Definitions
• Collaboration – working together on team projects and sharing
information, often through ad-hoc processes, to accomplish
project goals.
• Document Management – structured way to manage and share
documents through the use of versioning, metadata, profiles,
workflows, search, and information management policies.
• Portal – a personalized user interface that brings together
information from different line of business applications and other
sources such as web sites or web services.
• Content Management – publishing and design processes for
pages on portals or other web sites.
Functional Overview
• Navigation, Sites and Site Collection
• Lists, Columns. Views
• Versioning
• Notifications and List Emails
• Web Parts and Web Part Pages
• Personal Site and User Profiles
• Search
Definition: Site
Site:
» stores lists of documents, events, tasks, discussions, and
many other types of information
» contains pages and web parts that provide access to
information that is either stored within a site or in external
locations
» controls access and defines permissions levels for users and
groups within a site
» Initial configuration of lists, pages, and web parts constitutes
a site template
Site: Illustration
Chemistry 101
WebPart 1
Student
Enrollment
Database
WebPart 2
WebPart 3
Course Materials
(Document List Template)
Calendar
(Events List Template)
Assignments
(Tasks List Template)
Class Discussion
Security
(Discussion List Template)
Users
Lab Inventory
(Custom List Template)
SITE
TEACHERS:
Lucy Smith
Dave Green
STUDENTS:
LIST
PAGE
• Have full control
Bob Johnson
Nancy Noble
• Read all lists
• Read only their own assignments
• Contribute to class discussions
Definition: Site Collection
Site Collection
Site Collection is a set of
sites connected together.
One site is the root site
and rest are sub-sites.
ABC School
Official Docs
Courses
Student History
Team Site Template
Chemistry 101
Math 20
Blank Template
Records Repository Template
Lab 1
Lab 2
WIKI Template
Site Types
• Site creation page allows the user to select a site template
which determines the site functionality and initial
configuration of content on the site.
Definition: List
List:
» stores a collection of lists items
» specifies a set of columns (fields) that each list item will
have
» has different ways to view list items by using sorting,
filtering and grouping functions
» controls access and defines which permission levels users
and groups will have within a list
Views
• View provides a representation of information in the list based
on:
» Format:
•
•
•
•
Standard – a list of list items
Calendar – daily, weekly, or monthly calendar
Datasheet – editable spreadsheet
Gantt – relation of list items over time
» Columns: which columns are shown
» Query:
•
•
•
•
Sort
Filter conditions
Group by conditions
Item limit
Versions
• Every list in SharePoint supports versioning with any changes
made to a list item resulting in a new version
• Library lists (document library, form library, etc) have
enhanced version control that includes:
» Draft/Publishing model with major and minor versions
» Required check-out where the user can not edit the list item
without checking it out first
Library Versions: Check in /Check Out
•
In library lists, user with proper permissions can check out (lock) a
document for editing and check in (unlock) that document once done
editing.
• In non library lists, check out/check in is not available
Library Versions: Local vs. Server
• During check out, a user can place a document on the local
computer using local drafts check box. Otherwise a document will
stay on the server.
• Ability to edit a document offline and fast local saves instead of
saves to the server (that can take a long time) are the advantages of
using local drafts.
Library Versions: Required Check Out
• Required check out forces the user to check out a document
before editing.
• If the required check out is on, document uploaded to a
document library through a windows explorer view still have to
be checked in.
Library Versions: Settings
• Users with proper permissions can turn various versioning
settings in a list
Version History Page
• Users can see the property changes between versions
• Users with proper permissions can view, restore, delete and
unpublish versions
Demo: Versioning in Document Libraries
Demo: Versioning
1. Edit a document without versioning turned on
2. Check out, edit, and check in a document using local
drafts and on server options
3. Examine “required check out “ option
4. Turn on versioning (major versions) for a document
library
5. Edit the document with versions turned on
6. Examine version history page
7. Examine the differences in list item versioning
Versions: Publish and Draft
• Major (publish) and minor (draft) version model closely
matches the edit process in real world, where a person
works on the document many times making a series of
changes and finally publishes a major version for the public
viewing
• Draft versions are only available in library lists
Versions: Content Approval and Draft Item Security
• Content Approval specifies whether changes to items
should remain in a draft state until they have been
approved.
• Approval takes place after a user publishes a major version
of the document. Major version remains unpublished until
it’s approved.
• User with proper permissions can specify which other users
can view draft versions (minor versions and unapproved
major versions).
Notifications
• Two main notification methods in SharePoint:
» Alerts
» RSS feeds
• Alerts give users an ability to be notified of list item or list
events either when they occur or at a later time.
» Users with proper permissions can create alerts for other
users.
• Each list has an RSS feed. User can subscribe to RSS
feeds and track lists and list items on different sites using an
RSS reader.
List Emails
• List can receive emails and store the contents of the email
as well as attachments in the list
• User with proper permissions has to assign an email
address to the list in the list settings
• If administrators enable integration with active directory,
users will be able to search for all email-enabled SharePoint
lists.
Web Part Pages and Web Parts
• Web Parts are ”web-based windows” that provide access to
specific functionality
• Web Part Pages consist of web part zones in which web parts
reside. There are several templates available for web part pages.
• Users with proper permissions can add, remove, move web parts
on the web part page.
PAGE
WebPart
1
WebPart
2
WebPart 3
Web Part
WebPart 4
Web Part Zone
Web Part Properties
• Web parts have properties that store metadata about web parts.
» Base properties control appearance and behavior (title,
height, width)
» Custom properties, such as birthday or mailbox name, help
with implementation of desired functionality
• Properties can have shared or personal storage
» Shared: changes affect all users
» Personal: changes only affect logged in user
Standard Page vs. Publishing Page
• When editing Standard Web Part Page, the changes that the
editor makes are visible to everyone else right away.
• When editing a Publishing Page, editors have a choice of
keeping changes in the draft state which is not visible to
others until editors publish the page.
• SharePoint stores Publishing pages in Pages system
document library and uses versioning feature to control draft
and publishing states.
Content Query Web Part
• Content Query Web Part enables content managers to
aggregate content from different sources such as:
» Several lists on the same site
» Lists on different sites
» Lists across the entire site collection
• Query can include content types, filters, sorting, and
grouping.
Personal Site/User Profile Purpose
• Personal site – a site collection dedicated for lists and
documents of a particular user
• User Profile shows other users
» person’s expertise
» contact, organizational, and social networking information
• One can find a user profile either by searching for it or by
clicking on the link next to a document or an item that a
person posted.
Search Syntax
• Search syntax in SharePoint is the same as on desktop search or
Microsoft Live search
• Phrases should be surrounded with quotation marks
• + and - characters allow users to filter out search results
example:
“SharePoint security” – results only with this phrase
–security – excludes the keyword
+security – keyword must be included
Search Syntax
• Property names and other special characters can be used as
well
example:
keyword site:http://training/courses/chemistry101 – only
returns results from chemistry101 site
keyword -author:”Dave Green” – does not include results
where Dave Green is the author