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Office and Share Point 2010 User's Guide: Integrating SharePoint with Excel, Outlook, Access and Word

Book Description

Web sites, collaboration, document management, paperless offices—we want it all in business today, but how do we achieve all of these goals? More importantly, if you work for one of the millions of small-to-medium-sized businesses, how do you find the time to build the expertise necessary to reach these goals? Even the most powerful tool will not allow you to succeed unless you can get the majority of your staff to use it efficiently and effectively. You need a guide that demonstrates a platform that small-to-medium-sized businesses can use to reach these goals.

Office and SharePoint 2010 User's Guide demystifies the path that every Microsoft Office user can follow to benefit from the synergism of tools they are already familiar with. Together with SharePoint 2010, users can achieve goals like web sites with a consistent single view, improved collaboration within their organization, and better document management, and may even get one step closer to the paperless office we've been promised for years. This book has topics for Office users of all skill levels, from those just starting to use Office tools to experienced power users. It examines each major Office tool and shows how it contributes to the support and use of SharePoint in today's increasingly electronic-based office environment.

Table of Contents

  1. Copyright
  2. About the Author
  3. About the Technical Reviewer
  4. Acknowledgments
  5. Introduction
    1. Who This Book Is For
    2. Contacting the Author
  6. 1. An Overview of SharePoint
    1. 1.1. Site Collections, Sites, and Sub-sites
    2. 1.2. Site Collection Templates
      1. 1.2.1. Collaboration Templates
        1. 1.2.1.1. Team Site
        2. 1.2.1.2. Blank Site
        3. 1.2.1.3. Document Workspace
        4. 1.2.1.4. Blog
        5. 1.2.1.5. Group Work Site
        6. 1.2.1.6. Visio Process Repository
      2. 1.2.2. Meeting Templates
        1. 1.2.2.1. Basic Meeting Workspace
        2. 1.2.2.2. Blank Meeting Workspace
        3. 1.2.2.3. Decision Meeting Workspace
        4. 1.2.2.4. Social Meeting Workspace
        5. 1.2.2.5. Multipage Meeting Workspace
      3. 1.2.3. Enterprise Site Types
        1. 1.2.3.1. Document Center
        2. 1.2.3.2. Records Center
        3. 1.2.3.3. Business Intelligence Center
        4. 1.2.3.4. Enterprise Search Center
        5. 1.2.3.5. My Site Host
        6. 1.2.3.6. Basic Search Center
        7. 1.2.3.7. FAST Search Center
      4. 1.2.4. Publishing Sites (only available from Central Administration)
        1. 1.2.4.1. Publishing Portal
        2. 1.2.4.2. Enterprise Wiki
    3. 1.3. Other Site Templates
      1. 1.3.1. Applications Site Types
        1. 1.3.1.1. Assets Web Database
        2. 1.3.1.2. Charitable Contributions
        3. 1.3.1.3. Contacts Web Database
        4. 1.3.1.4. Issues Web Database
        5. 1.3.1.5. Projects Web Database
      2. 1.3.2. Additional Site Templates
        1. 1.3.2.1. Personalization Site
        2. 1.3.2.2. Publishing Site
        3. 1.3.2.3. Publishing Site with Workflow
      3. 1.3.3. Lists and Library Types
        1. 1.3.3.1. Asset Library
        2. 1.3.3.2. Data Connection Library
        3. 1.3.3.3. Document Library
        4. 1.3.3.4. Form Library
        5. 1.3.3.5. Picture Library
        6. 1.3.3.6. Report Library (SharePoint 2010 Enterprise Edition only)
        7. 1.3.3.7. Record Library
        8. 1.3.3.8. Slide Library
        9. 1.3.3.9. Translation Management Library (SharePoint 2010 Enterprise Edition only)
        10. 1.3.3.10. Wiki Page Library
      4. 1.3.4. Permissions and Groups
        1. 1.3.4.1.
          1. 1.3.4.1.1. <Site Name> Visitors
          2. 1.3.4.1.2. <Site Name> Members
          3. 1.3.4.1.3. <Site Name> Owners
    4. 1.4. Adding a Document Library
    5. 1.5. Knowing Your Document Templates
    6. 1.6. Adding a Document to Your New Library
      1. 1.6.1. Uploading a Document
        1. 1.6.1.1. Displaying Documents in the Datasheet View
        2. 1.6.1.2. Displaying Documents in Windows Explorer
      2. 1.6.2. Editing Documents Stored in Your Library
        1. 1.6.2.1. Editing a Word Document from Standard View
        2. 1.6.2.2. Editing a Document from Datasheet View
        3. 1.6.2.3. Simple Locking of Documents
      3. 1.6.3. What Is a Concurrency Problem?
      4. 1.6.4. Why Use Check Out and Check In?
        1. 1.6.4.1. How to Check Out a Document
        2. 1.6.4.2. Checking Documents Back Into the Library
        3. 1.6.4.3. Overriding a Check Out
      5. 1.6.5. Tracking Document Versions
      6. 1.6.6. Promoting a Prior Version to the Current Version
      7. 1.6.7. Publishing Documents to Your Document Library
      8. 1.6.8. Require Document Approval to Hide Drafts—A Simple Workflow
      9. 1.6.9. Recovering Accidental Deletions with the Recycle Bin
    7. 1.7. Summary
  7. 2. SharePoint Lists
    1. 2.1.
      1. 2.1.1.
        1. 2.1.1.1. Everything Is a List
    2. 2.2. Exploring SharePoint's Built-in List Types
      1. 2.2.1. Content & Data Lists
        1. 2.2.1.1. Announcements List
        2. 2.2.1.2. Adding Items to Your New List
        3. 2.2.1.3. Contacts List
        4. 2.2.1.4. External List
        5. 2.2.1.5. Import Spreadsheet
        6. 2.2.1.6. Links List
        7. 2.2.1.7. Status List
        8. 2.2.1.8. Survey List
      2. 2.2.2. Collaboration Lists
        1. 2.2.2.1. Discussion Board List
      3. 2.2.3. Searching Category
        1. 2.2.3.1. Calendar List
      4. 2.2.4. Tracking Lists
        1. 2.2.4.1. Tasks List
        2. 2.2.4.2. Project Tasks List
        3. 2.2.4.3. Issue Tracking List
      5. 2.2.5. Other Lists
    3. 2.3. Editing Data into Your List
    4. 2.4. Working with List Views
    5. 2.5. Building a Custom List
    6. 2.6. Modifying the Column Types in Your List
    7. 2.7. Using Alerts to Notify You of List Changes
    8. 2.8. Creating RSS Feeds for Your List
    9. 2.9. Defining Views for Your List
    10. 2.10. Sorting and Filtering Lists
    11. 2.11. Inline Editing
    12. 2.12. Validation Settings
      1. 2.12.1. Item Validation
      2. 2.12.2. Column Validation
    13. 2.13. Referential Integrity in List Lookups
    14. 2.14. Summary
  8. 3. Creating Content Pages
    1. 3.1.
      1. 3.1.1.
        1. 3.1.1.1. Content Pages Display Your Data
    2. 3.2. Adding a Web Page to Your Collaboration Site
      1. 3.2.1. Adding a Content to a Web Part Zone
      2. 3.2.2. Adding an Image to an Image Library
      3. 3.2.3. Copying Text from a Word Document
      4. 3.2.4. Using Microsoft Word to Add a Table to Your Content
      5. 3.2.5. Adding a Hyperlink to Your Content
    3. 3.3. Adding a Wiki Page to Your Collaboration Site
    4. 3.4. Creating Master-Detail Relationships between Your Lists
    5. 3.5. Editing Pages with Check Out and Check In
    6. 3.6. Tracking Page Versions
    7. 3.7. Publishing Pages to Your Site
    8. 3.8. Recovering Accidental Deletions with the Recycle Bin
    9. 3.9. The Share and Track Features
      1. 3.9.1. E-mail a Link
      2. 3.9.2. Alerts
      3. 3.9.3. RSS Feeds
      4. 3.9.4. The Note Board
      5. 3.9.5. Tags
    10. 3.10. Summary
  9. 4. Using Your Document Library with Microsoft Office
    1. 4.1. Opening a SharePoint Document from Within Microsoft Office
    2. 4.2. Editing and Saving a Document to a Document Library
      1. 4.2.1. Saving a New Document
      2. 4.2.2. Saving a Document to an Existing Library
    3. 4.3. What Is Metadata?
      1. 4.3.1. Adding Metadata to word Documents
      2. 4.3.2. Adding Metadata to Documents from SharePoint
    4. 4.4. Using Metadata with the Document Information Panel
      1. 4.4.1. Uploading Existing Documents into a Library Prompts for Required Metadata
      2. 4.4.2. Working with Document Metadata
    5. 4.5. Managing Multiple Editors to a Document
    6. 4.6. Creating and Using Document Sets
    7. 4.7. Searching For Your Documents
    8. 4.8. Using word to Contribute to Your Blog Site
      1. 4.8.1. Creating a Blog Site
      2. 4.8.2. Defining Categories for Your Blogs
      3. 4.8.3. Creating a New Blog Posting
      4. 4.8.4. Commenting on a Blog Entry
      5. 4.8.5. Setting List Level Blog Permissions
      6. 4.8.6. Setting Item-Level Blog Permissions
    9. 4.9. Summary
  10. 5. Using Outlook
    1. 5.1. Synchronizing Your Contacts Lists Between SharePoint and Outlook
      1. 5.1.1. Connecting Your SharePoint Contacts List to Outlook
      2. 5.1.2. Adding SharePoint Columns That Will Synchronize with Outlook
      3. 5.1.3. Managing Update Conflicts
      4. 5.1.4. Deleting Contacts
      5. 5.1.5. Recovering Deleted Contacts
      6. 5.1.6. Moving Contacts between Lists
    2. 5.2. Synchronizing Your Calendars between SharePoint and Outlook
      1. 5.2.1. Adding a SharePoint Calendar to Outlook
      2. 5.2.2. Overlaying Calendars
      3. 5.2.3. Making Changes to Calendar Items
      4. 5.2.4. Copying and Moving Items between Calendars
      5. 5.2.5. Deleting Items from the Calendar
    3. 5.3. Synchronizing Tasks between SharePoint and Outlook
      1. 5.3.1. Adding Tasks Lists to Outlook
      2. 5.3.2. Editing Tasks from Outlook
      3. 5.3.3. Sending E-mails from Tasks
    4. 5.4. Using Outlook to Work Offline with Content
    5. 5.5. Letting Alerts Notify You of SharePoint Changes
      1. 5.5.1. Configuring Your Alerts
      2. 5.5.2. Correcting/Modifying Alerts
    6. 5.6. Using Outlook's RSS Reader to Subscribe to SharePoint RSS Feeds
      1. 5.6.1. Adding an RSS Feed to Internet Explorer 7.0
      2. 5.6.2. Adding an RSS Feed to Outlook
      3. 5.6.3. Deleting Items from an RSS Feed
      4. 5.6.4. Viewing Other List Items Not in the RSS Feed
    7. 5.7. Sending E-mail to Lists
      1. 5.7.1. Sending a Message to a List or Library
    8. 5.8. Sending Links via Send To
    9. 5.9. Summary
  11. 6. Managing Lists with Access
    1. 6.1. Exporting SharePoint Lists to Access
      1. 6.1.1. Saving Your Export Steps
      2. 6.1.2. Transfer Issues
        1. 6.1.2.1. Issues with Auto Increment Fields
        2. 6.1.2.2. Issues with Validation Rules
        3. 6.1.2.3. Transferring Referential Tables
        4. 6.1.2.4. Dealing with Duplicate Lists
        5. 6.1.2.5. The Outlook Task for the Export Steps
        6. 6.1.2.6. Reusing Saved Export Steps
        7. 6.1.2.7. Importing a SharePoint List Directly from Access
    2. 6.2. Linking SharePoint Lists to Access
      1. 6.2.1. Editing Linked Data
      2. 6.2.2. Using Access to Make Mass Updates
    3. 6.3. Use Multivalve Fields in Lists
      1. 6.3.1. Creating a Multivalued Column in SharePoint
      2. 6.3.2. Opening a List with Multivalued Columns in Access
      3. 6.3.3. Some Reasons Not to Use Multivalued Columns
    4. 6.4. Creating Access Forms and Reports from a SharePoint List
      1. 6.4.1. Creating a Simple Form
      2. 6.4.2. Creating a Split Form
      3. 6.4.3. Creating a Custom Form Using a Subform
      4. 6.4.4. Creating a Simple Report
    5. 6.5. Can Recycle Bin Recover Deleted List Records?
    6. 6.6. Deploying Your Access Application to SharePoint – Option 1
      1. 6.6.1. Moving All Access Tables to SharePoint
      2. 6.6.2. Moving the Access Database to SharePoint
    7. 6.7. Deploying Your Access Application to SharePoint – Option 2
    8. 6.8. Summary
  12. 7. Managing SharePoint Lists from Excel
    1. 7.1. Exporting a List from SharePoint to Excel
      1. 7.1.1. The Role of the IQY File
      2. 7.1.2. Choosing How to Display Your Imported List
      3. 7.1.3. How Views Affect the Data Exported to Your List
      4. 7.1.4. Using Hyperlinks in Your List
      5. 7.1.5. Other Table Tools in Your Excel Workbook
    2. 7.2. Exporting Data from an Excel 2007/2010 Spreadsheet into a Custom List
      1. 7.2.1. Defining a Table Within Your Excel Worksheet
      2. 7.2.2. Exporting the Excel Table
      3. 7.2.3. Viewing the Exported Excel Data in the New SharePoint List
    3. 7.3. A Quick Look at Excel 2003 and Synchronization
      1. 7.3.1. Exporting a SharePoint 2007 List to Excel 2003
      2. 7.3.2. Exporting Excel 2003 Worksheets to SharePoint
    4. 7.4. What Happened to Synchronization?
    5. 7.5. Linking a List in Excel to SharePoint
    6. 7.6. Summary
  13. 8. Publishing Excel with Excel Services
    1. 8.1. Configuring Excel Services
    2. 8.2. Publishing an Excel Form to Excel Services
      1. 8.2.1. Adding an Excel Workbook to Your Document Library from SharePoint
      2. 8.2.2. Navigating Around Your Worksheet
    3. 8.3. Why You Need Parameters to Make Your Excel Form Interactive
    4. 8.4. Defining Parameters for Your Excel Form
      1. 8.4.1. Publishing Your Excel Workbook
      2. 8.4.2. Viewing Uploaded Excel Documents
    5. 8.5. Using the Excel Page Web Part
    6. 8.6. Viewing Data from External Sources in Excel Using a Data Connection
      1. 8.6.1. Creating an External Connection
      2. 8.6.2. Importing the SharePoint List to a Workbook
      3. 8.6.3. Formatting a Pivot Table to Look Like a Worksheet
      4. 8.6.4. Publishing Your Formatted Workbook
    7. 8.7. Introduction to Status Indicators (KPIs)
      1. 8.7.1. Status Types Defined
      2. 8.7.2. Creating a Status List
        1. 8.7.2.1. Creating a Status List with Manually Entered Information
        2. 8.7.2.2. Creating a Status List Using a SharePoint List
        3. 8.7.2.3. Creating a Status List from an Excel Workbook
    8. 8.8. Creating Dashboards with Excel and Status Indicators
      1. 8.8.1. Building a Dashboard from the Dashboard Template in the Report Center
      2. 8.8.2. Organizing Web Parts in the Dashboard Web Part Zones
      3. 8.8.3. Adding KPIs to Your Dashboard
    9. 8.9. Summary
  14. 9. An Introduction to Creating Forms with InfoPath
    1. 9.1. Why You Should Use InfoPath
    2. 9.2. Exploring the InfoPath Interface
    3. 9.3. Modifying a Form Used with a SharePoint List
    4. 9.4. Creating a Form from a Blank Template
      1. 9.4.1. The Task Group: Controls
      2. 9.4.2. The Task Group: Data Sources
      3. 9.4.3. The Task Group: Design Checker
      4. 9.4.4. Steps to Build the Request for Absence Form
      5. 9.4.5. Other Available InfoPath Templates
    5. 9.5. Migrating Your Existing Word Forms into InfoPath
    6. 9.6. Migrating Your Existing Excel Workbook into InfoPath
    7. 9.7. Defining InfoPath Views
      1. 9.7.1. Viewing Properties
      2. 9.7.2. Generating Your Second View
    8. 9.8. Building Data Connections for Forms
    9. 9.9. Connecting InfoPath Forms to Data
    10. 9.10. Creating and Reusing Form Sections with Template Parts
    11. 9.11. Summary
  15. 10. Publishing InfoPath Forms in SharePoint Libraries
    1. 10.1. Publishing InfoPath Forms to a Network File Share
      1. 10.1.1. Publish Your Form Data to SharePoint
    2. 10.2. Using InfoPath Forms Services for Customers Without InfoPath
      1. 10.2.1. Publishing to a SharePoint Server
      2. 10.2.2. Defining Metadata for the Document Library
      3. 10.2.3. Additional Library Settings
      4. 10.2.4. Using the Published Form
      5. 10.2.5. Changing Submit Options for a Form
      6. 10.2.6. Saving the Data from a Form
    3. 10.3. Publishing a Form to a Content Type
    4. 10.4. Installing and Using Site Collection Content Types
      1. 10.4.1. Adding a Content Type to a Library
      2. 10.4.2. Changing the Default Content Type
      3. 10.4.3. Working with a Library That Has Multiple Content Types
    5. 10.5. Building Custom Workflows for InfoPath Forms Using SharePoint Designer
      1. 10.5.1. What Is a Workflow?
      2. 10.5.2. Beginning a Simple Approval Workflow
      3. 10.5.3. Defining Workflow Details
      4. 10.5.4. Configuring an E-mail Message
      5. 10.5.5. Adding Multiple Actions
      6. 10.5.6. Adding Additional Steps
      7. 10.5.7. How to Run the Workflow
      8. 10.5.8. Restructuring Your Conditions
      9. 10.5.9. Configuring the Workflow Settings
    6. 10.6. Summary
  16. 11. Peer-to-Peer Collaboration with SharePoint Workspace
    1. 11.1. Digging into SharePoint Workspace
      1. 11.1.1. Adding Your Account to Other Computers
    2. 11.2. Creating a Groove Workspace
      1. 11.2.1. Documents Tool
      2. 11.2.2. Discussion Tool
      3. 11.2.3. Calendar Tool
      4. 11.2.4. Chat Tool
      5. 11.2.5. Notepad Tool
      6. 11.2.6. Pictures Tool
      7. 11.2.7. Sketchpad Tool
      8. 11.2.8. Chess Tool
      9. 11.2.9. Lists Tool
    3. 11.3. Working with Your SharePoint Files Within SharePoint Workspace
      1. 11.3.1. Editing Content in SharePoint Workspace
      2. 11.3.2. Other Options in the SharePoint Workspace
      3. 11.3.3. Working with Lists in the SharePoint Workspace
      4. 11.3.4. Working with Discussion Groups in SharePoint Workspace
      5. 11.3.5. Properties for SharePoint Workspace
    4. 11.4. Summary
  17. 12. Additional Supporting Libraries
    1. 12.1. Creating a Records Management System to Archive Your Documents
      1. 12.1.1. Creating Site Columns
      2. 12.1.2. Creating a Content Type for RFB Documents
      3. 12.1.3. Creating a Site Library to Collect RFB Documents
      4. 12.1.4. Creating the Records Center Site
      5. 12.1.5. Creating the External Service Connection
      6. 12.1.6. Adding the Site Content Type for RFBs into the Records Center
      7. 12.1.7. Creating a Policy for the Archival Library
      8. 12.1.8. Creating a Record Routing Rule
      9. 12.1.9. Archiving Your Documents
    2. 12.2. Creating a Picture Library in SharePoint
      1. 12.2.1. Uploading Pictures to SharePoint
        1. 12.2.1.1. Uploading Single Images
        2. 12.2.1.2. Uploading Multiple Images
        3. 12.2.1.3. Uploading Multiple Images with Microsoft Picture Manager
      2. 12.2.2. Using the Microsoft Office Picture Manager
      3. 12.2.3. Using Windows Explorer to Upload Pictures
      4. 12.2.4. Downloading Images from Your Picture Library
      5. 12.2.5. Sending Images to a Microsoft Office Application
      6. 12.2.6. Viewing the Pictures in a Picture Library
    3. 12.3. Creating a Slide Library in SharePoint
      1. 12.3.1. Uploading Pictures to Your Slide Library from PowerPoint
        1. 12.3.1.1. Uploading Your Slides
        2. 12.3.1.2. Publishing Your Slides from PowerPoint
        3. 12.3.1.3. Viewing and Performing Actions on Your Slides
      2. 12.3.2. Copying Slides from Your Slide Library to PowerPoint Presentations
    4. 12.4. Summary