Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. 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.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. History – during the internet boom many start ups created web- based portals, content management, and collaboration systems. Data Channel, Plum Tree, Intranets.com, 2000 – Microsoft releases two products –SharePoint Portal Server 2001 for document management and enterprise search (Exchange backend) –SharePoint Team Services for collaboration (SQL backend) 2003 – Microsoft releases version 2.0 products –Windows SharePoint Services (SQL and.NET) –Office SharePoint Portal Server 2003 (built on top of WSS) 2006 – Microsoft releases the version 3.0 product that fixes many of the 2003 product shortcomings and adds many new features such as Business Data Catalog, InfoPath Form Services, and extensive Office integration

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. WSS (Windows SharePoint Services) Functional Overview Sites and Site Collection Lists Columns Views Versioning Notifications and List s Web Parts and Web Part Pages

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Basic Definitions: 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

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Basic Definitions: 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 University CoursesStudent HistoryOfficial Docs Math 20 Lab 2Lab 1 Chemistry 101 Blank Template Records Repository Template WIKI Template Site Collection

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. 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.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Basic Definitions: List List: –stores 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

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. List Types List creation page allows the user to select a list template which determines the list functionality. The user interface groups lists based on purpose the list will serve

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Demo: Navigating through Sites and Lists 1.Explore navigation of sites and modify navigation 2.Create several sites and explore navigation of site content Under “Training Intranet”, “Courses” with “Blank Site” template Under “Courses”, “Chemistry 101” with “Blank Site” template Under “Courses”, “Information Software Design” with “Team Site” template 3.Create several lists and explore list navigation “Course Materials” with “Document Library” template in “Chemistry 101” “Assignments” with “Tasks” template in “Chemistry 101” “Courses” with “Custom List” template in “Courses”

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Lab: Exercise 1 Perform exercise 1 from Functionality Lab

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Columns: Types Lists have an initial set of columns Users can add additional columns to the list and specify the column type There are several new column types in SharePoint 2007 such as "Business Data" or "Full HTML Content" There are also some improvements to existing column types such as ability to have multi-value lookup columns

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Demo: Adding Columns to List To the “Courses” list add the following columns: 1.“Course Description” (Text) 2.“Department” (Choice) 3.”Start Date” (Date) 4.“End Date” (Date) 5.“Teachers” (Person)

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. 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

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Demo: Working with Views In “Courses” list create: 1.a standard view with sort and filter conditions 2.a standard view with group by conditions 3.a calendar view 4.a Gantt view In “Assignments” list create: 1.A standard view with group by conditions 2.A Gantt view

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Lab: Exercise 2 Perform exercise 2 from Functionality Lab

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Site Columns: Overview Site Columns provide a way to reuse a column definition on one site or many sites. When a user creates a site column, SharePoint stores the definition for the column in the Site columns gallery. Once a user adds a site column to a list, SharePoint creates list column definition by copying Site columns gallery’s column definition and retains a pointer to it.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Site Columns: Illustration

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Site Columns: Scopes The site column is available to the site in which you created it, as well as any child sites. A user can change the list column after the column has been added from Site columns gallery. Changes to the list column definition do not affect other lists or site columns gallery definition.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Columns: Updating Site Columns SharePoint can push down changes for a site column and update all the list columns based on that site column. Updates are not granular, the current site column definition entirely overrides list column definition example: You can create a status site column with multiple choices of statuses, and add the column in several lists across the site collection. To add a new status, you can modify the site column instead of having to modify each list that contains a status column.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Columns: Updating Site Columns Errors If the push down of changes fails on one list, SharePoint continues pushing down the changes to the remaining lists and returns errors encountered at the end of the push-down operation. To create or manage a site column on a site, you must have access rights to that site. If you do not have the appropriate access rites to a child site, push-down operations to columns contained in that child site will fail.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Demo: Working with Site Columns 1.Create a site column “Assignment Type” (Choice) at the root level site “Site columns” gallery. 2.Examine “Site columns” gallery in a sub site 3.Add “Assignment Type” site column to two “Assignments” lists (create another list if necessary) 4.Demonstrate updates and conflicts by modifying list column definitions and site collection column definition

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Lab: Exercise 3 Perform exercise 3 from Functionality Lab

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Versions Every list in SharePoint supports versioning; any changes made to a list item result 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

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Library Versioning Settings 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.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Version History Page Users can see the property changes between versions Users with proper permissions can view, restore, delete and unpublish versions

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Versions: Check in /Check Out Check in/Check out process gives user the ability to lock the document for making changes. Users can check out the document on the server or place the document on the local computer while it’s checked out. There is also an option to require check out for a specific list.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. 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).

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Demo: Versioning in Document Libraries Demo: Versioning 1.Enable major and minor versions for a document library 2.Check out a document to local drafts, make changes, and check in a major version 3.Examine version history page 4.Edit properties of the document 5.Check out the document on the server, make changes, and check in the document. 6.Publish a major version of the document 7.Turn content approval on and go through the approval process 8.Examine “Required Check Out “ option 9.Examine the differences in list item versioning

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Lab: Exercise 4 Perform exercise 4 from Functionality Lab

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. 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.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. List s Lists can receive s and archive them

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Demo: Alerts, RSS Feeds and List s 1.Create an alert for a list item and a list 2.Subscribe to RSS feeds for different lists 3.Set up a list and use it

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. 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. Web Part Page Web Part Web Part Zone

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. 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

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Web Part Connections Scenarios Web parts use a standardized set of interfaces that allows completely independent parts to connect.

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Demo: Web Parts 1.Working in design mode 2.Web part zones 3.Adding web parts 4.Properties 5.Personalization 6.Web Part Connections 7.Web Part Pages 8.Web Part Gallery list for the site collection Note: after adding a list view web part to a web part page whenever updating the view within the list, the view within web part needs to be reset

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Lab: Exercise 5 Perform exercises 5 from Functionality Lab

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Free Style Exercise 1.Create a site “Training Site” with “Team Site” template. 2.In “Training Site”, create sub-site “test 100” based on “blank” template. 3.In “test 100”, create a list called “Employees” based on “Contacts” template. Create a couple of list items. 4.In “test 100”, create a custom list called “Cars” that has the following columns: a.Car model (choice of models) b.Owner (lookup to Employees list) c.Title 5.In “test 100”, create a web part page called “Cars”. 6.Add “Cars” web part to “Cars” web part page. 7.In “Training Site”, try to add “Cars” web part to the home page. (Can it be done? Hint: Use content query web part.) 8.In “Training Site”, create “Cars” list with the following columns a.Car model (choice of models) b.Title c.Owner (lookup to Employees list from “test 100” website) (Can it be done?) 9.How would you solve the above problem with site columns?