CONTENTS
Chapter 1: Understanding SharePoint
Understanding Portals
What is SharePoint?
Comparing Different SharePoint Versions
SharePoint Components Overview
Summary
Chapter 2: Working with List Apps
Understanding List Elements
Discovering SharePoint List Column Types
Understanding the Standard List Apps
Working with Lists
Summary
Chapter 3: Working with Library Apps
Understanding Libraries and Documents
Understanding SharePoint Library Templates
Summary
Chapter 4: Managing and Customizing Lists and Libraries
Creating an Environment that Reflects Your Business
Best Practices for Building a Dynamic System for Managing Content
Working with Columns
Creating and Customizing Views
List and Library Settings
Summary
Chapter 5: Working with Workflows
Understanding Workflows
Creating Custom Workflow Solutions
Workflow Tasks and History
Workflow Status
Summary
Chapter 6: Working with Content Types
Content Types Overview
The Anatomy of a Content Type
Base Content Types
Managing Content Types
Summary
Chapter 7: Working with Web Parts
Using Web Parts
The Out-of-the-Box Web Parts
Summary
Chapter 8: Working with Sites
Understanding Sites and Site Collections
Managing Site Collections and Sites
Understanding SharePoint’s Out-of-the-Box Templates
Creating Custom Templates
Summary
Chapter 9: Managing Permissions
Understanding User Access and Audience Targeting
Managing Access in SharePoint
Items that can have Permissions Applied
Managing Permissions
Summary
Chapter 10: Working with Business Intelligence
Getting Started with Business Intelligence
Working with Excel Services
Working with Visio Services
Working with PerformancePoint Services
Working with Reporting Services
Implementing Business Intelligence in Your Organization
Summary
Chapter 11: Working with Social Features
Personalization Overview
Understanding My Sites
Tagging and Note Boards
Managing Content Rating
Fostering Communities
Blogs and Wikis
Targeting Content to Audiences
The Outlook Social Connector
Summary
Chapter 12: Managing Forms
What is Infopath?
Creating and Customizing an Infopath Form
Core Concepts
Working with Form Templates
Customizing a Form Template
Advanced Form-Publishing Options
Working with Rules
Summary
Chapter 13: Working with Access Services
Understanding Tables
Understanding Queries
Understanding Forms
Working with Macros
Summary
Chapter 14: Branding and the User Experience
Why Organizations Brand
Best Practices for Enhancing the User Experience
Changing the Site Logo
Working with Themes
Working with Master Pages
Summary
Chapter 15: Getting Started with Web Content Management
Web Content Management Overview
Working with Publishing Features
Working with Variations
Working with Page Layouts and Content Types
Enabling Publishing on a Team Site
Advanced Publishing Concepts
Summary
Chapter 16: Managing Records
Getting Started with Records Management
Implementing a Classification Plan
Configuring the Records Repository
Records Retention and Expiration
Ediscovery and Holds
Summary
Chapter 17: Working with Search
Understanding SharePoint Search
Search-Driven Content
Ediscovery
Search Usage Reports
Summary
Chapter 18: Building Solutions in SharePoint
Building Composite Solutions
Working with the Business
Understanding Your Audience
Gathering Requirements
Development and Testing
Planning User Adoption
Think Big, Start Small, and Keep Growing
Summary
Appendix A: Installing SharePoint Server 2013
Appendix B: Exercise Solutions
Introduction
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Beginning Sharepoint® 2013: Building Business Solutions
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For Dylan. May you stay forever young!
—Amanda and Shane
For the wonderful team at Battelle that helped me get started so many years ago. Cathy, Diana, and Jane, I couldn’t imagine getting my start on a better team!
—Jennifer
For all of my girls; you are growing up to be such smart and amazing little ladies. Thank you for being so sweet and loving. You inspire me every day.
—Laura
ABOUT THE AUTHORS
AMANDA PERRAN is a seven-time recipient of the Microsoft Most Valuable Professional for Microsoft SharePoint Server, located in St. John’s, Newfoundland and Labrador. She has been working as a consultant and trainer with SharePoint for more than 10 years. Amanda is a regular speaker and presenter at user group meetings, webcasts, and conferences, on topics such as Information Architecture, Enterprise Content Management and Governance. She is the co-founder of SharePoint Nation (www.sharepointnation.org), a virtual user group for SharePoint. You can follow her on Twitter as @amandaperran or visit her weblog at www.sharepointmentors.com.
SHANE PERRAN is a five-time recipient of the Microsoft Most Valuable Professional for Microsoft SharePoint Server, located in St. John’s, Newfoundland and Labrador. He has been designing online user experiences for more than 15 years. His strong passion for visual presentation, web standards, 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 and focused in the SharePoint customization space. He is the co-founder of SharePoint Nation (www.sharepointnation.org), a virtual user group for SharePoint. Shane’s SharePoint Customization Blog (www.graphicalwonder.com) is a popular stop for customization enthusiasts across the globe. You can follow Shane on Twitter as @shaneperran.
JENNIFER MASON, as a SharePoint Server MVP, has spent the last several years consulting others on best practices for implementing business solutions using SharePoint technologies. She is passionate about SharePoint and loves using out-of-the-box features to bring immediate ROI to her clients. She has worked with a range of companies, leading teams responsible for the design, implantation, and maintenance of SharePoint environments. When she isn’t riding the slide at her new company, Rackspace Hosting, Jennifer focuses on strategy, planning, governance, and sharing her knowledge with the SharePoint community. After a recent move to the Lone Star State from Ohio, where she was a founding member of the Columbus, Ohio SharePoint Users Group, Jennifer is learning how to be a true Texan, cowboy boots and all.
You can learn more about Jennifer by viewing her blog at http://sharepoint911.com/blogs/jennifer. You can follow Jennifer on Twitter as @jennifermason.
LAURA DERBES ROGERS is a Senior SharePoint Consultant at Rackspace Hosting, and a Microsoft MVP. Her background is in server administration. She has been working with SharePoint implementations, training, customization, and administration since 2004. Her focus is on making the most of SharePoint’s out-of-the-box capabilities without writing code. She works extensively with automating business processes with SharePoint Designer workflows and forms. Laura is a regular speaker at several different SharePoint conferences and loves sharing ideas on her blog at www.wonderlaura.com. A graduate of Louisiana State University, Laura currently resides in Birmingham, Alabama with her husband and two daughters. You can follow Laura on Twitter as @WonderLaura.
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 and administrator to hundreds of enterprise-level SharePoint farms. Javier has delivered more than 30 presentations at SharePoint-focused events, and authored numerous blogs and articles. He is a contributing author to the forthcoming Professional SharePoint 2013 Administration. Javier, his beautiful wife, Roxanne, and three children live in San Antonio, Texas. His speaking engagement information and writing references are available at http://JavierBarrera.com.
COREY BURKE is a SharePoint Architect at Rackspace (UK). 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 contributing author for Professional SharePoint 2013 Administration.
CREDITS
Acquisitions Editor
Mary James
Project Editor
John Sleeva
Technical Editors
Javier Barrera
Corey Burke
Production Editor
Christine Mugnolo
Copy Editor
Kim Cofer
Editorial Manager
Mary Beth Wakefield
Freelancer Editorial Manager
Rosemarie Graham
Associate Director of Marketing
David Mayhew
Marketing Manager
Ashley Zurcher
Business Manager
Amy Knies
Production Manager
Tim Tate
Vice President and Executive Group Publisher
Richard Swadley
Vice President and Executive Publisher
Neil Edde
Associate Publisher
Jim Minatel
Project Coordinator, Cover
Katie Crocker
Proofreader
Nancy Carrasco
Indexer
Robert Swanson
Cover Designer
Elizabeth Brooks
Cover Image
© Anthia Cumming / iStockphoto
ACKNOWLEDGMENTS
IT IS COMMON FOR AUTHORS to thank their spouses or partners for their understanding and support during the book-writing process. In our case, this was a project by a husband-and-wife team, which meant that the late nights, deadlines, and missed holidays were spent together, side by side, for better or worse. Of course, we would have it no other way.
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.
It is an honor and a pleasure to share a title with talented professionals such as Laura and Jennifer. Thank you again for your excellent work on this book.
As always, we would like to thank Jim Minatel for introducing us to the Wrox team so many years ago. Thank you to Mary E. James for leading this project and for helping us get focused very early in the game. Thank you to John Sleeva for your excellent professionalism and support. It was an extreme pleasure to work with you on this project and we hope our paths cross again. Thank you Javier Barrera, Corey Burke, and Kim Cofer for your diligence and attention to detail throughout the editing process. Each of your talents contributed significantly to this project and we are so very grateful to each of you.
Finally, to Dylan. We would especially like to thank you for providing an excellent source of motivation and perspective during the entire process. Everything we do and experience in life is made so much better because of you. You are a light like no other.
WRITING TECHNICAL BOOKS is one of the things that I consider a huge blessing to be able to do. So many people along the way have helped get me to a point where this is possible. It would be impossible to thank them all by name, but it is important to call out some that have specifically helped me with this project.
Cathy, Diane, and Jane, who would have thought that hiring an intern would be such an adventure? I think back very often on the crazy times we had and am thankful that I was able to get my start with such a wonderful team. The time I spent with you was rich in learning and more fun than anyone should have at work! I think of you ladies often and credit many of my successes today on the investments you made in me. I am truly thankful and blessed for the time I was able to work with you!
When Amanda and Shane asked Laura and me to join this project a few years ago, little did I realize the changes it would have on my career. This is one of my proudest accomplishments, and I am so happy to be able to work on such a great team of people! Shane, Amanda, and Laura, I appreciate the long hours and the sacrifices you have put into this project. I couldn’t ask for a better team to work with!
To the team at Wrox, especially Mary James and John Sleeva, thank you for all the hard work and effort you put into polishing this work and making it ready for print. I know you have quite a task when you have to deal with authors, and I appreciate all that you do.
Javier Barrera and Corey Burke, thanks so much for all the technical editing you did for this book. Your dedication and hard work has made for a better book. I am lucky to have you two as coworkers and thankful for the fanatical investment you have made for this book.
Jeff DeVerter, this year has been full of changes, and I am thankful for all you have done for me as I have transitioned into my new role at Rackspace. I consider myself lucky to have you as a manager, and this project definitely wouldn’t have been possible without you helping me clear my schedule and make time for me to dedicate to the project.
Finally, I want to thank the SharePoint community, without whom none of this would be possible. I appreciate the time we get to spend together, and I consider so many of you close friends. I look forward to a future of learning more things together!
WORKING ON THIS BOOK has been quite an experience, and there are several people who I would like to thank. The major influencers in my life exist on both the personal and the professional sides.
First, my husband, Chris, has been wonderful and supportive. His sarcasm and wit have always kept me laughing despite any book-deadline stresses. Speaking of family, I thank my daughters, who are growing up to be so intelligent, lovely, and poised. Also, thanks to my parents and my brother for being such a supportive family.
Thanks to Jennifer Mason and to Shane and Amanda Perran for being so inspiring to work with. I really have enjoyed being a part of this endeavor with all of you. 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 John Sleeva. It has been more than a pleasure working with you on this book. You have been wonderful, professional, and patient, and I sincerely hope that we cross paths again soon.
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 Lori Gowin. Thanks to all my colleagues at Rackspace. You are like family to me, and I truly enjoy working with you every day.
INTRODUCTION
MICROSOFT SHAREPOINT SERVER 2013 has improved and changed dramatically over previous versions of the product, including significant enhancements to the web content management, social media, business connectivity, and search features of the platform. However, the value of this tool to an enterprise depends primarily on the ability of individuals in the organization to understand the features and capabilities of the platform and effectively map those to specific business requirements.
This book is designed to mentor and coach an organization’s business and technical thought leaders on the use and configuration of SharePoint to address critical information-management problems. It gives detailed descriptions and illustrations of the product’s functionality and includes realistic usage scenarios to provide contextual relevance and a personalized learning experience.
The mission of this book is to provide extensive knowledge to information workers and site managers that will empower them to become SharePoint application champions in their organizations. This book should be the premier handbook of any active or aspiring SharePoint expert.
To complete the exercises (known as Try It Outs) in this book, you should have a basic comfort level using Microsoft Office client applications to create content and a general understanding of how to interact with a website through the browser. This book is intended as a starting point for any SharePoint 2013 user, whether that user has never used SharePoint before or has some familiarity with a previous version and just wants to understand the differences with the new release.
SharePoint 2013 represents the latest release of Microsoft’s portal and collaborative technology platform. This book covers in detail many of the features of Microsoft SharePoint Server 2013 that will assist you in creating an effective collaboration, content management, business intelligence, business process, or social media solution for your organization. It addresses core functionality that has existed in SharePoint within previous versions as well as new concepts that have been introduced in this latest release.
This book covers the essential elements of using and configuring SharePoint 2013 as an effective tool for business. Each chapter focuses on a dedicated topic and provides hands-on exercises to assist with your learning experience. The following is a short summary of each chapter of this book.
To complete the examples in this book effectively, you should have access to a Microsoft SharePoint Server 2013 environment or site collection, and have administrative rights to the server. If you do not have administrative rights, your server administrator may have to assist you with some exercises in this book.
You should also have a client computer running either Windows 7 or Windows 8 along with Microsoft Office 2013 Professional or Professional Plus, and SharePoint Designer 2013. Although many exercises can be completed with earlier versions of Office, certain exercises may function better with Office 2013.
The resource files for the samples is available for download from the Wrox website at: www.wrox.com/remtitle.cgi?isbn=1118495896
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.
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As you work through the examples in this book, you may choose either to type in all the code manually or to use the source code files that accompany the book. All the source code used in this book is available for download at www.wrox.com. 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.
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WHAT YOU WILL LEARN IN THIS CHAPTER:
The goal of this book is to provide you with experience using the tools and features of SharePoint 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 and use SharePoint from either an end user, information worker, developer, or IT pro perspective is first to understand the core capabilities of the product and how they can be extended to meet your organization’s unique and specific business needs. Along those lines, this chapter introduces you to the exciting features and capabilities of Microsoft SharePoint Technologies. With it, you will learn how to put the platform to work for your organization to create scalable business solutions. In this chapter, you get an overview of how SharePoint is used and gain an understanding of the different combinations of licensing and configuration available within your environment.
Before getting started on the technical tasks associated with managing and working with SharePoint content, it is important to understand the purpose of common usage scenarios for the technology. The power associated with SharePoint solutions is directly related to the ability for organizations to customize solutions to fit their needs. SharePoint offers many things, in many different formats. Although Microsoft provides a high level of direction, it is really up to the internal organization to build a solution structure that matches its specific requirements.
At a high level, SharePoint is a solution that provides features and capabilities to help organizations perform the following key business tasks:
SharePoint enables organizations to build specific solutions that guide their users to desired behaviors. By creating solutions to provide alternate options for sharing and collaborating on data, organizations can enhance user satisfaction and increase productivity. In this age of the consumerization of IT, users expect to quickly, easily, and efficiently use technology in a self-serve fashion to solve needs as they arise. When deployed within an organization, SharePoint provides a platform that satisfies this need. But, like all good technology, without an understanding of what it can do and how to best use the features, things often are not used to their full potential. By reading this book, you will gain an understanding of the basic features available and will be prepared with many tools to get started building powerful, efficient business solutions.
Because SharePoint is one of the industry’s leading portal technologies, we start with a review of portal technologies, followed by some common reasons that organizations are driven to these types of solutions. With the framework laid, we continue with a discussion of the different versions of SharePoint and how they differ from each other. Then, we provide a high-level overview of some of the primary components of SharePoint. This overview will give you a sampling of what is to come in the remainder of this book.
A corporate portal is a gateway through which members can access business information and, if set up properly, should be the first place an employee goes to access anything of importance. Portals differ from regular websites in that they are customized specifically for each organization. In many cases, a portal may actually consist of numerous websites, with information stored either directly on those sites or in other systems, such as file shares, business applications, or a regular Internet website. This allows the portal to be the central location users can visit to find information regardless of its actual storage location. Because making informed business decisions is key to becoming and remaining successful, it’s important that the information placed on a portal be secure, up to date, and easily accessible. Because a business’s marketplace may span the globe, an organization also needs to have the information that reflects the needs of employees from multiple specific regions.
As an example, consider a new employee who has just joined an organization. In addition to learning her new job responsibilities, this employee must quickly get up to speed on the various company processes and policies. A good portal should provide all the company reference and policy information that the employee needs to review, as well as links to all the information systems and websites that employee needs to do her job. Information should be stored in easy-to-browse locations, based on subject or topic. In situations where the location of a document or information is not obvious, the employee should be able to type words into a search box and receive suggestions. The employee should also be able to share information with others. In many ways, a good portal should act as a table of contents for all the information and websites related to an organization or topic.
In summary, portal technology provides ways for users to share and consume information from a central location. Though this may mean that all data lives within a single portal application, it is also 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:
SharePoint is one of the leading portal technologies. Many organizations implement SharePoint to satisfy the needs that were stated in the preceding section. Part of the Microsoft Office family, SharePoint provides a scalable, extensible, and customizable portal solution for organizations of any size. SharePoint consists of tools and technologies that support the collaboration and sharing of information within teams, throughout the enterprise, and on the web. The total package is a platform on which you can build business applications to help you better store, share, and manage digital information within your organization. Because you can build with or without code, the package empowers the average business user to create, deploy, and manage team websites, without depending on skilled resources, such as systems administrators or developers. Using lists, libraries, and Web Parts, you can transform team websites into business applications built specifically around making your organization’s business processes more efficient.
SharePoint is available to organizations in two primary ways:
Many different organizational needs drive the choice between the two preceding options. To best determine which option is best for your organization, you need to determine the current as well as future planned needs of your organization. With those needs in mind, you will then be able to determine what type of environment you need to support and maintain. Once you know what you need, you can focus on how best to do it. Some questions to consider at this stage include the following:
These, along with other factors, will help you determine which approach is best for your organization. In many cases it is a clear distinction as to which path to take. In other cases, a hybrid approach is often a desirable option, allowing users to have the best of both configurations.
Once you determine the deployment type that is best for you, you have to determine what level of licensing you will need to have. Each of the different deployment options have different licensing options available, giving you a choice with the different features you will need to acquire for your organization. Although this book assumes you are using SharePoint Enterprise features within an on-premise deployment, the following section provides descriptions and details on the different options available to you.
For SharePoint on-premise, you have two options for installation:
For Office 365, you also have several options, as discussed at the end of this section.
SharePoint Foundation provides you with the basic collaboration features that are included within SharePoint. These features are the foundation required to build standard collaboration and communication solutions within your organization. The primary features of SharePoint Foundation revolve around document management and collaboration. The following list outlines the major features of the platform that have been responsible for its wide adoption in businesses:
In short, SharePoint Foundation represents the core content storage and collaboration features of SharePoint. It is the ideal edition for teams and small organizations looking to improve on their ability to work with one another in a secure, easy-to-use, collaborative workspace.