirements for a document library, do the following:

1. From the document library default page, click the Library tab in the management Ribbon.

2. In the Library Ribbon, in the Settings section, click Library Settings.

3. On the Document Library Settings page, click Versioning Settings.



4. On the Versioning Settings page, in the Content Approval section, select Yes to turn on content approval for the document library. This will cause new items and changes to existing items to remain in a draft state until they are approved.

5. In the Document Version History section, choose whether to implement major versions, major and minor versions, or no versioning. You can also specify how many major versions to keep and how many of those major versions to keep drafts for.



6. In the Draft Item Security section, choose who should be able to view drafts of documents in the library.

7. In the Require Check-Out section, choose whether to require documents to be checked out before editing.

8. Click OK to save the settings.

Configuring Document Library Advanced SettingsThe document library Advanced Settings page provides a catch-all for miscellaneous settings related to document libraries. The following list describes the settings available on the Advanced Settings page:



- Content Types Specifies whether to allow the management of content types on this document library. Each content type will appear on the new button and can have a unique set of columns, workflows, and other behaviors.

- Document Template Specifies the URL to the template to be used for new documents. If multiple content types are enabled, this setting is managed per content type.

- Opening Documents in the Browser specifies the behavior that should be used when opening a document, whether to open the document in the client application or the browser. If the client application is unavailable, the browser will always be used.

- Custom Send to Destination specifies the name and URL of a destination that should appear in the Send To context menu option of documents in the library.



- Folders Specifies whether the New Folder menu item is available in the toolbar.

- Search Specifies whether documents in the library should be included in search results.

- Offline Client Availability Specifies whether the document library should be available to offline clients.

- Site Assets Library Specifies whether this library should be presented as the default location for storing images or other files that users upload to their wiki pages.

- Datasheet Specifies whether datasheet mode is available for bulk editing of this document library.

- Dialogs If dialog boxes are available specify whether to launch the new, edit, and display forms in a dialog box. Selecting No causes these actions to navigate to the full page.



Configuring Other General SettingsThere are many other settings that can be configured for document libraries. The following list describes the most common ones:

- Validation settings New for SharePoint 2010, you can now enter validation formulas to be evaluated when documents are added to a document library.

- Column default value settings Administrators can specify default column values for documents added to the library.

- Rating settings you can enable ratings for documents in a document library, which will add ratings fields to the content types used by the library and to the default view.

- Audience targeting settings Enabling audience targeting creates a targeting column for the library, which can be used to filter the view of the library by audience.



- Metadata navigation settings This page can be used to configure metadata navigation hierarchies and key filter input controls. You can also enable the automatic creation of indices on the library to enhance query performance.



- Per-location view settings This page allows for the management of views available for the library. Views can be specified explicitly here or configured to be inherited from a parent.

Managing Acceptable Document Types and SizesSharePoint 2010 provides the ability to specify the document types that are allowed to be stored and created in document libraries through the use of the Blocked File Types list. This list is managed through the Central Administration Web site.

Blocked file types are specified on a per–Web application basis. To add a file to the Blocked File Types list, do the following:

1. Open SharePoint 2010 Central Administration, and click the Security link in the left navigation pane.



2. Select Define Blocked File Types in the General Security section.

3. Choose the Web application to define blocked file types for.

4. Add the file extension of the file type to be blocked on a new line in the list.



5. Click OK to save the changes.

Setting Size Limitations on DocumentsYou cannot limit the size of documents from within the Site settings or Document Library settings. You can only limit the size of files uploaded to a Web application. This setting is available from the SharePoint 2010 Central Administration Web site and can be modified in the following way:

1. Open Central Administration, and click Manage Web Applications in the Application Management section.

2. Click the Web application whose upload size limit you want to modify. 3. In the Manage section of the management Ribbon, click the General Settings drop-down

menu and choose General Settings.



4. On the Web Application General Settings page, scroll down to the Maximum Upload Size section near the bottom of the page.

5. In the Maximum Upload Size text box, type the maximum allowed size for uploads. 6. Click OK to save the settings.

2.6.Using Content Types in Document LibrariesContent types provide a means of encapsulating settings and metadata for a particular type of content. A single document library can host one or more content types simultaneously. When a new document library is created, a content type called Document is provisioned with a document template based on the default document type of the document library. For example, if the default document type is set to be Microsoft Excel, the document template for the default Document content type will be template.xls.



By default, content types cannot be managed for a document library. To perform actions such as adding a content type or modifying the default content type, you must first allow management of content types in the Advanced Settings menu of the document library settings. To add a content type to a document library, perform the following steps:

1. From the document library default page, click the Library tab in the management Ribbon.

2. In the Library Ribbon, in the Settings section, click Library Settings. 3. On the Document Library Settings page, click Advanced Settings. 4. On the Advanced Settings page, in the Content Types section, choose Yes to allow

management of content types. 5. Click OK to save the settings. 6. In the Document Library Settings page, a new section is available called Content Type.

Click the Add From Existing Site Content Types link. 7. On the Add Content Types page, choose Document Content Types from the Select Site

Content Types From drop-down list because you are adding a content type to a document library.

8. Choose the new content type to add from the Available Site Content Types list, and click the Add button to add it to the document library.

9. Click OK to finish adding the new content type to the document library.

2.7.Recycle BinThe Recycle Bin has proven that it’s a very useful tool in recovering from the accidental deletion of objects in SharePoint. The Recycle Bin provides similar functionality to that of the Windows Recycle Bin, allowing deleted documents or list items to be preserved for a period of time



before being permanently destroyed. At any time while a document or list item resides in the Recycle Bin, it can be restored to its original location.

End User Recycle BinThe Recycle Bin in SharePoint 2010 actually exists on two levels. The first of these levels is the end user Recycle Bin. When a user deletes an item from a list or library, the item gets sent to the end user Recycle Bin where it remains until it is purged by either the user or automatically based on administrative settings.

Site Collection Recycle BinWhen an item is purged from the end user Recycle Bin, it is moved into the site collection Recycle Bin. All objects purged by users in all subsites as well as the top- level site are moved here. This second layer of recoverability allows the administrator to restore files that have been deleted by users and even purged from their Recycle Bins. To restore an item from the end user Recycle Bin, do the following:

1. From the home page of the site, click the Recycle Bin link in the left navigation pane. 2. Select the box next to the item to be restored. 3. Click Restore Selection as demonstrated in below image.

Managing the Site Collection Recycle BinThe site collection Recycle Bin can be managed from the top-level site settings page. There are two views available for this Recycle Bin: one for viewing items located in end users’ Recycle Bins throughout the site collection, and the other for managing items that have been purged from users’ Recycle Bins and are now located in the administrative Recycle Bin, with the former being the default.

From the site users’ view, you can see all the items deleted by users within the site collection. From here, you can delete individual items, sending them to the administrative Recycle Bin, or you can empty the users’ Recycle Bins all at once by clicking Empty Recycle Bin. Using either method, the deleted items end up in the administrative Recycle Bin. From here, they can be permanently deleted or restored to their original locations.



Recycle Bin SettingsThe Recycle Bin functionality can be managed on a Web-application basis through Central Administration. Use the following steps to manage the Recycle Bin for a Web application:

1. Open Central Administration, and click Manage Web Applications in the Application Management section of the home page.

2. Click on the Web applications you want to manage Recycle Bin settings for.3. In the Manage section of the management Ribbon, click the General Settings drop-down

menu and choose General Settings.4. On the General Settings page, scroll down to the Recycle Bin section near the

Bottom of the page.

The below table shows the available settings for the Recycle Bin.

Setting Description

Recycle Bin Status Turns user-level Recycle Bin on or off

Delete items in the Recycle Bin Specifies the retention period; default is

30 days

Second-stage Recycle Bin Specifies amount of storage to add to the

quota or whether to disable altogether

2.8.Portal Site ConnectionA portal provides the ability to aggregate and organize site collections in an organization. It generally provides the ability to browse and search for sites by specified criteria. Any site collection can be linked to from the portal, typically using the Sites Directory, but sites by default don’t have a clear path back to the portal. This is the purpose of the portal site connection—it provides a navigational breadcrumb link back to the portal site. The following steps demonstrate how to configure the portal site connection for a site collection:

1. From the Site Actions menu of the site collection, choose Site Settings. 2. In the Site Collection Administration Section, choose the Portal Site Connection link. 3. Select the option to connect to the portal site. 4. Type the Web address of the portal. 5. Type a friendly name for the portal. This will be the name displayed in the breadcrumb

link on all pages in the site collection.



6. Click OK.

Below image shows the breadcrumb link back to the main portal site, which can be accessed by clicking the folder icon just to the right of the Site Actions menu.

2.9.Information Management PoliciesAn Information Management Policy is a container for a set of rules that can be applied to a type of content. Rules within a policy are called policy features. Information management policies allow you to control access to information within your organization and to specify how long it should be retained what to do when the retention period expires, and so on. Policies can be implemented to enable organizational compliance with legally mandated requirements, such as the Sarbanes-Oxley Act in the US, or internal requirements within an organization.

Policy features are enabled by a farm administrator and, once enabled, can be used by site collection administrators to create and implement policies. Some available policy features include the following:

- Expiration Allows for the disposal or processing of content based on time, such as a specific date, a date based on columns associated with the content, or a length of time relative to some action involving the content.

- Auditing Allows for logging of actions or events related to content, such as editing or viewing of a document, check-in or check-out of a document, changing permissions of a document, or deleting a document.

- Labeling Enables labels to be formatted and for searchable text areas to be automatically associated with a document or list item.

- Barcode Allows tracking of physical copies of documents using a barcode representation of a unique identifier for the document. By default, barcodes are compliant with the Code 39 standard, but custom barcode providers can be plugged in using the policies object model.



Creating Information Management PoliciesTo create an information management policy, do the following:

1. Click the Site Actions menu, and choose Site Settings from the site collection where you want to associate an information management policy.

2. In the Site Collection Administration section, click Site Collection Policies.3. On the Site Collection Policies page, click Create. 4. On the Edit Policy page, type a name and administrative description. This information

will be seen by list managers when associating a policy with a list or content type.5. In the Policy Statement section, type a policy statement to be shown to users any time

they open an item governed by this policy. 6. In the Retention section, select the Enable Retention check box. 7. Click Add A Retention Stage. 8. In the Stage Properties dialog, box in the Event section; choose This Stage Is Based off a

Date Property on the Item.9. Choose Last Modified + 1 Years for the time period. 10. In the Action section, choose Move to Recycle Bin. 11. Click OK. The completed Stage Properties dialog box is shown in below image.



12. In the Auditing section, select the Enable Auditing check box and select all of the events to audit.

13. Leave the Enable Barcodes and Enable Labels check boxes cleared.14. Click OK to save the new information management policy.

Associate an Information Management Policy with a Document LibraryAfter creating a policy, you can then associate it with either a content type or a document library. To associate an information management policy with a document library, perform the following steps:

1. From the document library where the policy will be associated, click the Library tab in the Library Tools area of the management Ribbon.

2. In the Settings section of the Ribbon, click Library Settings.



3. In the Permissions and Management section of the Document Library Settings page, choose Information Management Policy Settings.

4. Leave the Source of Retention for this library set to Content Types, and click the Document content type.

5. In the Specify the Policy section, choose Use a Site Collection Policy. 6. Choose the site collection policy just created from the drop-down list, as shown in

below image.

7. Click OK to accept the policy association.

2.10. SharePoint Designer SettingsSharePoint Designer is a useful tool for designing and managing SharePoint sites. However, an inexperienced or malicious user could do a lot of damage using SharePoint Designer, so its use should be carefully controlled. The following SharePoint Designer–related settings are available for a site collection:

- Enable SharePoint Designer Controls whether SharePoint Designer can be used by anyone other than a site collection administrator. If this setting is enabled, site owners and designers are allowed to use SharePoint Designer.

- Enable Detaching Pages From The Site Definition Controls whether site owners and designers can detach (formerly referred to as ghosting) pages from the site definition.

- Enable Customizing Master Pages And Page Layouts Controls whether site owners and designers can customize master pages and layout pages for a site collection.

- Enable Managing Of Web Site URL Structure Controls whether site owners and designers can view and manage the hidden URL structure of a site collection.

Configure SharePoint Designer Settings for a Site CollectionTo configure SharePoint Designer settings for a site collection, follow these steps:



1. From any site within the site collection, click the Site Actions menu and choose Site Settings.

2. On the Site Settings page, in the Site Collection Administration section, choose SharePoint Designer Settings.

3. On the SharePoint Designer Settings page, enable the SharePoint Designer features by selecting the corresponding check box.

4. Click OK to save the settings. The SharePoint Designer Settings page is shown in below image.



2.11. Site Collection SecuritySite collection users are managed in much the same way as they were in SharePoint 2007. Site groups are still used to manage groups of users with similar privileges. As in the previous version, security trimming prevents users from being presented with links to content they don’t have access to.

There are two ways to control access to objects in SharePoint 2010:

Permissions can be specified for a group, and then users can be given those permissions by being added to the group.

Objects can have their own permissions collections, which can be managed independently. For example, the permissions for a list can be managed independently of the permissions for the site in which it is contained. This allows for more granular management of objects.

Site Collection Administrators and Site OwnersSite collection administrators are assigned when a site collection is created. There must always be at least one site collection administrator, and this account cannot be an Active Directory group. Site collection administrators can be managed from two distinct locations: the Site Settings page of a site collection or the Application Management page in Central Administration.

People and GroupsGroups are collections of individual users that are given the same permissions on a particular site. SharePoint Server 2010 sites are created with three basic security groups by default:

Owners Full control Members Can contribute to existing lists and libraries Visitors Read only

Create a Custom Site GroupTo create a custom site group, follow these steps:

1. From the site where you want to create a new group, click the Site Actions menu and choose Site Settings.

2. In the Users and Permissions section of the Site Settings page, click the Site Permissions link.

3. On the Site Permissions page, on the management Ribbon, choose Create Group.4. On the Create Group page, in the Name and about Me Description section, type a name

for the group and (optionally) a description of the purpose for the group. Netways Arabia |RCJY INTERNET | ADMIN MANUAL 36


5. In the Owner section, specify the group owner. 6. In the Group Settings section, specify who can view and edit group membership. 7. In the Membership Requests section, specify whether to allow requests to join or leave

the group. 8. Also specify whether to auto-accept requests. WARNING If you specify that requests

should be auto-accepted, users will be automatically added to the group and granted the permissions specified for the group.

9. Optionally, if requests are allowed, specify an e-mail address where requests should be sent. 10. Click Create to create the new group. The New Site Group page is shown in below image.



View Group PermissionsSometimes it is necessary to determine what permissions a specific group has across the entire site collection. This can be achieved in the following way:

1. From the Site Actions menu, choose Site Permissions. 2. Click on the name of the group for which you want to view permissions. 3. Click the Settings drop-down menu, and choose View Group Permissions. 4. Review the permissions of the group for various sites in the site collection. The View

Group Permissions dialog box is shown in below image.

Default Permission LevelsJust as site groups are a collection of users, permission levels are a collection of rights that can be assigned to groups or individual users. Permission levels should always be named the same across multiple sites, and you should never modify an existing permission level. Modifying an existing permission level can cause a document, list, or page owner to accidentally grant access to unauthorized users. Always create a new permission level, create a correlating group with the same name, and populate that group with users. Doing this assures you of an easy-to-use permission level and group environment. There are four default permission levels:

Full Control Can perform any action in the site Design Can view, add, update, delete, approve, and customize content Contribute Can view, add, update, and delete content Read Can view content only



Create a Custom Permission LevelTo create a custom permission level, follow these steps:

1. From the site where you want to create a new permission level, click the Site Actions menu and choose Site Settings.

2. In the Users and Permissions section of the Site Settings page, click the Site Permissions link.

3. On the Site Permissions page, in the Manage section of the management Ribbon, click Permission Levels.

4. On the Permission Levels page, click Add a Permission Level.5. On the Add a Permission Level page, in the Name and Description section, type a name

for the permission level and (optionally) type a description. 6. In the Permissions section, select the permissions to include in the new permission level. 7. Click Create to create the new permission level. The available permissions are

enumerated in below table.

PERMISSION DESCRIPTION CATEGORY

Manage Lists Create and delete lists, add or

remove columns in a list, and add

or remove public views of a list

List Permissions

Override Check Out Discard or check in a document

that is checked out to another user

List Permissions

Add Items Add items to lists, add documents

to document libraries, and add Web

discussion comments

List Permissions

Edit Items Edit items in lists, edit documents

in document libraries, edit Web

discussion comments in documents,

and customize Web part pages in

List Permissions



document libraries

Delete Items Delete items from a list, documents

from a document library, and Web

discussion comments in documents

List Permissions

View Items View items in lists, documents

in document libraries, and Web

discussion

comments

List Permissions

Approve Items Approve a minor version of a list

item or document

List Permissions

Open Items View the source of documents with

server-side file handlers

List Permissions

View Versions View past versions of a list item or

document

List Permissions

Delete Versions Delete past versions of a list item

or document

List Permissions

Create Alerts Create e-mail alerts List Permissions

List Permissions View forms, views, and application

pages; enumerate lists

List Permissions

Manage Permissions Create and change permission

levels on the Web site, and assign

permissions to users and groups

Site Permissions

Create Subsites Create subsites such as team sites, Site Permissions



Meeting Workspace sites, and

Document

Workspace sites

Manage Web Site Grants the ability to perform all

administration tasks for the Web

site as well as manage content

and permissions

Site Permissions

Add and Customize

Pages

Add, change, or delete HTML

pages or Web part Pages, and edit

the Web site using a Windows

SharePoint

Services–compatible

editor

Site Permissions

Apply Themes and

Borders

Apply a theme or borders to the

entire Web site

Site Permissions

Create Groups Create a group of users that can

be used anywhere within the site

collection

Site Permissions

View Pages View pages in a Web site Site Permissions

Enumerate

Permissions

Enumerate permissions on the

Web site, list, folder, document,

or list item

Site Permissions

Manage Alerts Manage alerts for all users of Site Permissions



the Web site

Open Allow users to open a Web site,

list, or folder to access items inside

that container

Site Permissions

Edit Personal User

Information

Allow a user to change his or

her own user information, such

as adding a picture

Site Permissions

Add a User to a SiteFollow these steps to add a user to a site:

1. From the Site Actions menu, click Site Settings. 2. Select People and Groups from the Users and Permissions section. 3. From the People and Groups page, individual users can be added to the site or new

groups created. To add a user to a site group or assign permissions to the user directly, click the New drop-down menu and choose Add Users.

4. Type the user names, group names, or e-mail addresses of users to be added. 5. Choose a group to add the user to, or choose the permissions to assign directly. 6. Click OK.

Modify User Properties and PermissionsFollow these steps to modify user properties and permissions:

1. From the Site Actions menu, choose Site Settings. 2. Select Site Permissions from the Users And Permissions section. 3. Select the check box next to the user you want to edit permissions for. 4. In the Modify section of the management Ribbon, click Edit User Permissions.



5. Modify the permissions of the user6. Click OK to save the changes.

List and Library SecurityLists and libraries, like sites, have permissions that can be inherited from the parent site or explicitly defined. When a new list or library is created, it inherits the permission settings of its parent site by default. Use the following steps to break the permission inheritance of a list:

1. From the list where you want to break security, click the List tab in the List Tools section of the management Ribbon.

2. In the Settings section of the Ribbon, click List Permissions. 3. On the List Permissions page, in the Inheritance section of the Ribbon, click Stop Inheriting Permissions, as demonstrated in below image.



Check PermissionsUse the following steps to check permissions:

1. From the list where you want to break security, click the List tab in the List Tools section of the management Ribbon.

2. In the Settings section of the Ribbon, click List Permissions. 3. In the Check section of the Ribbon, click Check Permissions. 4. In the Check Permissions dialog box, type the name of a user or group to check

permissions for. 5. Click Check Now to check permissions for the specified user or group. 6. Review the permissions for the specified user or group. The Check Permissions dialog

box is shown in below image.



3. Creating and Managing Sites (Subsites)

What are Sites?The initial site created in a SharePoint Foundation site collection is called the top-level site. Top-level sites are created from within SharePoint Central Administration because they don’t have a parent site. Although the top-level site is functionally the same as its child sites, it includes administrative links on its Site Settings page to manage site collection functionality.

To create a child site, you must navigate to the Create page of the would-be parent site by selecting the New Site option from the Site Actions menu.

When you initially create objects like sites, Workspaces, lists, and libraries in SharePoint Foundation, you are establishing two name values: the display name, usually labeled Title or Name, and the Uniform Resource Locator (URL) name, also known as the internal name.

The best practices for naming URLs include the following:

The URL name should be descriptive, intuitive, and easy to remember. The URL name should be concise. There is a limit on the number of total characters

available for the entire website address, so you will eventually encounter problems if you consistently use long URL names.

The URL name should not contain spaces. Spaces in the address bar are replaced with %20 and take up three characters each. Spaces also make the website address difficult



to use in an email and difficult for others to read. To reduce frustration and improve readability, an underscore can be used in place of a space.

The URL name should be used consistently. By default, tasks are found in a list called Tasks, contacts in a list called Contacts, and so on. Similarly, if you frequently create a document library to house proposals, consistently using a name such as Proposals will help others to locate that content. Of course, you cannot have two lists with the same name in a site.

Type of Sites in SharePoint 2010SharePoint features a number of different installed site templates:

Type DescriptionBlank & Custom Start fresh from a Blank Site or create a

Personalization Site, withoptions from all the different template types.

Collaboration Choose a Team Site, Document Workspace, or Group Work Site. Thesetypes of sites are designed for working with groups of other people, asthey already feature various libraries and tools needed to sharedocuments and other information. The sample homepage shown earlierin this manual is an example of a team site.

Content Choose from a Document Workspace, Blog, Document Center, or VisioProcess Repository. These sites are used just as their category namesuggests: for content. Create an organizational knowledge base usingthese templates.

Meetings Templates in this category include Basic, Blank, Decision making, Social,and Multipage Meeting Workspaces. These templates include all thenecessary information needed to conduct a meeting including agendamanagement tools, lists of attendees, supporting documents andhandouts, etc.

Search There are three search templates: Enterprise,



Basic, and FAST SearchCenters. These sites are used to help you search through all informationin the SharePoint site, including the people associated with yourorganization. These search sites provide much more control over thesearch than simply using the search bar.

Create New Siteclick Site Actions New Site:

This will open a new window in SharePoint that lets you choose and customize a site template.Pick a category on the left, select a template from the middle, and then specify a name andother options on the right. Finally, click Create to have SharePoint make the site.



Give the new site a meaningful title and URL and then click Create:

Provided there are no conflicting names or URLs, SharePoint will take a few moments to createthe new site and any supporting elements:



Your new site will appear and be ready for use. Notice that the URL for the current page haschanged and includes a new folder path. This means the current page is part of a sub-siteincluded in the main SharePoint site:

Configuring an Existing SiteTo customize an existing site, click Site Actions Site Settings:



These settings are organized into categories, much like the Control Panel in the MicrosoftWindows family of operating systems. To change a setting or group of settings, just click thetitle of the setting you want to adjust.

Below is a brief description of each group:Group DescriptionUsers and Here you can manage who in your



Permissions organization has access to what(within this site). You can also control what sorts of objects are inheritedfrom the parent site, including pre-established links or other customcomponents that were created specifically for the parent site.

Galleries These commandsare used to control how SharePoint interacts with that underlyingdatabase, such as Site Columns, Site Content Types, and Master pages

Site Administration Here you can control the vital statistics of the actual site. Adjust the dateand time, manage user and RSS alerts for site content, control the wayworkflows are executed, and more.

Site CollectionAdministration

If you have the correct permissions, this link will let you modifyadministration options for the topmost site (usually the main SharePointsite used by your organization).

Look and Feel Here you can modify the style and link functionality for the site. Changethe site description or icon, add or remove navigation links, or changethe color scheme for this site.

Site Actions This category is used to perform actions on the site as a whole. Enable ordisable a number of advanced background services, save the currentlayout as a template or reset the site to its default layout, delete the site,and generate reports such as usage statistics.

Reporting Services If your organization’s server infrastructure includes Microsoft ReportServer, you can specify which data SharePoint will give to Report Serverin order to generate statistics regarding SharePoint data usage, user



activities or other information.

Delete SiteTo delete a site, there are two ways:

1. Delete site from site collection settings page2. Delete site directly from site settings page

Delete site from site collection settings page1. Open site collection in browser.2. Go to “Site Actions –> Site Settings” as shown below

3. Select “Sites and workspaces” under “Site Administration” as shown below



4. You can click “Delete” icon for the respective site as shown below:

Delete site directly from site settings pageTo delete site directly from site settings page, follow the steps:



1. Navigate to the site you want to delete.2. Go to “Site Actions –> Site Settings” as shown below

3. Find and click “Delete this site” located under Site Actions group



Managing Site Users and PermissionsInformation in SharePoint Foundation is secured at one of four levels, as follows:

- Site level- List/Document library level- Folder level- List item level

By default, all lists inherit the permissions of the site that contains them; all folders inherit the permissions of the list that contains them; and all list items inherit the permissions of the folder that contains them.



Managing Site FeaturesSharePoint Features group together chunks of custom functionality that developers and administrators can activate to make this combined functionality available at one of four scopes, as follows:

Farm level These Features are activated for all sites in the entire SharePoint Foundation farm and are managed by the farm central administrators.

Web Application level These Features are activated for all sites where the web addresses is the same. For instance, all sites that start with http://wideworldimporters would be managed under the same Web application. These Features are also managed by farm central administrators.

Site Collection level These Features are activated only for sites within a given site collection. Management of these Features is accomplished from the top-level site of the site collection and is typically distributed to department-level administrators.

Site level These Features are activated only for the site in which the activation is performed. Management of these Features may be done by anyone with Administrator privileges on the site.

Activate Site Collection Level FeatureTo activate a feature across site collection level, do the following steps:

1- Navigate to the site collection you want to activate feature under it2- From top ribbon, click Site Actions then Site Settings



3- If you are not in setting page of current site collection, you should see a link titled “Go to top level site settings”. Click that link to navigate to site collection settings page.



4- Under site collection administration section, find and click “Site collection feature” link

5- Find the feature you want to activate and check it’s not activated by making sure there is no activate label beside Activate button



6- Click Activate button to activate the feature you want

Deactivate Site Collection Level FeatureTo deactivate a feature across site collection level, do the following steps:

1- Navigate to the site collection you want to deactivate feature under it2- From top ribbon, click Site Actions then Site Settings



3- If you are not in setting page of current site collection, you should see a link titled “Go to top level site settings”. Click that link to navigate to site collection settings page.



4- Under site collection administration section, find and click “Site collection feature” link



5- Find the feature you want to deactivate and check it’s activated by making sure there is activate label beside Deactivate button

6- Click Deactivate button to deactivate feature7- Click “Deactivate this Feature” link to confirm deactivation process

Activate Site Level FeatureTo activate a feature specific site, do the following steps:

1- Navigate to the site you want to activate feature under it2- From top ribbon, click Site Actions then Site Settings



3- Under Site Actions section, find and click “Manage site feature” link



4- Find the feature you want to activate and check it’s not activated by making sure there is no activate label beside Activate button

5- Click Activate button to activate the feature you want

Deactivate Site Level FeatureTo deactivate a site level feature, do the following steps:

1- Navigate to the site you want to deactivate feature under it



2- From top ribbon, click Site Actions then Site Settings

3- Under Site Actions section, find and click “Manage site feature” link



4- Find the feature you want to deactivate and check it’s activated by making sure there is activate label beside Deactivate button

5- Click Deactivate button to deactivate feature6- Click “Deactivate this Feature” link to confirm deactivation process

Configure Top or Left Navigation BarIn a publishing site, the navigation settings for both navigation bars are in the same page. To get to the navigation management page, open the Site Settings page and click the Navigation link in the Look and Feel section of the page. The Site Navigation Settings page opens, as shown in below image.



On the Site Navigation Settings page, you can define what links and headings each navigation bar will have—and you can add, remove, or change the order of those links. The top navigation



bar is referenced on this page as Global Navigation, and the left navigation bar is called Current Navigation.

In a subsite, this page has more options, as in below image.

Here, you can set whether the site should display the same top or left navigation options as its parent site or whether it should have its own set of navigation bar links.The first option on the page is whether the navigation bars should show subsites under the current site and whether the navigation bars should show pages.



Add a Link to the Top or Left Navigation BarTo add a link to either navigation bar, click the Global Navigation node (for the top navigation bar) or Current Navigation node in the Navigation Editing and Sorting box. Then click the Add Link option in the menu. This selection opens a dialog where you can specify the link to be added as in below image.

In the Title box, you can specify what text the link displays to the user. Also, you can either type in a link or browse to a page in the site by using the Browse button. You can also specify whether the link is opened in a new window when clicked.

Add a Heading to the Top or Left Navigation BarIn a publishing site, you can add headings to both the top and left navigation bars. A heading in a publishing site can be a link or just text that can have other links under it.

To add a heading, simply click the Global Navigation node (for the top navigation bar) or Current Navigation node in the Navigation Editing and Sorting box. Then click the Add Heading button in the menu. The dialog that pops up is the same as the one for adding a link (refer to above image), but unlike with adding a link, in this case you can keep the URL setting empty if you don’t want the heading to be a link.

Remove a Link from the Top or Left Navigation BarTo remove a link from either navigation bar, click the link in the Navigation Editing and Sorting box, and then click the Delete button on the toolbar.



4. Creating and Managing Lists Many of the different objects within SharePoint are based upon lists. In this section we will explore the different types of lists and look at how to use this versatile object.

What is Lists?A list in SharePoint is an object that is used to hold several pieces of related information. Lists are comparable to mini databases or simple spreadsheets. In a nutshell, if you don’t store information in a library, you store it in a list.

Creating and managing a list requires that you have the proper permissions. By default, you must be assigned either the Full Control or Design permission level to create and customize lists.

Types of ListsThere are a number of list categories. To view them, click Site Actions More Options and then click the List item on the left-hand side of the Create window:

Below list of available list template you can choose from when creating new list:

List type DescriptionAnnouncements Use this list to identify news items, statuses,

and other small bits of information that everyone should be aware of.

Calendar The Calendar list shows each day of the month. Days can be filled with upcoming events, meetings, birthdays, etc. Calendars can also be synchronized with Microsoft Office Outlook. We will explore calendars in more detail later in this manual.



Contacts List contact information for peers, partners, or customers. This list can also be synchronized with Microsoft Office Outlook.

Custom List Add your own custom columns of information to this list, just as you would construct a database table or spreadsheet.

Custom List inDatasheet View

This blank list is displayed as a spreadsheet to allow easier data entry. Create your own columns and views just as you would with a custom list. (This list requires an ActiveX control and won’t be supported on all browsing platforms.)

Discussion Board This list works like a newsgroup-style discussion board often found on Internet forums. Users can comment on each other’s posts.

External List View data from an external list.Import Spreadsheet If you already have a spreadsheet containing

important information that needs to be shared, use this command to import the spreadsheet columns to SharePoint.

Issue Tracking Many companies use issue trackers to keep track of problems.SharePoint includes such a tracker that records problems and thenlet you assign, prioritize, and track issues.

Status List This list is like a simplified version of the Project Tasks list. Here you can track and display goals and assign icons to each goal as it is achieved.

Survey List questions you want to ask of others. The interface for this list allows for quick question creation and graphical summaries of the results.

Tasks List and track personal or team tasks here.

Creating a New ListTo create a list, click Site Actions --> More Options. When the Create window appears, click the List item on the left to display all the list types. Let’s create an Issue Tracking list. Select the Issue Tracking item and give the list a meaningful name. Click More Options:



Here you can give the list a description and opt to show a link for this list in the Quick Launch pane. When you’re ready, click Create:

After a moment, the new list will be ready for use. In this case, click “Add new item” to create a new issue:



The List Tools TabsLists contain two contextual tabs: List Tools – Items and List. The commands in these two tabs should look familiar. Let’s look at the Items tab first:

Below is list of commands available under Items tabs and there functionalities:

Command DescriptionNew Create a new item or new folder in this list.Manage View or edit a particular item, and view and

manage version history and permissions. You can also delete items here.

Actions Depending on the type of list, you may be able to perform additional actions on the items contained inside. In this case, you can attach a file to an item. Since we are creating an issue tracking list, the attachment might be an image or configuration file that lead to or was



a result of the issue.Workflows View and manage workflows related to this list

as well as accept or reject this portion of the workflow.

Tags and Notes Use the social commands to tag or comment on the list.

Below are lists of command available under List tab in List Tools section:

Command DescriptionView Format Switch back and forth between standard view

and datasheet view. The Datasheet group lets you show or hide the task pane, show row or column totals for numeric data, add new data, or refresh existing data. These commands are only available while in Datasheet View.

Manage Views Views are a way of examining data within the list. Here you can create a new view of the data, modify existing views, and choose which view to use.

Share & Track E-mail the URL of this list to someone else or subscribe to an RSS feed to keep you up to date on changes.

Connect & Export With these commands, you can synchronize an offline copy of the library using SharePoint Workspace. You can also add or remove links to this library within Microsoft Office programs including Outlook, Excel, Visio, Access, and Project.

Customize List Create a form to enter or modify data using Microsoft Office InfoPath. You can also modify the Web parts using the online editor or edit list info using SharePoint Designer. You can also create Quick Steps, one-click custom actions that can be added to the ribbon.

Settings Customize the background settings of this list, edit list permissions, and modify workflow



settings.

Delete ListIf you no longer need a list, you can delete it. To do this, click List Tools – List List Settings:

Click “Delete this list” under the Permissions and Management heading:

You will be asked to confirm your choice. Click OK to delete the list.

Adding, Editing, and Deleting List ColumnsThe list templates provided by SharePoint Foundation provide an easy way to generate a list with very little effort. However, should you need to customize the templates, SharePoint Foundation allows you to add, edit, and delete columns.

There are many column types available when you want to extend a list with an additional column. Once you name your new column, you need to select one of the column types displayed in the following table.

Column Type Used toSingle Line Of Text Enter a word or freeform phrase up to 255 characters.Multiple Lines Of Text Optionally, enter free form prose, including formatted

text.Choice Select one or more options from the static list.Number Enter a number.Currency Enter a monetary value.Date And Time Enter date, time of day, or both.Lookup Select one list item from a list in the site.



Yes/No Enter true or false.Person Or Group Select one or more users.Hyperlink Or Picture Enter a link to a page or picture.Calculated Calculate information from columns on this list, columns

on another list, dates, or numbers using standard mathematical operators.

External Data Pull data from an external content type.

After a column has been added, it is possible to make changes to it. You can change the display name, but the internal name cannot be changed easily. Most other column options can be changed even after data has already been entered into the list. If changing an option will potentially result in the loss of information, SharePoint Foundation prompts you to confirm the change before proceeding.

Add New Column to ListTo create column to list, preform the following steps:

1- Navigate to list you want to add new column to it.2- In the ribbon, click the List

3- In the Manage Views group, click Create Column.

4- In the Name and Type section, type the name that you want for the column in the Column name box.

5- Under The type of information in this column is, select the type of information that you want to appear in the column.



6- In the Additional Column Settings section, type a description in the Description box to help people understand the purpose of the column and what data it should contain. This description is optional.

7- To add the column to the default view, which people on your site automatically see when they first open a list; make sure that Add to default view is selected.

8- Click OK button

Change Settings for a Column in a ListYou can change the settings for a column, such as the name of the column. Depending on the type of column and the type of list, you can make additional changes, such as how much text a user can enter. Programs such as SharePoint Designer 2010 offer even more options for modifying columns, such as specifying the column width.

1- Open list contains column you want to edit2- In the Ribbon, click the List or Library tab.



3- In the ribbon, click the List4- In the Settings group, click List Settings or Library Settings.

5- On the List Settings page, in the Columns section, click the name of the column that you want to change.

6- Change the settings that you want, and then click OK.

Delete a Column from a List1- Open list contains column you want to edit2- In the Ribbon, click the List

3- In the Settings group, click List Settings



4- On the List Settings page, in the Columns section, click the name of the column that you want to delete.

5- Scroll to the bottom of the Change Column page and then click Delete.

6. When prompted, click OK.

Create an Alert for a ListSharePoint Foundation includes a handy feature that sends an email notification or a text message whenever changes are made to content in a site, including changes made to items in a list. The setup for this notification is called an alert. No alerts are set up automatically, so you must sign up for the alerts that you want.

When setting up alerts, you have a choice as to the type of change for which you want an alert to be initiated. List-level alerts allow subscriptions for All Changes To Any List Item, New Items Are Added Only, Existing Items Are Modified Only, or Items Are Deleted Only. If you want to see added and changed items but not deleted items, you need to set up two alerts. List item–level alerts, on the other hand, are fired only when that item changes because you can set up this alert only when the list item already exists, and a deletion is considered a change to the list item.



To set an alert for a list, follow the below steps:

1- Go to the list you want to set an alert for it.2- In the Ribbon, click the List

3- Click Alert Me under the Share & Track group

4- Click Set Alert on this list

5- Set a title under Alert Title; the Title appears in the subject line of the alert messages

6- Select how you want to be notified via Email or SMS in the Delivery Methods section

7- Under Change Type; select the type of notification you wish to receive. For example on all changes, when new items are added, etc.



8- Under Send Alerts for These Changes; specify whether to filter alerts based on specific criteria. For example when anything changes, when someone else changes a document, etc.

9- Under When to Send Alerts; specify how often you want to receive the alerts. For example immediately, daily, etc.

10- Click OK

5. Configure Lists SettingsThe list configuration settings options allow you to change basic aspects of the list that make it easier for other users to understand the purpose of the list as well as provide navigation, versioning, approval, and advanced features.

Title, Description, and NavigationThis group of settings provides you with the basic abilities to provide the list with a title and description to let users know the purpose of the list. It also includes a setting for displaying a link to the list in the site’s Quick Launch navigation. Below table describes the title, description, and navigation settings you can edit to customize the list.

Setting Description

Name The name used to identify the list through your SharePoint site. This should be short but descriptive enough so that users know the purpose of the list from the name alone.

Description A more elaborate explanation of the list’s



purpose. This is displayed on the All Site Content screen to help users find the information they are looking for as well as on the Browser ribbon of the list page to communicate the purpose of the list to users.

Navigation Determines whether a link for the list is displayed on the Quick Launch area on the left side of the page when navigating within the site. Selecting Yes allows users to easily see that your list exists and quickly navigate to it.

To modify above settings, follow below steps:

1- Go to the list you want to configure its name, description, or navigation.2- In the Ribbon, click the List


4- Under General Settings, click Title, description and navigation link

5- Modify settings as required



6- Click Save button

Versioning SettingsThe versioning settings control whether list items require approval before users can view them, if prior data is maintained for version control, and who can see historical versions. Below table describes the Versioning settings you can edit to customize the list.

Setting Description

Content Approval Selecting Yes to enable the Content Approval option means that new items remain in a draft state until a user with Approve Items permission (Full Control or Design permission level by default) approves the item. See the “Content Approval” section for more information on approving items for entry in a list.

Item Version History Choosing Yes enables SharePoint to maintain a version history of the list items. Each time a user edits the list item, the new data is saved with a new version number, and the old data is maintained in the previous version. You can optionally specify how many versions to keep for each item in the list.

Draft Item Security This determines who can see draft items that are waiting for approval in the list. It can be set to all users, users with Edit Item



permissions, or only users with Approve Item permission.


1- Go to the list you want to configure its versioning settings.2- In the Ribbon, click the List


4- Under General Settings, click Versioning settings link





Advanced List SettingsThis group of settings includes more complex SharePoint 2010 features such as Content Types along with other list settings like enabling attachments, folders, searching, and the Datasheet capabilities. Below table describes the advanced settings you can edit to customize the list.

Setting Description

Content Types Enables the management of content types for this list.

Item-Level Permissions Provides the ability to limit the items that users can view or create and edit. Read access options allow you to specify whether users can view all items in the list or only the items they have created. Create and Edit access options allow you to specify whether users can create and edit all items, edit only the items they have created, or deny create and edit access entirely. Users that have the Manage List permission can read, create, and edit all items



and are unaffected by Item-Level permissions.

Attachments Determines whether users can add files as an attachment to the list item. Select Enable Attachments to allow users to attach one or more files to items in the list.

Folders Determines whether users can create new folders in the list. Disabling this setting does not impact folders that already exist.

Search Enables the list and list items to be displayed in search results to those users that have the appropriate permissions to view the items. Selecting No for this setting will keep all contents of this list from displaying in user searches.

Offline Client Availability Determines whether users can synchronize list content for off-line use using Microsoft SharePoint Workspace.

Datasheet Specifies whether the Datasheet view is available to users via the Datasheet View command on the List Tools - List ribbon, allowing for bulk editing of list data.

Dialogs Determines if the New Item, View Item and Edit Item forms should be displayed in a dialog window or full page within the browser.



List RSS Feed SettingsReally Simple Syndication (RSS) is a technology standard for allowing applications, also known as readers, to subscribe to information from other web sites. RSS feeds provide updated data in a standard format that can be interpreted and processed by feed-reading applications. SharePoint allows you to expose lists as RSS feeds that other users can subscribe to in order to consume the list data. A common use for this is to enable lists containing corporate news or announcements to be accessible on mobile devices and other enterprise applications that read RSS data.



Before a list can be exposed as an RSS feed, RSS must be enabled on both the site and site collection. Feeds are enabled by default when a site collection and sites are created.

To enable RSS feeds at a site collection level, perform the following steps:

1- On the site’s home page, click the Site Settings link in the Site Actions menu. 2- If the site you are on is a subsite rather than the top-level site in a site collection, click

the Go to Top Level Site Settings link under the Site Collection Administration section; otherwise, skip to step 3.

3- On the Site Settings screen, click the RSS link in the Site Administration section. 4- On the RSS screen, check the “Allow RSS feeds in this site collection” box in the Site

Collection RSS section. 5- Check the “Allow RSS feeds in this site” box in the Enable RSS section. 6. Enter any

additional settings for the RSS feed in the Advanced Settings section. These settings apply to all RSS feeds created in the site collection.

6- Click the OK button.

Once RSS is enabled at the site collection level, it must be enabled on the site that contains your list. To enable RSS on a site, perform the previous steps skipping steps 2 and 4. At this point, you can specify additional information that should be included in the RSS feed including a copyright, managing editor and web master. Now that RSS is enabled at the site and site collection levels, the appropriate link to the RSS settings will appear in the Communication section on the List Settings screen. Below table describes the RSS settings you can edit to customize the feed.

Setting Description

Allow RSS Enables or disables RSS for the list.

Truncate Multi-line Text Determines if the RSS feed only contains the first 256 characters for all “Multiple lines of text” fields in the list. For lists with large amounts of text stored in “Multiple lines of text” columns, selecting Yes to truncate these fields to 256 characters will improve performance of SharePoint and the RSS reader.

Title May be used by RSS readers when displaying



the feed to users to show the purpose of the feed.

Description May be used by RSS readers when displaying the feed to users to convey a longer explanation of the feed’s contents.

Image URL May be used by RSS readers when displaying the feed.

Columns Determines which list columns have their data included in the feed and in what order.

Maximum Items The maximum number of items to include in the feed’s contents of recently changed list items.

Maximum Days The furthest amount of time back that RSS will go when looking for recently changed list items to include in the feed.

To enable RSS feeds for a list, perform the following steps:1- On the list page, select the List Settings command from the Settings group on the List

Tools - List ribbon. 2- On the List Settings screen, click the RSS Settings link in the Communications section. 3- On the Modify RSS Settings screen, select the Yes option for the “Allow RSS for this List”

setting. 4- In the RSS Channel Information section, modify the Title, Description, and Image URL for

this list’s feed. 5- In the Columns section, check the box next to each column that you want included in

the RSS feed, and determine their positions by modifying their associated Display Order numbers, the same way you select columns to include in a view.

6- In the Item Limit section, enter the maximum number of items to include in the feed and how old those items can be.

7- Click OK button

RSS Setting page:



RSS Result page after configuration:



6. Creating and Managing Document LibraryDocument libraries are probably the most popular way of using SharePoint. A document library is part of a site and usually found on every SharePoint site. Multiple document libraries can be added. Shared Documents is the typical name for a departmental site's document library.

What is SharePoint Document Library?A document library is a container (or shelf) to place documents. Folders can be created within a document library for further organization. These documents are stored on the server, easily accessible and editable by members of the site. Create, upload, edit, collaboration editing, versioning, set permissions, check out, download to computer, are only a few of the features.

Types of Document LibraryAll the different types of libraries are based on lists, so although each library does something different, they all work in the same way. Let’s go over the different library types:

Type Description

Asset This library is intended to store rich media



such as images, audio, video, or other multimedia information.

Data Connection Here you can save and share files that contain connection information for databases that are internal or external to your organization’s infrastructure.

Document Mainly used for word processing documents or other text document types that are not blocked due to security risks. You can create certain types of documents from inside the library as well. Chances are you will use this type of library the most.

Form This library is intended to be used with Microsoft Office InfoPath, though other XML compatible form editors are also supported. Here you can collect and manage the various forms used within the organization, such as timesheets, order forms, questionnaires, etc.

Picture This library is intended to store pictures and graphics.

Report Use this library to create and edit reports. Reports can be used to track things like Web page management, key performance indicators (KPIs), or whatever else is important to track.

Slide You can publish and share individual slides from a Microsoft Office PowerPoint presentation or the whole presentation. Each slide is uploaded individually to enable easier change tracking.

Wiki Page This library is used to store and track individual wiki pages: pages which multiple



users can update and expand upon in efforts to broaden knowledge about a particular subject.

Creating New Document LibraryThe Document Library template, like all library templates, is available on your site’s Create window. The library is created through the same process that you used to create lists in the previous section. The Create window contains a Library filter type with icons for all library templates, including the Document Library link. To create a new document library, follow these steps:

1- On the site’s home page, click the More Options... link in the Site Actions menu.

2- On the Create window, select the Document Library icon in the Installed Items section.



3- Click the More Options button.

4- In the Name and Description section, enter a name and description for the library.



5- Select Yes under the Navigation options if you want to show a link to this library on the Quick Launch area of the site.

6- In the Document Version History section, select Yes if you want the library to provide version-control features for the documents in the library. This is discussed in the “Managing Document Libraries” section later in this chapter.

7- In the Document Template section, select the template file type for the library.

8- Click the Create button.

The Library Tools TabsWhen working with most types of libraries, you will see two contextual tabs appear: Library Tools – Documents and Library. These tabs let you work with the items in the library or the library itself. The majority of commands in these two tabs are the same for each type of library.

Let’s start by looking at the Library Tools – Documents tab which can be found in the Shared Documents library. (In order to activate more commands in the ribbon, we have added a Word document and selected the checkbox to the left of the file name.)

Below is list with commands available under Documents tab and its functionality:

Command Description



New Create a new document (based on the default library template type), upload a single or multiple documents, or create a new folder.

Open & Check Out Open and edit the selected document, or mark it as checked in/ checked out.

Manage View and edit the document properties, or change document permissions. You can also delete the selected document.

Share & Track E-mail a link to this file to someone else.

Copies Download a copy of the file that will remain independent of the file in the library. You can also move files to another location, manage linked copies of the file, or if this file is linked, track it back to the source.

Workflows Workflows are a way of automating certain business processes without having to write custom code. In a nutshell, you can create rules that monitor items in lists and libraries. If an item has changes, it automatically triggers actions in the workflow.

Tags and Notes Tag the library or add a note. Then, your actions will appear in your newsfeed and give easier access to this location in the future.

The Library tab lets you view and work with the data in the library:

Below is list with commands available under Library tab and its functionality:

Command Description

View Format Switch back and forth between standard view and datasheet view.



Standard View looks like this, similar to the Details view of Windows Explorer:

Datasheet view displays data as you would see it in a Microsoft Access database:

Datasheet The Datasheet group lets you show or hide the task pane, show row column totals for numeric data, add new data, or refresh existing data. These commands are only available while in Datasheet View.

Manage Views Views are a way of viewing data within a list or library. Here you can create a new view of the data, modify existing views, and choose which view to use. The default view is to show everything in the list/library.

Share & Track E-mail the URL of this library to someone else or subscribe to an RSS feed to keep you up to date on changes.



Connect & Export With these commands, you can synchronize an offline copy of the library using SharePoint Workspace, enabling you to work with SharePoint information when not connected to the Internet. You can also add or remove links to this library within Microsoft Office programs, synchronize and export data using Microsoft Office Outlook or Excel, and open this library as a Windows Explorer folder. (We will explore SharePoint Workspace later in this manual.)

Customize Library These commands let you apply a number of changes to the way the library operates and gives you editing access via SharePoint Designer. (We will explore SharePoint Designer later in this manual.)

Settings In this group, you can modify all the background settings for the library, manage user permissions, and edit any workflows that have been assigned.

Delete Document LibraryIf you no longer need a document library, you can delete it. To do this, under Library Tools – Library tab Library Settings:

Click “Delete this document library” under the Permissions and Management heading:

You will be asked to confirm your choice. Click OK to delete the list.



Adding, Editing, and Deleting Columns to Document LibraryThere are many column types available when you want to extend a document library with an additional column. Once you name your new column, you need to select one of the column types displayed in the following table.

Column Type Used toSingle Line Of Text Enter a word or freeform phrase up to 255 characters.Multiple Lines Of Text Optionally, enter free form prose, including formatted

text.Choice Select one or more options from the static list.Number Enter a number.Currency Enter a monetary value.Date And Time Enter date, time of day, or both.Lookup Select one list item from a list in the site.Yes/No Enter true or false.Person Or Group Select one or more users.Hyperlink Or Picture Enter a link to a page or picture.Calculated Calculate information from columns on this list, columns

on another list, dates, or numbers using standard mathematical operators.

External Data Pull data from an external content type.

After a column has been added, it is possible to make changes to it. You can change the display name, but the internal name cannot be changed easily. Most other column options can be changed even after data has already been entered into the document library. If changing an option will potentially result in the loss of information, SharePoint Foundation prompts you to confirm the change before proceeding.

Add New Column to a Document LibraryTo add column to a document library, preform the following steps:

9- Navigate to library you want to add new column to it.10- In the ribbon, click the Library tab



11- In the Manage Views group, click Create Column.

12- In the Name and Type section, type the name that you want for the column in the Column name box.

13- Under The type of information in this column is, select the type of information that you want to appear in the column.

14- In the Additional Column Settings section, type a description in the Description box to help people understand the purpose of the column and what data it should contain. This description is optional.

15- To add the column to the default view, which people on your site automatically see when they first open a list; make sure that Add to default view is selected.



16- Click OK button

Change Settings for a Column in a Document LibraryYou can change the settings for a column, such as the name of the column. Depending on the type of column and the type of document library, you can make additional changes, such as how much text a user can enter. Programs such as SharePoint Designer 2010 offer even more options for modifying columns, such as specifying the column width.

7- Open list contains column you want to edit8- In the Ribbon, click the Library tab.

9- In the Settings group, click List Settings or Library Settings.

10- On the Library Settings page, in the Columns section, click the name of the column that you want to change.



11- Change the settings that you want, and then click OK.

Delete a Column from a Document Library1- Open document library contains column you want to edit2- In the Ribbon, click the Library tab

3- In the Settings group, click Library Settings

4- On the Library Settings page, in the Columns section, click the name of the column that you want to delete.

5- Scroll to the bottom of the Change Column page and then click Delete.



7. When prompted, click OK.

7. Configure Document Library SettingsThe document library configuration settings options allow you to change basic aspects of the library that make it easier for other users to understand the purpose of the library as well as provide navigation, versioning, approval, and advanced features.

Title, Description, and NavigationThis group of settings provides you with the basic abilities to provide the library with a title and description to let users know the purpose of the library. It also includes a setting for displaying a link to the library in the site’s Quick Launch navigation. Below table describes the title, description, and navigation settings you can edit to customize the document library.

Setting Description

Name The name used to identify the library through your SharePoint site. This should be short but descriptive enough so that users know the purpose of the library from the name alone.

Description A more elaborate explanation of the library’s purpose. This is displayed on the All Site Content screen to help users find the information they are looking for as well as on the Browser ribbon of the library to communicate the purpose of the library to users.

Navigation Determines whether a link for the library is displayed on the Quick Launch area on the left side of the page when navigating within the site. Selecting Yes allows users to easily see that your library exists and quickly navigate to it.


1- Go to the document library you want to configure its name, description, or navigation.2- In the Ribbon, click the Library







Document Library Versioning SettingsVersioning in libraries enables you to track and manage information as it evolves and to view and recover earlier versions if necessary. In libraries, you can specify whether to track all



versions in the same way or specify that some versions are major, such as those in which a new chapter is added to a manual, and some are minor, such as those in which a spelling error is corrected.

To help manage storage space, you can specify the number of versions that you want to store. Limiting the number of versions can help you to manage server space, as well as prevent the version history from becoming too cumbersome to be useful. People can overwrite a previous minor version with an existing version, if they don't want to clutter the file's history with lots of minor changes.

To enable versioning in a library, click Library Tools – Library Library Settings:

When the list of library settings appears, click “Versioning settings:”



There are a number of settings that you can modify here:



Let’s take a quick look at these options:

Setting Description

Content Approval By default, every new item uploaded to a library is considered a final version. If certain files require approval before distribution, enable this option. That way, any new file will be marked as draft and only those users with the correct permissions can accept or reject the submission.

Document Version

History

Document versioning is disabled by default. If you choose to enable this feature, you can mark each version either with major revisions (v1, v2, v3, etc.) or minor revisions (v0.1, 0.2, 1.0, 1.1, 1.2, etc.). You can also tell SharePoint how many draft and final versions of a file will



be kept on the server. More versions on the server translate into a more complete document history, at the expense of storage space.

Draft Item Security If you choose to enable Content Approval, you can further control which types of users get to see the draft versions.

Require Check Out Enable this feature to require check out before editing a document. This feature is very useful if several people require access to the same document. This way, if a change needs to be made, everyone will know they are about to make changes to the right document.

SharePoint Document Library Advanced SettingsTo get to the Document Library Advanced Settings page, follow the below steps:

1- Go to the document library you want to configure its Advanced Settings.2- In the Ribbon, click the Library





Below table will describe each section in Advanced settings page and its functionality:

Setting Description

Document Template

The Document Template option presents as an input field in which you'll enter the URL of the template which you want to be the default template / content type for the document library

Browser-enabled Documents

The Browser-enabled Documents setting allows you to specify default behavior as to how to display documents for which there is an associated client-based application (e.g., Word). Choosing the Open in the client application radio button will do just that, so if you elect to open a Word doc from within your SharePoint document library, that doc will open inside of the Word client itself. If you choose the Display as a Web page radio button option, however, or if for any reason the required client application is unavailable, choosing to open a document from within your SharePoint document library will open that document as a Web page.

Custom Send To Destination



The Custom Send To Destination option allows you to manually specify the Send To recipient(s) from within the library via two input fields. The first input field is for the Destination name (e.g., Team Library), and the second is the URL of that destination. Note that the Send To destination will visibly appear to users in the context menu for the list in question

Folders

Choosing between radio buttons (Yes or No) will determine whether the New Folder option will appear, along with the default Document Template, in your library's New dropdown menu. The default behavior is Yes, which will provide users with the ability to create new folders as well as new documents directly within the document library. Opting for No will remove the New Folder option from that New dropdown, leaving just the default Document Template available to users of the library.

Search

As with the Folders option, whether or not Search is enabled for your document library is determined via a Yes or No radio button selection. The selection is defaulted to Yes, so search is turned on for all document libraries by default, and must be manually overridden with a No selection. With search turned off, documents within your document library will not be returned as search results. Note: With search turned on, permissions are always respected, and if a given user doesn't have the correct level of permissions to view a given document, that document will not be returned to them as a search result.

List RSS Feed SettingsReally Simple Syndication (RSS) is a technology standard for allowing applications, also known as readers, to subscribe to information from other web sites. RSS feeds provide updated data in a standard format that can be interpreted and processed by feed-reading applications. SharePoint allows you to expose document library as RSS feeds that other users can subscribe to in order to consume the library data. A common use for this is to enable libraries containing corporate news or announcements to be accessible on mobile devices and other enterprise applications that read RSS data.



Before a library can be exposed as an RSS feed, RSS must be enabled on both the site and site collection. Feeds are enabled by default when a site collection and sites are created.

To enable RSS feeds at a site collection level, perform the following steps:

7- On the site’s home page, click the Site Settings link in the Site Actions menu. 8- If the site you are on is a subsite rather than the top-level site in a site collection, click

the Go to Top Level Site Settings link under the Site Collection Administration section; otherwise, skip to step 3.

9- On the Site Settings screen, click the RSS link in the Site Administration section. 10- On the RSS screen, check the “Allow RSS feeds in this site collection” box in the Site

Collection RSS section. 11- Check the “Allow RSS feeds in this site” box in the Enable RSS section. 6. Enter any

additional settings for the RSS feed in the Advanced Settings section. These settings apply to all RSS feeds created in the site collection.

12- Click the OK button.

Once RSS is enabled at the site collection level, it must be enabled on the site that contains your document library. To enable RSS on a site, perform the previous steps skipping steps 2 and 4. At this point, you can specify additional information that should be included in the RSS feed including a copyright, managing editor and web master. Now that RSS is enabled at the site and site collection levels, the appropriate link to the RSS settings will appear in the Communication section on the Document Library Settings screen. Below table describes the RSS settings you can edit to customize the feed.

Setting Description

Allow RSS Enables or disables RSS for the library.

Truncate Multi-line Text Determines if the RSS feed only contains the first 256 characters for all “Multiple lines of text” fields in the library. For library with large amounts of text stored in “Multiple lines of text” columns, selecting Yes to truncate these fields to 256 characters will improve performance of SharePoint and the RSS reader.

Title May be used by RSS readers when displaying



the feed to users to show the purpose of the feed.

Description May be used by RSS readers when displaying the feed to users to convey a longer explanation of the feed’s contents.

Image URL May be used by RSS readers when displaying the feed.

Columns Determines which library columns have their data included in the feed and in what order.

Maximum Items The maximum number of items to include in the feed’s contents of recently changed library items.

Maximum Days The furthest amount of time back that RSS will go when looking for recently changed library items to include in the feed.

To enable RSS feeds for a document library, perform the following steps:8- On the library page, select the Document Library Settings command from the Settings

group on the Library Tools - Library ribbon. 9- On the Document Library Settings screen, click the RSS Settings link in the

Communications section. 10- On the Modify RSS Settings screen, select the Yes option for the “Allow RSS for this

Document Library” setting. 11- In the RSS Channel Information section, modify the Title, Description, and Image URL for

this library’s feed. 12- In the Columns section, check the box next to each column that you want included in

the RSS feed, and determine their positions by modifying their associated Display Order numbers, the same way you select columns to include in a view.

13- In the Item Limit section, enter the maximum number of items to include in the feed and how old those items can be.

14- Click OK button

RSS Setting page:



RSS Result page after configuration:



SharePoint Web PartsWeb parts are modular, reusable pieces of code that allow users to modify their appearance, content, and behavior. For example, users might modify the appearance of a Web part by adjusting its height and width. Content might be modified for a Web part that displays a table of data by selecting which columns are displayed and in what order. As an example of modifying behavior, a Web part could display either a summary or details of certain information. The Web part might switch between listing every invoice for every sales person invoiced for the past 90 days and simply listing a total dollar amount for each sales person. Web parts are the building blocks for SharePoint Server 2010 Web user interface interactions.

Web parts are broadly scoped; they serve as windows in SharePoint Server 2010 to the broader world of IT. They are windows into external data sources such as Microsoft SQL Server or Oracle databases. Additionally, they allow a glimpse into Web services or they can integrate with business applications. Predictably, they serve as windows into SharePoint Server 2010 by allowing interaction with information stored in lists and libraries. Finally, Web parts are windows into the users of SharePoint Server 2010. They provide a mechanism for interacting with and empowering users to solve business problems.



Web Parts and PagesPages enable related content to be consolidated into a unique page that is optimized for a specific purpose. For instance, you can consolidate related information into a single page to provide an overview. Pages collect and organize Web parts to create a customized layout and customized functionality.

Creating a Content Page and Adding Web PartsSharePoint Server 2010 allows Web parts to be placed into content areas and positioned using standard markup. Freeing Web parts from Web part zones allows users greater flexibility in creating and customizing presentations.

To create a Body Only page and add Web parts to it, do the following:

1. Open the site where you want to add the page. 2. From the Site Actions menu, select New Page. 3. Enter a name for the new page, and click Create. 4. Click the Insert tab on the Ribbon as seen in below image.

5. Click the Web Part button. 6. Select a category. 7. Select a Web part. 8. Select where to add the Web part. 9. Click the Add button.

Creating Web Part Pages and Adding Web PartsWeb part pages come with predefined Web part zones to provide a default organization for Web parts. With some creativity, these Web part pages can be adapted to a variety of layout requirements.



The unused zones are ignored, taking up no page space, but they are still available for future use. Below image shows the page in edit mode:

The below image shows the same above page as users would see it:

To create a Web part page, do the following:1- Open the site where you want to add the page. 2- From the Site Actions drop-down menu, select View All Site Content. 3- Click the Create hyperlink at the top of the All Site Content page. 4- Choose Page from the Filter By menu. 5- Click the Web Part Page icon. 6- Click the Create button. 7- Name the Web part page. 8- Choose a layout template. 9- Select the document library to save the page in. 10- Click the Create button.



When the Web part page is created, it will automatically be in edit mode. Because the page is in edit mode, all the Web part zones on the page are displayed. After the page is published, only the zones that contain Web parts are actually rendered. Any empty zones are ignored. The process for adding Web parts to the Web part page is somewhat different from the process for content pages. To add a Web part, do the following:

1- Click the Add A Web Part button in the zone where you want to add the Web part. 2- Select a category. 3- Select a Web part. 4- Optionally, select a different zone from the Add Web Part To drop-down menu. 5- Click the Add button.

Deleting and Closing Web PartsThere are two options for removing Web parts from a page: close and delete. Although the two have similar effects, they are different enough that you need to understand how to use them appropriately. Deleting a Web part deletes the Web part from the page permanently. Although the same Web part can be added to the page again, all customization or configuration of the deleted Web part is lost. There is no Recycle Bin capability for Web part customizations. To delete a Web part, do the following:

1- Open the page where the Web part is located.2- Select Edit Page from the Site Actions drop-down menu.3- Click the Web part to be deleted.4- Click the Web Part Tools tab on the Ribbon.5- Click the Delete Button, and then click OK in the warning dialog.

Closing a Web part preserves the Web part’s configuration and customization by moving the Web part to the Closed Web Parts gallery. The Web part can be returned to the page from the Closed Web Parts gallery with all of its configuration and customizations intact.



Configure User Profile and Active Directory Replication in SharePoint 2010You need to configure User Profile service in order to get user profiles from active directory, so they can display their information from Active Directory to SharePoint directly.

Configure User Profile1- Form Start menu click on “Central Administration”

2- At Central Administration home page click on “Server Management” then click on ”Manage server service ”

3- From the central administration home page under “Application Management” click on “manage service applications”

4- Click on new option from the ribbon bar then choose “User Profile Service Application”



5- From the opened screen add name and choose or enter new application pool that will used by this web services and enter the service account user “that we used to configure any service”



6- In the profile database part add the name for user profiles database, use the windows authentication option (that the setup user will be the creator of this database)

7- Do the same configuration in step number 5 for synchronization database and social tagging database.



8- Select the machine in the farm which will run profile synchronization process and add my site host URL “ the site collection will provision my site” , leave my site managed path and site naming format with their default values then click create



9- From the central administration home page under system settings clicks on manage service on server link

10- Click on start link for the service “user profile synchronization service” to start this service then wait and make a refresh to insure this service is started (you will see stopped keyword when the service started)



11- Back to Central Administration home page click on “Application Management” then click on ”Manage Service Application”

12- At service applications page click on “User Profile Service Application”



13- At user profile service application page click on “Configure Synchronization Connections”

14- Click on “Create New Connection”



15- At the opened screen fill the connection name, forest name(Domain Name), Password for the use profile service account

Configure Active Directory Replication Delegation1. On the domain controller, click Start, click Administrative Tools, and then click Active Directory Users and Computers.



2. In Active Directory Users and Computers, right-click the domain, and then click Delegate Control.



3. On the first page of the Delegation of Control Wizard, click next.



4. On the Users or Groups page, click Add.

5. Type the name of the synchronization account, and then click OK.



6. Click Next.

7. On the Tasks to Delegate page, select create a custom task to delegate, and then click Next.



8. On the Active Directory Object Type page, select this folder, existing objects in this folder, and creation of new objects in this folder, and then click next.



9. On the Permissions page, in the Permissions box, select Replicating Directory Changes, and then click next.

10. Click Finish.



11. Now back to the “Manage synchronization connection” page then click on populate containers button and wait to get all OU’s from active directory

12. Click ok to save the connection.



13. To start importing from active directory back to manage profile service page then click start profile synchronization under synchronization section

14. Click on start full synchronization then click ok

15. You will be redirected to the user profile service page again and you will see the status in the left side of the page

16. To check synchronization status click on the word synchronizing from the above screen



17. After synchronization finished you will see the status is became “idle”

18. To make synchronization automatically click on “configure synchronization timer job”



19. Plan your synchronization time then click ok.

20. To ensure synchronization succeed click on “manage user profile” under “people” section then try to search for any profile



Configure Search in SharePoint 2010To configure search service in SharePoint 2010 environment, follow the below steps:

1- From central administration home page click on manage service applications2- Click new icon form ribbon bar and click on “search service application”

3- From the opened screen enter the name for search service application , choose search service account “service account that we used for configure all services” , choose or create a new application pool that will used by search admin web service also do the same step for application Pool for Search Query and Site Settings Web Service then click ok



4- Go to SharePoint Central Administration, and then select Application Management.

Then select Manage service applications.



5- Select search service application and then click manage on the ribbon on the top.

6- In the left hand bar click content source.

Then click on the down arrow next to the local SharePoint sites and select start full crawl.



Wait until the status becomes Idle.

Configure People Search in SharePoint 2010To configure people search service in SharePoint 2010 environment, follow the below steps:

1- Open Central Administration and navigate to “Manage Service Applications”

2- In Manage Service Applications select Search Service Application or Enterprise Search Service Application depends on your SharePoint Setup.


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3- In Search Service Application in SharePoint 2010, select Content Sources in your left hand side under Crawling

4- In Content Source right click on your site and select Edit





5- Check your Crawl status. If you see your current status is Idle, you should start your crawl in order to search people or any contents

6- Go back to your previous windows and right click on your site and select Start Full Crawl





7- When crawl completes, you can check the status and crawl log when you right click on your site






8- If everything looks good, you should able to search people in SharePoint 2010. This is how you enable People Search in SharePoint 2010.



Configure Incoming Email in SharePoint 2010SharePoint sites can receive and store e-mail messages and attachments in lists and libraries when incoming e-mail is enabled.

To enable incoming Email in your farm, follow the below steps:

Installing and Configuring SMTP Server on the Share point ServerTo Install SMTP Server: Click Start > Control Panel > Administrative Tools > Server Manager > Add Features

After installation go to IIS 6.0 Manager from Administrative Tools. Make sure that the SMTP Service is started on the SharePoint Server


http://www.sharepointboost.com/blog/wp-content/uploads/2011/05/110.jpg


Right click on SMTP Virtual Server #1 and select properties.

Click on Authentication and ensure that Anonymous access is selected in Access Tab




Next, click on Connection and ensure all except the list below is selected.




Finally, click on Relay, and ensure that only the list below is selected and that allow all computers which successfully authenticate to relay, regardless of the list above is also checked.




Now click on the Messages Tab and make any necessary adjustments that you see fit, such as potentially increasing the message size to allow for the delivery of larger emails with attachments into your SharePoint Libraries and Lists.




As well as the Delivery tab.

Lastly, the Security tab should list the default permissions as per the screenshot below:




Next, on IIS 6 Manager, under the SMTP Virtual Server #1, there is a default submenu named Domains.

Right click on the Domain Name > select Properties and take note of the Drop directory.




Finally, we now just need to confirm that our SMTP service is set to start automatically in the event the server is restarted.

Go into Start > Administrative Tools > Services.

Scroll down your list of services and ensure that the Simple Mail Transfer Protocol (SMTP) is set to Start-up type, Automatic.




We have now completed the configuration of our SMTP service on our SharePoint Server.

Create Send Connectors in Exchange 2010The Send Connector is like a gateway through which outbound messages are sent. According to Microsoft TechNet:

An SMTP connector gives you more control over the message flow in your organization. Other reasons to use an SMTP connector are to set delivery restrictions or to specify a specific address space. If you use Exchange Server to route incoming e-mail to SharePoint lists and libraries, you must have an SMTP connector so that all mail that is sent to the SharePoint Server 2010 domain uses the SharePoint Server 2010 servers that are running the SMTP service.

Let’s begin by launching the Exchange Management Console > Organization Configuration > Hub Transport.

Click on Send Connectors > Actions > New Send Connector. Type in a description for your Send Connector and then select Internal as the type.




Click Add and enter the Address space as the fully qualified domain name of the server where the SMTP service is installed (i.e. your SharePoint Server)




Click next; enter the IP address of the server which also hosts the SMTP service.




Select none as your smart host authentication settings




Click next; ensure your Hub Transport Server has been added.




Click Next. Click New and then click Finish

The end result will be that the Send connector will route email to the SMTP service sitting on our SharePoint Server.




Enable the Directory Management ServiceIf you want users can easily to locate email enabled libraries and lists from their Outlook Address book, then you need enable Directory Management Service.

Let’s begin by creating an Organizational Unit in Active Directory.

From your Active Directory server, click Start > Administrative Tools > Active Directory Users and Computers.

Right click on your domain object and select New > Organizational Unit

Type in a descriptive name, click OK.

The next step is imperative and very important that we get this right. We need to provide our Central Administration Application pool identity account specific permissions to our recently




created Organizational Unit to be used for creating and deleting contacts for our SharePoint 2010 libraries and lists when they are either email enabled or email disabled.

Right click on the recently created Organizational Unit and click on Delegate Control. This will invoke the Delegation of Control Wizard.

Click Next.

We will add the Central Administration application pool account which you can confirm form IIS manager as per the screen capture below.




Add the necessary Account.

Click Next.

Click Create a custom task to delegate.

Click Next.

Click Create a custom task to delegate.




Click Next

Select This folder, existing objects in this folder, and creation of new objects in this folder.




Click Next

Tick Create All Child Objects and Delete All Child Objects.




Click Next, Finish.

Before we finish off our configuration of AD DS and the Directory Management Service we need to provide our Central Administration application pool account with Delete Subtree permissions.

We need to ensure that Advanced Features from within Active Directory Users and Computers (ADUC) is active before we venture into the security tab of our SharePoint organizational unit. If you do not enable Advanced Features, the security tab will not be visible.

From within ADUC, click on View and select Advanced Features.

Right click on our SharePoint 2010 Organizational Unit and select Properties.

Click on the Security Tab > Advanced > and Edit the CA Application Pool Identity Account.




Tick Allow for Delete Subtree




Click on OK and Apply.

After assigning these permissions, you must run IISRESET on your SharePoint server.

Configure DNS Manager.4.1. To create an resource record for a subdomain

If you are using Exchange Server and are routing e-mail internally in your organization, you must create a host (A) resource record in DNS Manager to associate DNS domain names of computers (or hosts) to their IP addresses.




4.2 Add a mail exchange (MX) resource record to a zone.

To route e-mail from outside your organization to an SMTP server, you must use a Mail Exchange (MX) record.

Go to DNS manager>Forward Lookup Zones>New Mail Exchange (MX)…




Test SMTP connectivity from SharePoint Server to Exchange Server

Make sure you can telnet the Exchange Server from your SharePoint Server of port 25(default setting assuming it is the same in your environment).


http://www.sharepointboost.com/blog/synchronize-sharepoint-2010-content-with-outlook-2010/



Configure Incoming E-Mail settings on CA of SharePoint

Navigate to Central Administration > System Settings > Configure incoming e-mail settings.

Select Yes to Enable site on this server to receive e-mail

Select Advanced for Setting mode.





Select Yes to Use the SharePoint Directory Management Service to create distributions groups and contacts.

Enter your Active Directory container details, i.e. the Organizational Unit container that we created specifically for our SharePoint 2010 contacts.

Ensure that your SMTP server details are correct; this should be the fully qualified domain name of your SMTP service that was installed on your SharePoint Server


http://www.sharepointboost.com/blog/different-ways-to-get-sharepoint-versions/


Click Ok

Please note that this process will configure the necessary permissions on the email drop folder listed in IIS 6 Manager. In summary, the following permissions are added;

WSS_Admin_WPG Full Control and

WSS_WPG Read & Execute / List folder Contents / Read

Ensure that these accounts are added successfully and on the rare occasion in which it isn’t, you will need to add them manually.




7. Testing the configuration

From within any document library or list, click on Library / Library Settings.

Click OK.

From your email client, send a test email to the document libraries’ external SMTP address.




Navigate to your recently email enabled document library and hopefully after a couple of minutes (SharePoint Job timer service delay) you should have received your test email

Debugging

If you receive an error during test, please check permissions related organization unit according to steps below.

1. Make sure contact is created on ADUC

Navigate back to ADUC and confirm that the contact is created under the SharePoint 2010 Contacts Organizational Unit.




2. Make sure Exchange 2010 server is also listed there with an SMTP address against it.

Launch your Microsoft Exchange Management console and navigate to Recipient Configuration / Mail contact.




Right click on the Contact and select Properties / E-Mail Addresses.

Ensure that both an internal and external routable email address is listed.




Configure Outgoing Email/SMTP in SharePoint 2010You can configure outgoing e-mail for a farm by using the SharePoint Central Administration Web site.

To configure outgoing e-mail for a farm by using Central Administration:

1. Verify that you have the following administrative credentials: You must be a member of the Farm Administrators group on the computer that is running the SharePoint Central Administration Web site.

2. In Central Administration, click System Settings.

3. On the System Settings page, in the E-Mail and Text Messages (SMS) section, click Configure outgoing e-mail settings.



4. On the Outgoing E-Mail Settings page, in the Mail Settings section, type the SMTP server name for outgoing e-mail (for example, mail.example.com) in the Outbound SMTP server box.

5. In the From address box, type the e-mail address as you want it to be displayed to e-mail recipients.

6. In the Reply-to address box, type the e-mail address to which you want e-mail recipients to reply.

7. In the Character set list, select the character set that is appropriate for your language. 8. Click OK

Configure outgoing e-mail for a specific Web application

You can configure outgoing e-mail for a specific Web application by using the Central Administration Web site as well. Use the following procedures to configure outgoing e-mail. Additionally, site administrators can receive notices when users request access to a site if you choose to set it up that way.

Configure outgoing e-mail for a specific Web application

1. Verify that you have the following administrative credentials: You must be a member of the Farm Administrators group on the computer that is running the SharePoint Central Administration Web site.

2. In Central Administration, in the Application Management section, click Manage web applications.



3. On the Web Applications Management page, select a Web application, and then in the General Settings group on the Ribbon, click Outgoing E-mail.



4. On the Web Application Outgoing E-Mail Settings page, in the Mail Settings section, type the SMTP server name for outgoing e-mail (for example, mail.fabrikam.com) in the Outbound SMTP server box.

5. In the From address box, type the e-mail address (for example, the site administrator alias) as you want it to be displayed to e-mail recipients.

6. In the Reply-to address box, type the e-mail address (for example, a help desk alias) to which you want e-mail recipients to reply.

7. In the Character set list, click the character set that is appropriate for your language. 8. Click OK.


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