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Microsoft SharePoint 2010 End User Guide: Business Performance Enhancement

Book Description

Taking the basics to the business with no-coding solutions for SharePoint 2010

  • Designed to offer applicable, no-coding solutions to dramatically enhance the performance of your business
  • Excel at SharePoint intranet functionality to have the most impact on you and your team
  • Drastically enhance your End user SharePoint functionality experience
  • Gain real value from applying out of the box SharePoint collaboration tools
  • Packed with useful tips, images and instructions to help you to be more productive as a SharePoint 2010 End User

In Detail

SharePoint is currently Microsoft’s fastest selling product, faster than even Microsoft Office. Like its predecessor SharePoint 2007, Microsoft Office SharePoint Server (MOSS) 2010 can be said to be the "Ginsu knife" of web platforms by providing web publishing and collaboration combined. Rich websites, portals, intranets, content management systems, search engines, workflow, wikis, blogs, and more make SharePoint the business collaboration platform for the Enterprise and the Internet, and can all now be done out of the box. Companies can deploy SharePoint 2010 both inside the enterprise (that is, intranets) and outside of the firewall (that is, extranets, the Internet) so employees, customers, and business partners can work with the platform. SharePoint 2010 ultimately enables enhanced internal and external company communication, resulting in better decision making processes.

Just as Microsoft’s products have become the de facto standard with daily desktop tools such as Word, Excel, PowerPoint and Outlook, SharePoint is becoming the de facto standard web platform for team and company collaboration.

With this book you will be highly equipped with the confidence and professional independence to build business enhancing SharePoint solutions. This will give you and your department traction for document collaboration, Web 2.0 functionality and much more, so that you can publish content and develop communities for maximum interaction. You will gain invaluable knowledge about workflows, alerts and notifications, web parts and more.

This book bridges the gap in end user functionality to provide you with functional direction and guidance on how to truly apply SharePoint to your business processes, without the need for coding.

This hands on tutorial full of comprehensive instructions and quick tips shows you where to apply SharePoint’s technology to your job and business as a whole, for immediate traction and value. The main focus lies with explaining the core capabilities of SharePoint 2010 from an end user perspective, such as Lists, Libraries, Workflows, Blogs and Wiki, all without writing any code.

The book begins by setting out SharePoint’s core functionality which includes the different editions, Sites, Libraries, Lists, and My Sites. This basic functionality will give you the knowledge to deploy collaborative solutions for you and your department. You will be guided through how to create content and quickly tailor it for your own individual needs. You will then dive deep into Office integration with SharePoint, learning that SharePoint is not a replacement for Office, but a tool to complement it for team usage, so files and even page content can be shared within teams and departments. Along the way, you will also gain the knowledge to implement out- of-the-box SharePoint processes relevant to your own job role and the functions of your department. Finally, the book will discuss what SharePoint is not, with a view to how it should not be used by end users, the challenges that face end users, and where SharePoint’s functionality can be applied with regards to business areas such as Human Resources and the Sales Department, ultimately enabling you to properly implement SharePoint 2010 as an efficient end user.

Bursting with SharePoint shortcuts, this hands on guide lets you go far beyond your email and desktop when managing tasks to become a highly organized end user.

Table of Contents

  1. Microsoft SharePoint 2010 End User Guide: Business Performance Enhancement
    1. Microsoft SharePoint 2010 End User Guide: Business Performance Enhancement
    2. Credits
    3. Foreword
    4. About the Authors
    5. About the Reviewers
    6. www.PacktPub.com
      1. Support files, eBooks, discount offers and more
        1. Why Subscribe?
        2. Free Access for Packt account holders
        3. Instant Updates on New Packt Books
    7. Preface
      1. Information challenges for an end user
      2. Where does SharePoint 2010 fit in?
        1. FAQs
      3. What this book covers
      4. What you need for this book
      5. Who this book is for
      6. Conventions
      7. Reader feedback
      8. Customer support
        1. Errata
        2. Piracy
        3. Questions
    8. 1. Where Should End Users Start with SharePoint?
      1. The typical end user
        1. "I'm fine, leave me alone"
        2. "That's great, it'll help me"
        3. "This is amazing"
        4. "Show me and tell me more"
      2. Webinizing information
        1. Reading information
        2. Glancing at information
        3. File information
        4. Ignore it (filter)
      3. Key takeaways
      4. Technical considerations for an end user
        1. SharePoint 2010
        2. SharePoint Foundation 2010
          1. Workflow
          2. Search
          3. Personalization
        3. SharePoint Server 2010 Standard Edition
          1. Standard
          2. Enterprise
      5. Integration with other technologies
      6. External access
      7. Governance
      8. Summary
    9. 2. SharePoint Essentials
      1. SharePoint's core components
      2. Site hierarchy
      3. User interface
        1. The Ribbon
      4. Site navigation
        1. Breadcrumb menus
      5. Creating content
      6. Your profile
      7. Search Functionality
        1. Key search features
          1. Thesaurus support to queries
          2. People and expertise search
          3. Refinement and Exact Count Sorting
          4. Phonetics and Nickname expansion
          5. Recently authored content
      8. Summary
    10. 3. SharePoint Team Sites
      1. Site overview
        1. Sites
        2. Site collection
        3. Libraries and lists
          1. Library Ribbons
        4. Lists
          1. List Ribbons
      2. Creating Sites
      3. Site Security for your team
        1. Hierarchy and Inheritance
      4. Managing users and groups
      5. Creating and managing navigation
      6. Themes
        1. Navigation
          1. Super Tool Tips
      7. Summary
    11. 4. List Management
      1. The basics
      2. Creating lists
        1. List templates
          1. Out of the Box list templates
            1. External list
            2. Custom list
            3. Import Spreadsheet
            4. Calendar
      3. Managing lists
        1. Creating views
        2. Standard view
        3. Calendar view
        4. Access view
        5. Datasheet view
        6. Gantt view
        7. Existing views
        8. Modifying views
      4. How to add, view, edit, and manage content to a list
        1. The Ribbon method
        2. List method
        3. Managing content
          1. Alerts
          2. E-mail a link
          3. Managing Permissions
          4. RSS feeds
          5. Datasheet view
            1. Show Totals
          6. Adding columns
          7. Sync to SharePoint Workspace
          8. List Workflows
          9. Visio, Access, and Project
          10. Export to Excel
          11. View navigation
          12. Front loading
      5. Advanced list features
        1. Form Web Parts
          1. List settings
            1. Title, description, and navigation
            2. Versioning settings
            3. Advanced Settings
              1. Content Types
              2. E-mail Notification
              3. Attachments
              4. Folders
              5. Pros
              6. Cons
              7. Search
              8. Offline client availability
              9. Datasheet
              10. Dialogs
            4. Validation settings
            5. Rating settings
            6. Audience targeting settings
            7. Metadata navigation settings
            8. Per-location view settings
          2. Permissions and management
            1. Delete this list
            2. Save list as template
            3. Permissions for this list
            4. Workflow Settings
            5. Generate file plan report
            6. Information management policy settings
      6. Summary
    12. 5. Library Management
      1. The basics
      2. Creating Libraries
        1. Library templates
          1. Document library
          2. Form library
          3. Picture library
          4. Wiki page library
          5. Report library
          6. Data connection library
          7. Slide library
          8. Asset library
      3. Managing libraries
      4. Adding, viewing, editing, and managing Library content
        1. Document libraries
          1. Adding documents
          2. Editing documents
            1. Option 1 - Check mark
            2. Option 2 - Downward arrow menu
            3. Option 3 - Browser
            4. Option 4 - Explorer view
        2. Managing content
          1. Send To
            1. Other Location
            2. E-mail a link
            3. Download a Copy
          2. Document Workspaces
        3. Picture libraries
          1. Managing pictures
            1. Editing a picture
            2. Delete
            3. Download
            4. Send To
            5. View Slide Show
        4. Wiki libraries
          1. Adding pages
            1. Option 1
            2. Option 2
          2. Editing pages
          3. Managing pages
        5. Report libraries
          1. Adding a content type
            1. Report
            2. Web Part Page with Status List
          2. Editing content types
          3. Managing content types
        6. Data Connection Libraries
          1. Adding a connection to an Excel file
          2. Using a data connection in an Excel file
        7. Slide Libraries
          1. Adding slides
          2. Editing slides
          3. Managing slides and presentations
        8. Asset libraries
          1. Adding files
          2. Editing files
          3. Managing files
        9. Libraries best practices
      5. Advanced library features
        1. Document IDs
          1. Assigning Document IDs
          2. Document ID Look up Search Scope
        2. Content types
          1. Properties integration with the 2010 Office release
          2. Using metadata with content types
          3. Column templates
          4. Folder content types
        3. Document sets
      6. Summary
    13. 6. Workflows Fundamentals
      1. Workflow basics
        1. Participants
        2. Input data
        3. Tasks
        4. Output data
          1. Workflow types
            1. Sequential
            2. State-machine
      2. Creating workflows
        1. Workflow architecture
      3. Managing workflows
      4. Workflow types
        1. Three-state
          1. Collect feedback
          2. Approval
          3. Disposition approval
          4. Collect signatures
          5. Translation management
          6. Issue tracking
      5. Workflow authoring tools
        1. SharePoint Designer 2010
          1. SharePoint Designer limitations
        2. Visual Studio 2010 with WF Workflow Designer
        3. Tool comparison
      6. Workflow visualization
      7. Summary
    14. 7. Office Integration with SharePoint
      1. Ribbon
      2. Office Web Apps
      3. Co-authoring
      4. Unified Communications
      5. Social computing
      6. Backstage
        1. Info
          1. Save & Send
        2. Publishing as a blog post
      7. Slideshow broadcasting
      8. Visio Web Services
      9. Limitations of Office integration with SharePoint
      10. Summary
    15. 8. Managing Metadata
      1. What is metadata?
        1. Managing metadata
      2. Taxonomies
        1. Term store management tool
        2. Managing Metadata Service
        3. Groups, Term Sets, and Terms
        4. Keywords
      3. Folksonomies
      4. When to use managed metadata and normal metadata
      5. Applying metadata to content
        1. Working directly in SharePoint
        2. Working in Office client applications
      6. Navigating with metadata
        1. Discovery and action
        2. Improving business processes
      7. Summary
    16. 9. Getting Better Search Results with SharePoint 2010
      1. Search basics
      2. Benefits of SharePoint 2010 Search
      3. Search interface
        1. Search box
        2. Search Center
        3. Advanced search
        4. Prefix matching
        5. Name matching
      4. Search results
        1. Context
        2. Link
        3. Sorting
      5. People search
        1. Social distance
      6. Search guidance
        1. Best Bets
        2. Refiners
        3. Did you mean?
        4. Suggestions for related searches
      7. Search scenario
      8. Summary
    17. 10. Alerts and Notifications
      1. What is an alert?
      2. Creating alerts
      3. Alert notifications
      4. Search alerts
      5. Task notifications
      6. RSS feeds
      7. Summary
    18. 11. Enterprise Content Management
      1. Record management
        1. Record declaration
          1. Site collection
          2. List or library
        2. Managing records
      2. Content types
        1. Managing content types
      3. Information management policies
        1. Policy features
          1. Expiration
            1. Why apply an expiration policy?
          2. Auditing
        2. Site Collection Auditing
          1. Document labels
          2. Document bar codes
          3. Policy deployment
      4. Overview of enterprise content management planning
      5. Summary
    19. 12. Blogs, Wikis, and Other Web 2.0 Features
      1. Blogs
        1. Creating a blog
        2. Contributing to a blog
        3. Managing blog posts and comments
      2. Wikis
        1. Creating a wiki page library
        2. Creating a wiki page
        3. Editing a wiki page
      3. Summary
    20. 13. Pages and Web Parts
      1. Pages
        1. Types of pages
          1. Standard pages
          2. Web part pages
          3. Publishing pages
        2. Creating pages
        3. Viewing pages
        4. Editing pages
          1. Formatting content on a page
          2. Inserting content on a standard page
          3. Changing layout on standard pages
        5. Deleting pages
      2. Web parts
        1. Adding a web part to a page
        2. Editing a web part
      3. Summary
    21. 14. My Sites
      1. What are My Sites?
        1. Repository for personal content
        2. Organizing sites, links, tags, and so on
        3. Manage personal profile
        4. Mailbox and calendar integration
        5. Organizational information
      2. Social aspects of My Sites
        1. Ask Me About
        2. Colleagues
        3. Note Board
        4. Organizational chart
        5. What's happening?
      3. Creating your My Site
      4. My Site features
      5. My Newsfeed page
        1. My Colleagues
        2. My Interests
        3. Newsfeed settings
      6. My Content page
        1. Personal documents
        2. Shared documents
        3. Shared pictures
        4. Other
      7. My Profile page
      8. Summary
    22. 15. Applying Functionality for Business Initiatives
      1. Sales department
        1. Challenges
          1. Customer Relationship Management (CRM) system
            1. Additional features to the described functionality
          2. A Request for Proposal (RFP) response
        2. Campaign management
        3. Simple SharePoint tips for a sales department user base
      2. IT department
        1. Challenges
          1. Supporting issue tracking
            1. Support Tracking Process
        2. Managing change control
        3. Storing technical information
        4. Simple SharePoint tips for an IT department user base
      3. Project Management Office
        1. Challenges
          1. Project site
        2. Simple SharePoint tips for a PMO office user base
      4. Human Resources
        1. Challenges
          1. Resume approval
            1. Resume approval process
          2. HR onboarding process
        2. Simple SharePoint tips for a Human Resources user base
      5. Summary
    23. 16. Creating Exceptional End User Experience for You and Your Team
      1. What creates exceptional end user experience in SharePoint?
        1. Lists
          1. Active default view
            1. Make it personal
        2. Within libraries
          1. Document sets
          2. Metadata
          3. File names
        3. Notifications
          1. Alert on a search
          2. Outlook rules
        4. Search
          1. Search refinement
          2. Recent content
        5. Pages
          1. Layout of the page
          2. Limit views
          3. Avoid horizontal scroll bars
          4. Relevant documents
        6. Team Sites
          1. Auto invite users
          2. Inheritance
          3. Site usage reports
        7. My Sites
        8. Frequently used web parts and web part connections
          1. Content Editor Web Part
          2. Data filters
          3. Outlook
          4. Content rollup
        9. Dashboard design considerations
      2. Summary
    24. 17. Golden Rules for End User Deployment
      1. What's special about SharePoint
      2. What SharePoint is not
        1. A generic "best of breed" technology
        2. A defined end solution with an end point
        3. An online transaction website
        4. A standalone Business Intelligence tool
        5. An online Excel book in a list
        6. A public-facing company website
        7. A turnkey switch on solution
        8. An application that everyone will use on day one
      3. The SharePoint platform
        1. A hosted solution
      4. User requirement challenges
        1. The user
          1. Current environment
          2. SharePoint environment
        2. IT department
          1. Just do it
          2. Good to talk
        3. SharePoint technology
      5. Summary
    25. A. Glossary
      1. Active directory
      2. Audience
      3. Audiences
      4. Access Control List (ACL)
      5. Backstage
      6. Breadcrumb menu
      7. Business Connectivity Services
      8. Business Data Connectivity Service Application
      9. Business Data Connectivity Shared Service
      10. Business Data Catalog
      11. Check in
      12. Check out
      13. Co-authoring
      14. Content types
      15. Data connection
      16. Data connection library
      17. Data source
      18. Datasheet view
      19. Data validation
      20. Data view web part
      21. Discussion boards
      22. Discussion thread
      23. Distribution list
      24. Documents
      25. Document center
      26. Document library
      27. Document sets
      28. Document workspace
      29. Document workspace site
      30. Extranet
      31. Field
      32. Folksonomy
      33. Gallery
      34. Global links bar
      35. Items
      36. Key Performance Indicator (KPI)
      37. Keyword
      38. Homepage
      39. Hyperlink
      40. Intranet
      41. Lists
      42. List column
      43. List content type
      44. List folder
      45. List form
      46. List form web part
      47. List item
      48. List template
      49. List view
      50. List view page
      51. List view web part
      52. Libraries
      53. Login name
      54. Lookup field
      55. Major version
      56. Managed keyword
      57. Managed metadata
      58. Managed metadata connection
      59. Managed term
      60. Meeting workspace site
      61. Metadata
      62. Minor version
      63. My profile page
      64. My Site
      65. Office Data Connection (ODC) file
      66. Office Web Apps
      67. Page
      68. Page layout
      69. Paged view
      70. Parent list
      71. Parent site
      72. PerformancePoint content list
      73. Permission
      74. Permission level
      75. Personal site
      76. Personal view
      77. Personalized web part
      78. Private web part
      79. Quick launch
      80. Portal site
      81. Published version
      82. Publishing level
      83. Publishing page
      84. Record
      85. Really Simple Syndication (RSS)
      86. Record Management
      87. Recycle bin
      88. Ribbon
      89. Sandboxed Solution
      90. Security policy
      91. Shared documents library
      92. Shared view
      93. Shared web part
      94. Shared workbook
      95. SharePoint Foundation
      96. SharePoint Server 2010 Enterprise edition
      97. SharePoint Server 2010 Standard edition
      98. SharePoint site
      99. SharePoint workspace
      100. Site collection
      101. Site collection administrator
      102. Site collection quota
      103. Site column
      104. Site content type
      105. Site definition
      106. Site membership
      107. Site property
      108. Site solution
      109. Sub site
      110. Taxonomies
      111. Term Store Management tool
      112. Themes
      113. Top-level site
      114. User profile
      115. Usage analysis
      116. View
      117. Visio Web Services
      118. Visitors group
      119. Web part
      120. Web part connection
      121. Web part property
      122. Web part zone
      123. Web parts page
      124. What's Happening?
      125. Workflow
      126. Workflow association
      127. Workflow condition
      128. Workflow history item
      129. Workflow task list
      130. Workflow template
    26. B. SharePoint Functionality Comparison
      1. Summary
    27. C. List Templates