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  www.it-ebooks.info BEGINNING SHAREPOINT® 2013: BUILDING BUSINESS SOLUTIONS INTRODUCTION . .

CHAPTER 1 Understanding SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 CHAPTER 2 Working with List Apps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 CHAPTER 3 Working with Library Apps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 CHAPTER 4 Managing and Customizing Lists and Libraries . . . . . . . . . . . . . . . . . . . . 85 CHAPTER 5 Working with Workfl ows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 CHAPTER 6 Working with Content Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 CHAPTER 7 Working with Web Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197 CHAPTER 8 Working with Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227 CHAPTER 9 Managing Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263 0 Working with Business Intelligence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291 1 Working with Social Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355 2 Managing Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387 3 Working with Access Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431 4 Branding and the User Experience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463 5 Getting Started with Web Content Management . . . . . . . . . . . . . . . . . . 485 6 Managing Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .517 7 Working with Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 557 8 Building Solutions in SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585 APPENDIX A Installing SharePoint Server 2013 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599 APPENDIX B Exercise Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605 INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .617

BEGINNINGSharePoint ® 2013 BEGINNINGSharePoint ® 2013

BUILDING BUSINESS SOLUTIONS

Amanda Perran Shane PerranJennifer Mason Laura Rogers Beginning SharePoint® 2013: Building Business SolutionsPublished by John Wiley & Sons, Inc.10475 Crosspoint Boulevard Indianapolis, IN 46256www.wiley.comCopyright © 2013 by John Wiley & Sons, Inc., Indianapolis, Indiana Published simultaneously in Canada

ISBN: 978-1-118-49589-6

  Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or warranties withrespect to the accuracy or completeness of the contents of this work and specifi cally disclaim all warranties, including without limitation warranties of fi tness for a particular purpose. The fact that an organization or Web site isreferred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization or Web site may provide or recommendations it may make.

ABOUT THE AUTHORS AMANDA PERRAN

SHANE PERRAN

  is a fi ve-time recipient of the Microsoft Most Valuable Professional for MicrosoftSharePoint Server, located in St. His strong passion for visual presentation, webstandards, and usability has paved the way for a successful transition into the SharePoint Products and Technologies space, where, over the past 10 years, Shane has become highly involved andfocused in the SharePoint customization space.

JENNIFER MASON

  She has worked with a range of companies, leading teams responsible for the design, implantation, and maintenance of SharePoint environments. After a recent move to the Lone Star State from Ohio, where shewas a founding member of the Columbus, Ohio SharePoint Users Group, Jennifer is learning how to be a true Texan, cowboy boots and all.

LAURA DERBES ROGERS

ABOUT THE TECHNICAL EDITORS JAVIER BARRERA

  is a SharePoint Engineer at Rackspace (USA), a premier service leader focusing on a business class audience. He is the Senior Lead Engineer who serves as an architect andadministrator to hundreds of enterprise-level SharePoint farms.

COREY BURKE

  Corey has designed and built farms of more than 100,000 users and uses his experience to give back to the community. He is also a con-tributing author for Professional SharePoint 2013 Administration.

IT IS COMMON FOR AUTHORS

  In our case, this was a project by a husband-and-wife team, whichmeant that the late nights, deadlines, and missed holidays were spent together, side by side, for bet- ter or worse. We would like to thank our families for their love, support, and encouragement throughout this book and all the other challenges and surprises that life can bring.

WRITING TECHNICAL BOOKS

  is one of the things that I consider a huge blessing to be able to do. I consider myself lucky to have you asa manager, and this project defi nitely wouldn’t have been possible without you helping me clear my schedule and make time for me to dedicate to the project.

WORKING ON THIS BOOK

  You are outstanding and inspiring,and I look forward to working with you in many future endeavors. Of course, I would also like to extend my thanks to the Wrox team, especially Mary James and JohnSleeva. Lastly, I would like to thank those of you who have been a major part of my path as a SharePoint professional: Shane Young, Todd Klindt, Bill English, Brett Lonsdale, Mark Miller, and LoriGowin.

INTRODUCTION MICROSOFT SHAREPOINT SERVER 2013

WHO THIS BOOK IS FOR

  However, the value of this tool to an enterprise depends primarily on the ability of individuals in the organization to understand thefeatures and capabilities of the platform and effectively map those to specifi c business requirements. To complete the exercises (known as Try It Outs) in this book, you should have a basic comfort level using Microsoft Offi ce client applications to create content and a general understanding of howto interact with a website through the browser.

WHAT THIS BOOK COVERS

HOW THIS BOOK IS STRUCTURED

  This chapter explains insimple terms how to effectively secure a SharePoint environment at the site level, the list or library level, and down to the unique content items stored on a SharePoint site. ➤ Chapter 15, “Getting Started with Web Content Management”: This chapter provides an overview of the web content management capabilities of the system, including the use of publishing sites and features, the automatic provisioning of multilingual content throughvariations, and the creation of custom page templates known as page layouts.

INTRODUCTION WHAT YOU NEED TO USE THIS BOOK

  The resource fi les for the samples is available for download from the Wrox website at: www.wrox.com/remtitle.cgi?isbn=1118495896CONVENTIONS To help you get the most from the text and keep track of what’s happening, we’ve used a number of conventions throughout the book. Once at the site, simply locate the book’s title(either by using the Search box or by using one of the title lists) and click on the “Download Code” link on the book’s detail page to obtain all the source code for the book.

1 Understanding SharePoint WHAT YOU WILL LEARN IN THIS CHAPTER:

  ➤ The diff erences between SharePoint product versions ➤ Common usage scenarios for SharePoint ➤ An overview of important SharePoint concepts and featuresThe goal of this book is to provide you with experience using the tools and features ofSharePoint in a way that enables you to craft and develop powerful, no-code business solutions within SharePoint. An important part of understanding how best to manage anduse SharePoint from either an end user, information worker, developer, or IT pro perspective is fi rst to understand the core capabilities of the product and how they can be extended tomeet your organization’s unique and specifi c business needs.

UNDERSTANDING PORTALS

  Though this may mean that all data lives within a single portal application, it isalso very likely that the data is spread across many systems and solutions; the portal technologies are just a way to simplify access to the data. The following list provides just a few of the reasons why many enterprise organizations opt to invest in portal technologies: ➤ Users have become used to working with technology and, in many cases, expect to have access to simple, easy-to-access and easy-to-use tools to fi nd and do their jobs.

WHAT IS SHAREPOINT?

  The benefi ts of thisarrangement enable you to quickly and easily take advantage of SharePoint features with- out having to take on the extra overhead of managing and supporting a fully dedicatedenvironment. Each of the different deployment options have different licensingoptions available, giving you a choice with the different features you will need to acquire for your organization.

COMPARING DIFFERENT SHAREPOINT VERSIONS

  The following list outlines the major features of the platform that have been responsible for its wide adoption in businesses: ➤Effective document and task collaboration: Team websites offer access to information in a central location as well as the following capabilities: ➤ Sites for teams to share documents and information, coordinate schedules and tasks, and participate in forum-like discussions. ➤Reduced implementation and deployment resources: Because SharePoint Foundation is available to Windows Server customers as a free download, implementation time and cost are greatly reduced, resulting in the following benefi ts: ➤ Deploying team collaboration sites is easy, so organizations can free up skilled resources and focus on more important and complex tasks.

SHAREPOINT FOUNDATION USAGE EXAMPLE

  As teams began to understand the tools that they now had avail- able, the following practices started to drive more effi cient operations within theorganization: Moving from Plan to Practice An issue-tracking list to highlight any potential project concernsThe template was created and then saved in a central site template gallery, where each division could use it to generate a new site for each project. ➤ A task list to coordinate important tasks for team members involved with the project ➤ A contact list to store and organize important contacts involved with the project ➤ A document library to create, store, and organize any documents related to the project ➤ As each division began defi ning its role in important projects, executives real- ized that they now had a bird’s-eye view of operations within the organiza-tion, which was met with great enthusiasm.

ANOTHER SHAREPOINT SERVER USAGE EXAMPLE

  ➤Content aggregation: Using built-in Web Parts, such as the Content Query web part, Rossco could gather the most sought-after and important informa- tion in its subsites and funnel this information to the Internet-facing portalwhere users had quick and easy access to support information for multiple products at a glance. Options for Offi ce 365 The options for licensing SharePoint Online through Offi ce 365 are based on factors such as the number of users you want to add, the amount of data you need to store, and the features you needto be available.

SHAREPOINT COMPONENTS OVERVIEW

  For example, you can create a newsletter articlecontent type so that the web pages refl ect your content—in this instance, a column for the title, another for the date, and a third for main text body. If you do nothave the ability to create a new site collection within your SharePoint environment, you can ask your system administrator to complete this task for you and specify that your account is a site col-lection administrator account.

7. Enter your own name as the primary site collection administrator

CHAPTER 1❘ NOTE If you are having another user create this site collection on your behalf, you should request that your name be entered in the Secondary Site CollectionAdministrator fi eld.

8. Click OK. The process for creating your site takes a few minutes. After it is completed, you are

  redirected to a page advising you that the process has completed successfully, and a URL is dis- played for you to select to visit your site. Summary❘ ⊲ WHAT YOU LEARNED IN THIS CHAPTER TOPIC KEY CONCEPTSWhat SharePoint is SharePoint is an extensible and scalable web-based platform consisting of tools and technologies that support the collaboration and sharing of information within teams, throughout the enterprise,and on the web.

2 Working with List Apps WHAT YOU WILL LEARN IN THIS CHAPTER:

  ➤ What a SharePoint list is ➤ How to use lists ➤ The type of information that you can store in lists ➤ The primary activities available for interacting with lists ➤ The various default list templates ➤ How to work with lists to create and view informationThis chapter reviews lists, a very important concept that you use throughout SharePoint to store and display information. In the case of a customer item in a list, the phone number, physical address, mailing address, and e-mail address would becolumns that describe the customer.

DISCOVERING SHAREPOINT LIST COLUMN TYPES

  SharePoint lists can store information in the following types of columns: ➤Single line of text: Possibly the most commonly used column type, it can store a variety of formats, such as names, phone numbers, e-mail addresses, the item’s title, and virtually anything else that you can enter into a single-line textbox. In the example of the customers list, you may have a listing of projects that display the name of the customer for which the project is being completed.

UNDERSTANDING THE STANDARD LIST APPS

  To demonstrate common collaborative scenarios that might exist in relation to the usage of lists within teams, the remainder of this chapter considers the example of using SharePoint listsfor tracking information related to a project. Within a project, there is often a large amount of information to be tracked and many of the built-in templates can assist in providing an excellentstarting point for sharing such information.

1. From the main page of your training site collection, select View Site Content from the Settings menu

  NOTE Sites created based on the Publishing Portal template may require the ability to enable the creation of subsites based on any site template to com-plete this exercise. You do this by going to the main page of your intranet site collection, selecting Site Settings from the Settings menu, and selecting “Pagelayouts and site templates” from the Look and Feel Group of links.

COLUMN NAME COLUMN TYPE

CHAPTER 2 Adding an item to a Contacts list is quite easy, and you can do it using one of the following methods:

  The Tasks list features the following standard views upon creation: ➤ All Tasks: This view displays all items (in groups of 30) in the list sorted by their creation date.➤ My Tasks: This personalized view of items is a good default view for team members because it displays the tasks that have been assigned to the current user. For example, if a question asks if the user has attended the company social, youcan insert branching logic to ensure that, if the user selects no, she can skip questions that focus on the company social and redirect her to the next relevant question.

WORKING WITH LISTS

  Now that you know the various lists that are available in SharePoint, you need to understand how you can interact and work with lists to gain the insight you require from a SharePoint site and theinformation it contains. Working with List Content In the next three examples, you learn how to create a list app, add content to the list, and make updates to existing content within the list.

1. From the main page of your Project Gros Morne site, select the Site Contents link from the side

  At the top of the page, click the Items tab within the List Tools menu. This launches a form for you to complete to specify the details of your announcement.

CHAPTER 2 5. Complete the form using the following details: COLUMN VALUE Title New Project Launched Body We are excited to annonce the launch of our new project. This project will last

  Working with Lists❘ How It Works In the preceding example, you navigated to the Announcements list of your project site to create a new entry related to the launch of a new project. TRY IT OUT Editing an Existing Item in a List Upon reading the new Announcement that you created on your Project Team Site, you realize it would have been useful to also include details related to how others can become involved.

1. From the main page of your project site, select the View Site Contents link from the Settings

  Views allow you to fi lter a group of list items based on preset criteria, such as “Show onlymy items” or “Show only items where sales are not fi nal.” As you create views, they become avail- able from the ribbon, where you can select them and subsequently fi lter the items from all items to asubset. Working with Lists❘ FIGURE 2-12 How It Works As you add more and more data to SharePoint lists, it is important that you have methods to organize and access the information in a timely and effective manner.

1. You may notice that the presentation of the Gantt view selected in the previous exercise is slightly

  Hover near the middle of the bar, as shown in Figure 2-13, tohighlight the area on the bar that you can click and drag to the right. Drag the bar to the right so that all columns are displayed in the left-hand panel of the view, as shown in Figure 2-14.

5. Drag the view divider bar back to the left, and select Scroll to Task from the List tab within the

  However, you can have the best ofboth the SharePoint and the Excel worlds; you can create custom views on large amounts of data to fi lter and display only relevant information. Creating alerts enables team members to stay up to date on the changes to a SharePoint list or library in a manner that is appropriate to their unique work preferences, or to receive immediate notifi cations on itemsthat are of high relevance to them.

CHAPTER 2 5. A New Alert window appears. Enter the following settings for your new alert: SETTING VALUE Alert Title Workplan task updated by team member Send Alerts To Your name Delivery Method E-mail Change Type Existing items are modifi ed Send Alerts for These Changes Someone else changes an item When to Send Alerts Send a daily summary 6. Click OK. How It Works In the preceding example, you created an alert on the Tasks list so that you would be notifi ed whenever

  Changing the Alert Title to an informative value enables you to easily distinguish the typeof update you are receiving as it appears in your inbox, because the Alert Title will be the subject of the e-mail message that is sent. As a project manager, you may want to receive a single report at the end of each busi- ness day outlining what progress has been made on your team’s tasks for the current business day.

1. Following the steps described in the previous example for creating an Announcements list, create

  FIGURE 2-18 Now that your new discussion topic has been added to the site, other team members can come to the site and reply to your post. If you use Outlook as your mail client, you can connect specifi c lists to your profi le so that information stored within the list is availableas a folder in Outlook.

1. Open Microsoft Outlook

  A list is a type of app in SharePoint that enables you to collect information and share it with other team members in a manner that is easy to update and maintain. ➤ When you need to share information stored on a SharePoint site with stakeholders who do not have access to the physical environment, you can export certain SharePoint list viewsinto Excel spreadsheets or Visio diagrams and save the data offl ine for further analysis or sharing.

1. If you wanted to receive an e-mail notifi cation every time a new item was added to a list, how

  Describe how you would send a report of information stored in a list to a partner outside your organization who did not have access to your SharePoint list. Alerts An alert is a subscription you can create on a list to be notifi ed via e-mail or text message based on activities that occur within the list, such as new items added and existing items edited or deleted.

3 Working with Library Apps WHAT YOU WILL LEARN IN THIS CHAPTER:

➤ The key activities related to a document library such as the creation, uploading, and updating of fi les ➤ The core functionality available related to tracking unique versions of fi les ➤ Features available within the various library templates in SharePoint 2010

WROX.COM CODE DOWNLOADS FOR THIS CHAPTER

  This chapter discusses the major elements of a document library and walks you through some of the differ-ent library templates and how you can use them to manage the documents crucial to business operations. In Chapter 4, “Managing and Customizing Lists and Libraries,” you learn how to con- fi gure the properties and features of a document library to fi t your business needs.

UNDERSTANDING LIBRARIES AND DOCUMENTS

BLOCKED FILE TYPES

  On the surface, a document library view page (shown in Figure 3-1) looks similar to a list, with a few additions, including: ➤Upload Document button: Located on the Files tab of the ribbon, this button supports the uploading of single or multiple fi les to the library. ➤Copies: Unique to the document library, this section of buttons located on the Files tab of the ribbon enables you to interact with the document by downloading a copy of it, sending it to another location, creating a document workspace, or managing copies of the fi le withinthe system.

TEMPLATE PURPOSE

  Understanding Libraries and Documents❘ TRY IT OUT Creating a New Document from a Document Library You can create new documents while working in applications, such as Microsoft Offi ce Word, and then save them to a SharePoint site, or you can create them within SharePoint by selecting the New buttonfrom within a document library. Even though I am using SharePoint to store and manage my fi les, I can still create and update the content from Microsoft applications such as Word the same way I have in the past.

7. Close the Microsoft Word application. How It Works

  When you return to the document library after completing the exercise, you can refresh your browser window or click the F5 button, and you will see that your fi le is now there. Imagine that you are the project manager for the Gros Morne project, and you want to upload a recently created project plan to the team library.

5. GrosMorneProject.mpp

  FIGURE 3-3 How It Works When you upload in step 4, you are presented with a standard fi le-open dialog box from which you can navigate to and select the fi le. When uploading the fi le, you may have noticed the checkbox in Figure 3-2 to add thefi le as a new version to existing fi les.

CHAPTER 3 TRY IT OUT Uploading Multiple Documents to a Document Library The previous Try It Out works great if you need to upload only a single document to the document library. This example reviews the process for uploading multiple fi les at once

  If you have to meet a deadline and can’t fi ll in metadata information during the upload, remember to return to the library afterward and do so. This command, which is shown in the following steps, enables you to update document metadata in a manner similar to updating a spread-sheet in Excel.

5. When changes are complete, you can click View option from the Library tab of the ribbon to return to the original view

  You can quickly open and edit any document inside its document library via either of the followingmethods: ➤ Select the Open Menu button, which is accessible by clicking on the ellipses located to the right of every document and exposes a variety of actions related to a single document. For example, if you work on a document but leave the offi ce for an extendedperiod of time, another user can make changes to your document that confl ict with your version or upload an older version of the document that could lead to confusion or lost work.

1. From the Documents library, select the checkmark to the left of the document you want to check in

  TRY IT OUT Checking In a Document from a Microsoft Offi ce Application If you are editing a document with Microsoft Offi ce Word, instead of saving your changes, closing the document, going back to the browser, and checking in your document, you can check the docu-ment back in straight from the application to cut out some steps. When you check a document back in via the browser or throughMicrosoft Word using the steps shown in the previous Try It Outs, the offl ine copy of the document is synchronized with and uploaded to the document library so that your changes become available toteam members.

1. From the Documents library, select your My Project Document fi le and click the Files tab of the ribbon

  If versions after a certain date are in doubt, you can restore thedocument to the point where you know the information is accurate and relevant. In the upcoming exercises, you learn how to enable version history tracking on a library and how to view the version history related to a document, and optionally restore a previous version of a docu-ment as the active version.

TRY IT OUT

  In the case of the Gros MorneProject site, because it was created based on the Team Site template, the Shared Documents library must be confi gured to track version history. You are redirected to a page where all the settings related to the Documents library are managed.

5. Click the OK button located at the bottom of the page. You are returned to the Documents library settings page. Click Documents from the side navigation to return to the library

  You can visit the version history of the docu-ment and review the various versions and associated comments to determine what changes were made. In addition, you may fi nd it useful to review versions of a document to fi nd out what information was published and is available to users of the SharePoint site or via the File tab of the ribbon menu of yourdocument.

2. Select your My Project Document fi le

  You are prompted with a message informing you that you are about to replace the current version of the document with the one you have selected. How It Works When you restore a previous version of a document, the document reverts to refl ect that state of the document, and it becomes the new current version of the document.

UNDERSTANDING SHAREPOINT LIBRARY TEMPLATES

  ➤Modifi ed By: The name of the user who last modifi ed the document linked directly ➤Modifi ed: The date and time the document was last modifi ed ➤Name: The fi le name of the document ➤Document Type: Displays an icon representing the document’s fi le type a document library is the All Documents view, which shows all documents stored within the library in groups of 30 in the following columns: Views: Similar to lists, document libraries display their items in views. How it Works In this Try It Out, instead of creating a new folder and uploading the documents via the SharePoint browser interface, you opened the document library in a Windows Explorer view and created a newfolder.

CHAPTER 3 SharePoint has an option for creating either an entire site to act as a wiki or just a wiki document

  Any collaborative site in SharePoint can be transitioned into a wiki site using a special feature that transforms the main page of the site into a wiki page. TRY IT OUT Creating a Wiki Library In this example, you create a wiki document library in your site to brainstorm for ideas for your project.

1. From the main page of your project or team site, select the Add an App option from the settings menu

  Understanding SharePoint Library Templates❘ 3. Click the Advanced Options button.

4. Enter a name and description for the library. For this example, enter Project Wiki for the name

  and the following for the description: This wiki will be used to track information related to initial planning around scope, milestones, and timelines related to the Gros Morne project. The wiki library is created and you are redirected to the wiki homepage, as shown in Figure 3-19.

CHAPTER 3 How It Works In this Try It Out you created a wiki page library. These libraries can be created on a site to allow for

  You can create new pages on-the-fl y by putting the name of the page in between double square brackets, as follows: [[ page name ]] To link to an existing page, you can use the same technique by placing the name of the existing page between the square brackets. If you later decided to move your SharePoint list to another location or add new columns, in order to have the changes updated within your InfoPath form, you would have to go back into each formtemplate and update the settings.

1. Your project manager informs you that the version of the document you submitted for approval

  What is the fastest way to change the metadata of a particular column for multiple documents? The benefi ts of Version history is a feature in SharePoint that enables you to store all previous version history copies of a document within a single location in an organized fashion.

4 Managing and Customizing Lists and Libraries WHAT YOU WILL LEARN IN THIS CHAPTER:

  As a user who is responsible for managing a SharePoint solution,it is your responsibility to understand the different confi guration options available and then combine them to build a solution for your organization. You should also understand the steps and valueassociated with adding your custom list to the central list of templates so that teams and users can benefi t from your customization efforts.

CREATING AN ENVIRONMENT THAT REFLECTS YOUR BUSINESS

  Here is a list ofcommon approaches you can take as you are learning about your users: ➤ Hold meetings or send questionnaires to gather information on users’ frustration points.➤ From these discussions, create a list of problems that you need to address.➤ Rank and prioritize the list based on the number of people who are affected and the produc- tivity impact they experience because of the issues. In terms of using lists and libraries, this typically means you need to determine the fol-lowing items: ➤ The number of lists or libraries you need within the solution ➤ The templates that you should use to create each list and library ➤ The customizations that you should make to each list or library to create the best overall experience for the end usersIn addition to these items, it is important to look at some of the required conditions on the library in terms of size and security.

WORKING WITH COLUMNS

  For example, you can add a column to trackdocument status to a document library so that users can easily identify a document’s current state strictly by looking at its properties, rather than making an assumption or asking the author directly. TRY IT OUT Creating a Column In this example, you create a column for the Documents library so that business users can track the status of project-related documents, such as user manuals, planning documents, and training presenta-tions.

CHAPTER 4 4. Enter the following properties for your column: PROPERTY VALUE Column name Release Status The type of information in this column is Choice (menu to choose from) Description This column contains the current release stage of the document. Require that this column contains

  You have the added option of defi ning whether a per- son from this column is drawn from the list of all usersor from a single SharePoint group, which is useful if you want to have an Assigned To column to representwho should review the document next. This means that a user may enter the value of “RFP” and the actual value stored in the list could be “Request for Proposal.” In this example, the commonlyused abbreviation was loaded in place of the term.

CHAPTER 4 How It Works In the preceding example, you added additional columns to the documents list. You used the data and

  This is something that you can update easily, and it is recommended that you update the order of the columns to match the most intuitive order for the users that will be required to work withthe data. TRY IT OUT Changing the Order of Columns on a List Once you have defi ned a list or library with the columns you want to track, you may at times realize that you would prefer to have the columns appear in a form in a slightly different order.

CHAPTER 4 6. Update the fi elds based on the following table: FIELD NAME POSITION FROM TOP Name

  FIGURE 4-14 FIGURE 4-14 Working with Columns❘ Choosing a Column’s Scope So far, all examples in this chapter have been limited to creating a column for a list or library, but you can associate the information for a single list with multiple lists. If you have a column that will need to be used across multiple site collections, you can associate the column with a specifi c content type and then publish that content type to all the site collectionsconsuming the service application.

1. From the top-level site of your site collection, select Site Settings from the Site Actions menu (the

  You are redirected to the Site Settings page for the site col- lection, as shown in Figure 4-15. Select the “Choice (menu to choose from)” option as the type of information in this column.

7. In the Additional Column Settings section, enter the following properties: PROPERTY

  For example, if you have 10 layers of foldersin your document library and you want to view all documents associated with a specifi c CHAPTER 4❘ project, rather than manually clicking through the various levels of folders, you can create a custom view that displays items with no folders that gives a complete listing of all docu-ments that meet your criteria in a single level. TRY IT OUT Creating a Standard View By sorting, fi ltering, and grouping the columns of metadata, SharePoint can display the contents of a list in a personalized way, one that is directly relevant to the information you want to see.

5. Defi ne the view as follows:

  Whenever a column is of the Person or Group type, you can personalize the view by using the [me] property and only the items in the list where the current user’s name is selected within the Person orGroup fi eld will be displayed. You can create a Calendar view on any list or library as long as there is a date range that can be referenced for the start and end data points on the calendar.

GANTT COLUMN

  FIGURE 4-21 How It Works After creating and selecting your Gantt view, you can see a timeline view of the data. TRY IT OUT Creating a Calendar View This view enables you to move back and forth between months, add tasks to your calendar, and even connect your calendar to Outlook, a familiar interface for managing calendars.

CHAPTER 4 VIEW PROPERTY VALUE View Name Task Calendar Make this the default view No View Audience Create a Public View Time Interval (Begin) Start Date Time Interval (End) Due Date Month View Title Title Week View Title Title Week View Sub Heading % Complete Day View Title Title Day View Sub Heading % Complete Default Scope Week

  For example, select the option to “Filter based on tasks that are assigned to the current user” using the method described in “Creating a Standard View.” 4. How It Works Creating a new view from an existing view allows you to use all the confi guration settings from the starting view as a baseline for the new view.

LIST AND LIBRARY SETTINGS

  Over the life of a key organizational document, a site admin is more concerned with a previous major version of a document rather than the minor versions that showspecifi c iterations of the document’s creation or modifi cation. ➤Custom Send to Destination: This enables you to create a location that is available on the item menu drop-down that can be used to send a copy of an existing docu- ment to a new location.

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