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
Security
TEACHERS:
WebPart 1
Lucy Smith
Dave Green
Users
• Have full control
• Read all lists• Read only their own assignments• Contribute to class discussions
WebPart 3WebPart 2
LIST
SITE
Course Materials
(Document List Template)
PAGE
Student
Enrollment
Database
STUDENTS:
Bob Johnson
Nancy Noble
Calendar
(Events List Template)
Assignments
(Tasks List Template)
Class Discussion
(Discussion List Template)
Lab Inventory
(Custom List Template)
Definition: Site Collection
Team Site Template
Site Collection is a set of sites connected together. One site is the root site and rest are sub-sites.ABC SchoolABC School
Courses Student HistoryOfficial Docs
Math 20
Lab 2Lab 1
Chemistry 101 Blank Template
Records Repository Template
WIKI Template
Site Collection
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 on2. Check out, edit, and check in a document using
local drafts and on server options3. Examine “required check out “ option4. Turn on versioning (major versions) for a
document library5. Edit the document with versions turned on6. Examine version history page7. 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 3
WebPart 4
Web Part
Web Part Zone
WebPart 2
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 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