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Managing and Using Microsoft SharePoint 2010. b y John Liu. About Gerard Beckerleg. Senior Software Architect SSW since 2011 Specializes in ASP.NET Web Applications MVC 3 Microsoft SharePoint 2010 Scrum. Course Website. Course Timetable

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Managing and using microsoft sharepoint 2010
Managing and Using Microsoft SharePoint 2010

by John Liu

About gerard beckerleg
About Gerard Beckerleg

  • Senior Software Architect

  • SSW since 2011

  • Specializes in

    • ASP.NET Web Applications

    • MVC 3

    • Microsoft SharePoint 2010

    • Scrum

Course website
Course Website


    • Course Timetable

    • Course Materials

Sessions part a sharepoint concepts and use

Part A: SharePoint 2010

Sessions Part A SharePoint Concepts and Use

Sessions part b sharepoint configuration and admin

Part B: SharePoint 2010

Sessions Part B SharePoint Configuration and Admin


  • Using Windows 2008 R2 server

  • Running with IIS

  • Running SharePoint 2010


  • What is SharePoint 2010?

  • Configuration vs. Customisation vs. Solution Development

  • Structure and Data

  • Portal Features

  • Workflows, Forms, Office Integration, and web content management (WCM)

What is sharepoint 2010
What is SharePoint 2010

  • Application Platform

  • Based on ASP.NET 2.0

  • Uses templates widely

    • Sites

    • Lists and Libraries

    • Controls and Web Parts

    • Workflows

  • Generates new instances of the templates on demand

  • Provides management and configuration tools

Brief history in one slide
Brief history in one slide

  • SharePoint v1

  • 2003

    • Windows SharePoint Server (WSS2)

    • Microsoft Office SharePoint Server 2003

  • 2007 – rewrite on ASP.NET 2.0

    • Windows SharePoint Services (WSS3)

    • Microsoft Office SharePoint Services 2007

  • 2010

    • SharePoint Foundation (WSS4)

    • SharePoint 2010 Server

Many editions of sharepoint
Many editions of SharePoint

  • SharePoint Foundation (free with Windows Server)

  • SharePoint Server Standard

  • SharePoint Server Enterprise

  • SharePoint On-Premise

  • SharePoint Cloud Hosted

Built on sharepoint foundation
Built on SharePoint Foundation

  • SharePoint Server

  • Project Server

  • Team Foundation Server

  • Office Forms Server

  • Search Server 2008

  • PerformancePoint

Features of sharepoint
Features of SharePoint

  • SharePoint Foundation – Collaboration, Business Data Connectivity

  • SharePoint Server Standard – Portal, Enterprise Content Management & Advanced Search

  • SharePoint Server Enterprise – Business Process & Forms, Business Intelligence, Advanced Business Connectivity features - Search

Configuration vs customisation vs solution development
Configuration vs. Customisation vs. Solution Development

  • No two SharePoint installations are the same

  • Configuration

    • via the management tools in the browser

  • Customisation

    • via SharePoint Designer

  • Solution Development

    • Primarily via Visual Studio, also via SharePoint Designer

Configuration vs customization
Configuration vs. Customization


Full ASP.NET Customization

Custom Code/ Web-Parts

Master page, page layouts,

Web Parts

Themes, CSS

Out of the Box

cost, time

Via configuration
via Configuration

  • Create Web Part pages

  • Create Site Collections

  • Create Lists and Document Libraries

Via customisation
via Customisation

  • Branding – custom themes and master pages

  • Create workflows

  • Modify list forms

Via solution development
via Solution Development

  • Custom site and list templates

  • User Controls, Web Parts and Application pages

  • Advanced workflow

  • SharePoint services

Sharepoint structure and data how does it all fit
SharePoint Structure and Datahow does it all fit

  • Web Server (IIS)

    • Web Application

      • Site Collection

        • Site

          • Lists

          • Sub-site(s)

    • Web Application - SharePoint central administration site

Site collection
Site Collection

  • Based on a template

  • Consists as one top level Site and zero or more sub-sites

  • Acts as a unit for authorisation and entitlement

  • Can exist at the root of a web application, or under another site collection

  • Acts as the boundary for queries, rollups and aggregations with out-of-the box parts

Hierarchy example
Hierarchy Example

  • Site Collection (

    • the site collection contains all the Sites below

  • Site (

    • the top level Site

  • Site (

    • a sub-site for human resources

  • Site (

    • a sub-site for development

Partitioning with sitecollections
Partitioning with SiteCollections

e.g. adding Finance to Web application above 

  • Web Application

    • contains the Site Collection above and this below

  • Site Collection (

    • Site Collection for Finance

  • Site (

    • top level Site for Finance

Aspects of sites
Aspects of Sites

  • Users can create them

  • Have common SP look and feel

  • Deal with lists of information – the items in the list store the data

  • Sites are created and managed in SharePoint

  • They store documents and provide ways for users to work on them

Some of the available types of sharepoint sites
Some of the available types of SharePoint Sites

  • Team Site

  • Blog

  • Collaboration Portal (Standard)

  • Publishing Portal (Standard)

  • Report Center (Enterprise)

  • Records Center (Enterprise)

  • Search Center

  • More... download from MS

Sites and security
Sites and Security

  • The Site Collection is a unit for permissions

  • A Site Collection has an owner

  • The Site Collection is a query boundary

  • The URL’s can be managed so the same URL could be for a Site Collection or a Site within a Site Collection


  • Web Server (IIS)

    • Web Application

      • Site Collection

        • Site

          • Lists

            • Columns and Rows

          • Sub-site(s)

    • Web Application - extranet

    • Web Application - SharePoint central administration site

List and libraries
List and Libraries

  • Provide the primary structural elements of a site

  • Conceptually similar to database table

  • Data can be rectangular or a mix of types (ragged)

  • Can be organised in hierarchy

  • Based on

    • A template

    • One or more content types

    • One or more fields

    • One or more views

  • The list template is an application in itself

Document libraries
Document Libraries

  • A document library is a type of list with specific extension to support the operations on documents

  • Document libraries have features in common with lists

  • Versioning

  • Check Out – Check In

List views
List Views

  • Powerful feature to control the display of data in the list

  • Included columns

  • Order of columns in display

  • Order of items (sort)

  • Grouping

  • Filtering

  • View doesn’t affect data in the list

List results display
List results display

  • Html

  • Datasheet (excel)

  • Calendar

  • Gantt

  • Access – is actually access, not SharePoint

List forms
List Forms

  • All Items

  • Display

  • New

  • Edit

  • View Forms

  • List or document library specific

  • Form elements are dependent on the view

  • Forms can be customised to a limited extent

Base list types
Base List Types

  • Based contents on file “onet.xml”

  • Generic List

  • Document Library

  • Discussion Forum

  • Vote or Survey

  • Issues List

Sharepoint foundation list types documents
SharePoint Foundation List Types - Documents

  • Document Library

  • Form Library

  • Wiki Page Library – special form for pages

  • Picture Library – special form for thumbnails

Sharepoint foundation list types communications
SharePoint Foundation List Types- Communications

  • Announcements

  • Contacts

  • Discussion Board

  • Links

Sharepoint foundation list types tracking
SharePoint Foundation List Types- Tracking

  • Calendar

  • Tasks

  • Project Tasks

  • Issue Tracking

  • Survey

List types sharepoint server additions
List Types – SharePoint Server Additions

  • Standard

    • PowerPoint Slide Library

  • Enterprise

    • Data Connection Library

    • Report Library

    • Translation Management Library

    • KPI List – goals with icon feedback

List types custom list
List Types - Custom List

  • Supported by all flavours of SharePoint

  • Add your own columns

  • Calculated columns are only calculated once when the item is saved

  • Forms for viewing and editing your columns are generated

Webpart pages
WebPart Pages

  • Customise the page through the browser

  • ASP.NET 2.0 WebParts

  • Based on the layout in the master page

  • Pages can also contain custom and user controls

  • Pages can also include a special control call a delegate control

  • Code behind development can also be done

  • From the browser pages are always customised as a WebPart pages

Webpart fundamentals
WebPart Fundamentals

  • User created WebPart pages are stored in the Pages document library

  • A “Basic” page is a special WebPart page with a single WebPart that shows html entered from in a content wysiwyg.

  • SharePoint Foundation has a few predefined pages allowing different layouts

  • SharePoint Server adds a page layout system that is more robust

  • Default.aspx and List Forms are also WebPart pages that the User can modify in the browser

Structure of a webpart page
Structure of a WebPart page

  • Inherits structure from a master page in the Site

  • Master page defines the Placeholders

  • Placeholders contain 0 or more WebPart Zones

  • WebPart Zones have 0 or more WebParts

  • A WebPart can exist outside a WebPart Zone, but then it can’t be removed, replaced or edited

Common u ses for sharepoint foundation webparts
Common uses for SharePoint FoundationWebParts

  • Content editor web part (CEWP)

    • contains any html, css, javascript

  • Image WebPart

    • Displays an image

  • Page viewer WebPart

    • Like and IFrame it can display a page-within-page


Common uses for sharepoint foundation webparts
Common uses for SharePoint FoundationWebParts

  • List view WebPart

    • display items from a list

  • List form WebPart

    • display and edit data

  • Data view WebPart

    • Display external data from Database

Common uses for sharepoint server webparts
Common uses for SharePoint ServerWebParts

  • Content Query Web Part (CQWP)

    • Display aggregate or styled list data


  • SharePoint supports many Portal features

  • Single point of entry for a group of sites

  • Portal handles login, authentication, authorisation and personalisation

  • Common look and feel through master pages and themes

Portals and profiles
Portals and Profiles

  • Each user can be extended with set of attributes, such as a phone number or workgroup, which constitutes a user profile

  • User profiles one of the most important features for portals

  • Users can control which attributes in their user profile can be viewed by other users

  • Profile data can be used to determine the content a user should see

  • Users can create their own “MySite” with private and public views

Portals and audiences
Portals and Audiences

  • SharePoint uses the audience to determine the content to display to users

  • An audience is a group of users that you want to target

  • An audience can be based on security groups or on rules

  • Audiences can only be created and managed by the administrator

Portals user targeting
Portals User targeting

  • The portal content that appears is customized depending on the group membership or SharePoint audience of the person accessing the portal.

  • Basic notifications can be sent by e-mail to inform users about changed items in lists or document libraries. Users participating in a workflow automatically receive e-mail notifications related to the workflow.


  • Workflow is an important feature in enterprise systems

  • SharePoint workflows are based on Windows Workflow Foundation (WWF)

  • WWF is used in other Microsoft products (CRM, Biztalk, etc)

  • Workflows are long running (e.g. archive all documents with last updated > 6 months)

Types of workflows
Types of Workflows

  • Three fundamental parts

    • Runtime

    • Hosting application

    • Activities (which are units of behaviour in the workflow)

  • Sequential

    • Linear behaviour one after the other

  • State machine

    • State and state transition based

Workflows in sharepoint
Workflows in SharePoint

  • Workflows are attached to

    • Documents

    • List items

    • Content types

Built in workflows
Built-in Workflows

  • Tri-state (SharePoint Foundation)

  • Approval (SharePoint Server)

  • Collect Feedback (SharePoint Server)

  • Collect Signatures (SharePoint Server)

  • Disposition Approval (SharePoint Server)

  • Group Approval (SharePoint Server)

  • Translation Approval (SharePoint Server)

  • Issue Tracking (SharePoint Server)


  • InfoPath Forms Server is included with SharePoint Server

  • Can be installed with SharePoint or on a separate server

  • Configure from SharePoint Central Admin

  • Basic configuration is for security and authentication

  • Once a form is successfully uploaded to the server it can be hosted in web pages within a Site Collection


  • Form templates can be attached to content types

  • Form data fields are bi-directional, fields can be promoted to form library columns, and edited values can be pushed back to the underlying data storage

  • Form templates can be split into reusable parts, called “template parts” that makes complex form composition possible


  • Are zip files with the .XSN extension

  • Form definition file uses .XSF extension

    • xsf:extensions in the XSF file binds the form to SharePoint

  • Form schema file uses .XSD extension

    • The schema defines the data the form recognises


  • Form views files uses the .XSL extension

    • These are standard XSL stylesheets

    • By default the generated XSL stylesheets use a lot of Microsoft specific schemas, so generally you don’t create views by hand

  • Form Data uses the .XML extension

    • A sample data file is created when the create a new form or edit the data source

Form templates and data
Form Templates and Data

  • Infopath client reads the form template to display the view and controls

  • Data entered by the user into the controls is saved back to the form library list in SharePoint

  • The data is saved with a reference to the template, but the template is not saved into the list

Form templates and data1
Form Templates and Data

  • The DataSource is the basis of the Infopath form

  • Once the data elements are determined they can be placed in views and layout arranged

  • A form can have only one primary datasource

  • Secondary datasources can be used for lookups (dropdown choices)

Forms best practice
Forms : Best Practice

  • In SharePoint it is best practice to create a data connection library.

  • Create the Data Connection Library from “Site Actions” -> “Libraries” : Create -> “Data Connection Library”

  • Create Data Connection files locally and then upload them to the Library

Form security
Form Security

  • Restricted Security Mode

    • Form is simply a data container and cannot contain any code

    • Allows data to be gathered via email

      • Form can be sent via email and entered directly in Outlook 2007

      • Data can be sent back via email to an email enabled list (with attached custom event handler for form reading)

Form security1
Form Security

  • Domain Security Mode

    • Form can only connect back to it host server

    • From cannot have code if viewed in Browser

    • Form run in Infopath client can have code

    • Ideal for forms that need lookup fields from the domain

Form security2
Form Security

  • Full Trust Security Mode

    • Forms must be either digitally signed or installed directly on the machine

    • Administrator must install the form on the SharePoint farm to be fully trusted

    • Once fully trusted the coding is unlimited

Form deployment and distribution
Form Deployment and Distribution

  • Publish to a Content Type

    • It is essential that users have permission to access the form

    • Ensure the form is in the same domain

  • Create two views in forms – one for browser and one client entry based

  • Central management of form templates can have implications for version control

  • A form used in a workflow can be upgraded, but reading data created in the old version of the form can cause failure of the new form template

  • Microsoft recommends Single Sign On (SSO) as the preferred method to handle authentication to avoid double-hop issues with NTLM

Office integration outlook
Office Integration: Outlook

  • Ability to take SharePoint content offline: document libraries, contacts, calendars, and tasks

  • Ability to overlay SharePoint calendars with other calendars (people, resources, etc.) and fully edit the calendar in Outlook, including offline

  • Ability to send an HTML email version of a SharePoint calendar to anyone, including outside the organization

Office integration outlook1
Office Integration: Outlook

  • Ability to send InfoPath electronic forms via Outlook as an email. Results can be stored in SharePoint. Drops-downs can also be fed from SharePoint.

  • Ability to have tasks from OneNote, SharePoint, and Project Server consolidate inside of Outlook

  • Ability to approve tasks/workflows right from Outlook without having to open SharePoint or the Office content

Office integration outlook2
Office Integration: Outlook

  • Records management for email messages (assuming Exchange 2007 is installed) and the ability to integrate those emails with SharePoint's record management capabilities

  • RSS reader - all SharePoint content is available via RSS feeds, Outlook 2007 has an integrated RSS reader

  • From SharePoint, people can now e-mail a link directly to a document/file. When the user clicks on the link, the document will open in read mode and a button will appear telling the user they can edit it or check it out to make changes. This allows sending a link for both read and edit purposes.

Office integration word
Office Integration: Word

  • Enterprise Content Management

  • Ability to complete meta-data in the Information Property Panel

  • Ability to create custom Information Property Panels with business logic using InfoPath

  • In-client workflows (initiate, complete, etc.)

  • Ability to see a document requires workflow actions (approve, sign, etc.)

  • Ability to see a document is locked and requires check-out to be modified

  • Ability to see relevant corporate policies right in Office

Office integration word1
Office Integration: Word

  • Rich Document signature workflow process

  • Ability to see all previous published and draft versions

  • Ability to restore back to any previous version

  • Ability to perform a graphical comparison between any two versions

  • Ability to create a new Blog posting or Wiki in SharePoint right from Word

  • Barcodes and meta-data labels when printing content

Office integration excel
Office Integration: Excel

  • Publish spreadsheets to Excel Services

  • Web-based spreadsheet access

  • Ability to create custom Information Property Panels with business logic using InfoPath

  • In-client workflows (initiate, complete, etc.)

  • Ability to see a document requires workflow actions (approve, sign, etc.)

  • Ability to see a document is locked and requires check-out to be modified

  • Rich Document signature workflow process

Office integration powerpoint
Office Integration : PowerPoint

  • PowerPoint slide libraries

  • Enterprise Content Management

  • Ability to create custom Information Property Panels with business logic using InfoPath

  • In-client workflows (initiate, complete, etc.)

  • Ability to see a document requires workflow actions (approve, sign, etc.)

  • Ability to see a document is locked and requires check-out to be modified

  • Rich Document signature workflow process

Office integration infopath
Office Integration : InfoPath

  • Ability to publish forms to SharePoint Forms Services. This enables the InfoPath forms to be accessed from Internet Explorer, FireFox, Safari, Netscape, or mobile devices.

  • Ability to send InfoPath forms as emails to Outlook 2007 users. Results can be stored in SharePoint. Drops-downs can also be fed from SharePoint.

Office integration access
Office Integration : Access

  • Ability to publish rich reports using formats like PDF/XPS from SharePoint lists

  • Ability to centralize the data storage to SharePoint lists

  • Ability to take work offline

  • In SharePoint 2010 – Access can be published to Access Services

Office integration sharepoint workspace
Office Integration : SharePoint Workspace

  • Ability to synchronize SharePoint sites and document libraries to SharePoint Workspaces for secure collaboration whether on-line or offline.

Office integration onenote
Office Integration : OneNote

  • Ability to create shared notebooks hosted/saved on a SharePoint site

Office integration project
Office Integration : Project

  • Project Web Access is implemented via SharePoint, thus all features apply - like take document libraries offline in Outlook

  • Project Lite - users can create Project task lists in SharePoint and then promote them to Project Professional and make them full-blown projects

  • Reporting - Project will provide what we're calling the "Reporting Center" which allows for customized Excel and Visio templates which can automatically populate based on back-end data.

  • Workflow - we now can have routing and approval of project- and resource-related information

Web publishing
Web Publishing

  • Introduced in MOSS 2007

  • Enables contributors to publish and collaborate on content in a controlled and consistent way

  • Page layouts, style and branding are prepared before hand by Web Designers

  • User content is controlled, formatted and added automatically by the system

  • Collaboration is enhanced by moderation and approval processes

Web publishing1
Web Publishing

  • Web Publishing has three key activities

    • Content authoring

    • Page design and layout

    • Rendering

Managing and using microsoft sharepoint 2010

  • What is SharePoint 2010?

  • Configuration vs. Customisation and Solution Development

  • Basic Structural Features and Data

  • Portal Features

  • Workflows, Forms, Office Integration, and web content management (WCM)

Session summary
Session Summary

  • SharePoint is a flexible application platform

  • You can achieve a lot with just Configuration

    • More with Customisation

    • Even more with Solution Development

  • Covered the structure of Sites and Lists

  • Introduced to more advanced features

Where else can i get help
Where Else Can I Get Help?

Where else can I get help?

  • Free chats and webcasts

  • List of newsgroups

  • Microsoft community sites

  • Community events and columns

  • Community Portal


One thing
One thing


Managing and using microsoft sharepoint 2010

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