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Managing and Using Microsoft SharePoint 2010 . b y Gerard Beckerleg. Course Website. http://sharepoint.ssw.com.au/Training/UTSSP2010 / Course Timetable Course Materials. Part A: SharePoint 2010. Sessions Part A SharePoint Concepts and Use. Part B: SharePoint 2010.

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course website
Course Website
  • http://sharepoint.ssw.com.au/Training/UTSSP2010/
    • Course Timetable
    • Course Materials
assumptions
Assumptions
  • Using Windows 2008 server
  • Running with IIS
  • Running SharePoint 2010
agenda
Agenda
  • In depth look at lists and document libraries
  • User and permissions
slide8
List
  • List is a basic holder for content in SharePoint site
  • List can have columns
    • In this aspect, the list is like a database table
office procurement list
Office procurement list
  • Mary needs to create a list of the office supplies that she has to look after
  • Can create in Excel and email it around...
  • Can create in Access and send everyone a file path...
  • Can create a list in SharePoint and send everyone a URL...
why in sharepoint
Why in SharePoint
  • Web interface for view / edit
    • Different views, sort, filter, grouping
  • Easy to change columns
  • Permissions control (can be on individual items)
  • Audience Targeting
  • Versioning control, and keeping it all in one place
  • Attach workflows
  • Alerts and RSS feeds
  • Export/Import to/from many formats
  • Can take list offline
phone extension numbers
Phone extension numbers
  • Mary has a web page with phone extension numbers
  • She needs to track extension numbers
  • They change very often
  • Other people also look at the web page very often
there are always reasons to create lists
There are always reasons to create lists
  • Todo list
  • Shopping list
  • Contact list
  • Dates
  • Instructions list
library
Library
  • Library is a list, but specifically for files
document collaboration
Document Collaboration
  • Mary creates a word document “commission” that she wants feedback on from two colleagues, along with their changes
  • Create a document on a network and email path around
  • Create a document in SharePoint
why in sharepoint1
Why in SharePoint
  • File check-out, check-in
  • Permissions control
  • Versioning control, and keeping it all in one place
  • Attach workflows, such as approval workflow
  • Search
  • Alerts and RSS feeds
  • Can take files offline and synchronize
  • Office Web App allows viewing without Office client
  • Explorer view (via WebDAV technology)
  • Can support folders but not preferred
document search
Document Search
  • Finding a document in SharePoint
  • Finding a document on the network
  • Finding a document on the network, indexed by SharePoint Search
document versioning
Document Versioning
  • Someone made a bad edit
  • We need to revert the changes
  • How would you do this without SharePoint?
document versioning1
Document Versioning
  • SharePoint automatically provides version control and history
  • Can easily revert changes
metadata and why is it important
Metadata and why is it important
  • What is meta data
  • What data is in a file
  • Contents of the file
  • File name
  • Creator, last modified date.
  • Size, width, length, version numbers... Meta data
files for a department
Files for a department
  • Mary has a word document Contracts to manage and version, and they need to be organised by department
old solution
Old Solution
  • Create folders on a network share
  • Put information into the file names
    • SupplyContract_IT_V1.doc
  • Folders and names becomes unwieldy to manage and change
  • Difficult to search
  • No consistent naming styles
    • SupplierContractsSales2.doc
sharepoint
SharePoint
  • Create columns on the document library
  • Put information into the separate columns
    • SupplyContact.doc
    • Add department column
    • Use versioning
  • Avoid folders
    • One dimensional and hierarchy not always apparent
    • Difficult to move files around without breaking links
looking at your data views
Looking at your data - views
  • Combine metadata and views
  • Columns can be hidden from views
  • Multiple views
  • Views can include sort, filter, grouping
extra views
Extra views
  • Outlook
  • Access
  • Excel
  • SharePoint Workspace (was Groove)
extended library
Extended Library
  • Extended libraries can have additional functionality for a specific file type
  • Picture library
  • Slide library
  • Pages library
slide26
Quiz
  • When do you use a List vs. a Library
  • What is metadata and why is it important
  • How do you setup and store data in SharePoint columns
  • What if you want the data in two a lists to be related
  • What if you want the same document in two libraries
session 3a lab
Session 3a Lab
  • SharePoint 2010 3a Setting up Lists and Document Libraries

Download from Course Materials Site:

http://sharepoint.ssw.com.au/Training/UTSSP2010/

break
Break
  • Questions
users and permissions
Users and Permissions
  • SharePoint security hierarchy
  • SharePoint security levels, groups and users
sharepoint security and permissions
SharePoint Security and Permissions
  • SharePoint permissions fundamentally define two things:
    • Who can seethings
    • Who can dothings
sharepoint security and permissions1
SharePoint Security and Permissions
  • For easiest administration:
  • Default to inherit parent
  • When required, start by creating default SharePoint groups
  • Manage on Group level, instead of individuals
  • Don’t customise permissions early, instead adapt when they no longer meet needs exactly
  • Protect sensitive lists & libraries with unique permissions
three core groups
Three Core Groups
  • Owners
    • Have Full Control, manage all aspects
  • Members
    • Have Contribute permission, can add, edit, view items
  • Visitors
    • Have Read permission, view
permissions
Permissions
  • SharePoint 2010 has 33 Permissions
  • (Same in SharePoint Foundation)
  • Categories of
    • List Permissions
    • Site Permissions
    • Personal Permissions
permissions levels
Permissions Levels
  • Collection of permissions
  • 5 Default Permission Levels (3 extra for publishing sites)
    • Full Control
    • Design
    • Contribute
    • Read
    • Limited Access
permission level
Permission Level
  • A set of permissions that can be granted to users or SharePoint groups on an entity such as a site, library, list, folder, item, or document.
  • It enables you to assign a particular set of permissions to users and SharePoint groups so that they can perform specific actions on your site.
permission dependencies
Permission Dependencies
  • Permissions are dependent on other permissions
  • SharePoint will automatically select based on dependency
  • SharePoint will automatically clear permissions that are dependent on a permission you clear
permission level example
Permission Level Example
  • Read permission level

If you can view the site but not make changes to the site or to the content on it, you belong to the Visitors group, which has the Read permission level. For example, if you can view a site but cannot edit a document on the site, you have the Read permission level.

  • Contribute permission level

If you can view the site and change the content on the site, but not make changes to the site, you belong to Members group which has the Contribute permission level.

permission level example continued
Permission Level Example continued
  • Full Control permission level

If you can change the content and the settings on the site you belong to the Owners group which has the Full Control permission level. One of the common tasks that a site owner performs is managing permissions.

  • Do not have permission to access the site

If you receive the Error: Access Denied message when you attempt to access a site, you do not have the permissions necessary to view the site. Click Request access to ask the site owner to grant you the necessary permissions.

customizing sharepoint groups
Customizing SharePoint groups
  • You can create a new SharePoint group or customize an existing one to include only the permission levels you want (except for the Limited Access permission level). Note that you can also create custom permission levels which you can then assign to your SharePoint groups
anonymous access
Anonymous access
  • Central Administration allows you to set Anonymous Access
site hierarchy and inheritance
Site Hierarchy and Inheritance
  • By Default all entities (sites, lists, libraries, items, files) inherit the permissions of their parent
  • Caution: owners of subsites that inherit permissions can edit the parent permissions
  • You “break” inheritance of permissions, then changes permissions are done independently to each
security and permissions in a nutshell
Security and Permissions in a nutshell
  • Aim to make it easy to administrate
  • Default to inherit parent
  • When required, break inheritance and creating default SharePoint groups
  • Manage at Group level, instead of individuals
  • Don’t customise permissions early, instead adapt when they no longer meet needs exactly
  • Protect sensitive lists & libraries with unique permissions
session 3b lab
Session 3b Lab
  • SharePoint 2010 3b User and Permissions

Download from Course Materials Site:

http://sharepoint.ssw.com.au/Training/UTSSP2010/

slide48
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