Na2009 enus sp_04

Chapter 4: Microsoft Office SharePoint Server 2007 Product Walkthrough

4-1

CHAPTER 4: MICROSOFT OFFICE SHAREPOINT SERVER 2007 PRODUCT WALKTHROUGH Objectives

The objectives are:

• Demonstrate how to create a test site and learn how to add and use some of the features in Microsoft® SharePoint® Server 2007

Introduction This chapter provides a functional walkthrough of a basic site in Microsoft®

SharePoint® Server 2007, it is not a comprehensive walkthrough. The walkthrough provides a high-level overview, consisting mainly of the collaboration and portal feature areas in Microsoft Office SharePoint Server 2007.

This chapter will also provide basic information needed to complete the integration lab in chapter 5 of this course.

Microsoft Official Training Materials for Microsoft Dynamics®

Your use of this content is subject to your current services agreement

Microsoft SharePoint Technologies and Microsoft Dynamics® NAV 2009

4-2

Lesson This lesson will use a series of demonstrations to interact with elements of Microsoft Office SharePoint Server 2007. The demonstrations will begin with the how to create a Quick Link to the Help system built into the system, but that is not displayed automatically. Additional demonstrations will create a test Site Collection, and they will show how to add features to the test Site Collection.

The following users are loaded into the class vpc and will be used for these exercises:

Users:

CONTOSO\ALICIA CONTOSO\ANNIE CONTOSO\APRIL CONTOSO\ARNIE CONTOSO\CHARLIE CONTOSO\DANIEL CONTOSO\EDUARDO CONTOSO\JOHN CONTOSO\LARS CONTOSO\SAMMY CONTOSO\SHANNON CONTOSO\STAN CONTOSO\SUSAN CONTOSO\TERRENCE CONTOSO\SUSAN2 CONTOSO\administrator

Managers:

CONTOSO\TIM CONTOSO\KEVIN CONTOSO\PHYLLIS CONTOSO\PRAKASH CONTOSO\REINA

The password for all of them is Pa$$w0rd

Demonstration: Getting Started

This exercise will demonstrate how to create a new site for use in the following exercises, then will show how to add a Quick Launch tab to the Help subsystem.




4-3

To create a new site:

1. From the Start menu, choose All Programs, Microsoft Office Server, SharePoint 3.0 Central Administration. a. When asked, log in with a UserId of administrator and

password of Pa$$w0rd

2. Use the Site Actions drop-down menu, and choose the Create menu option.

3. Click the Sites navigation tab. 4. From the Web Pages menu, select Sites and Workspaces. 5. On the New SharePoint Site page, enter the following information:

a. For Title, enter Walkthrough Site. b. For Description, enter Sample site for walkthrough of Office

SharePoint Server 2007. c. In the URL Name box, enter walkthrough. d. For Template Selection, select Document Workspace from the

Collaboration group of templates. e. Leave the other settings as they are.

6. Click the Create button and wait for the site to be created.

To add Help Quick Launch:

1. Click the Home tab. 2. Use the Site Actions drop-down menu, and choose the Site Settings

menu option. 3. From the Look and Feel menu, select Top link bar. 4. Select New Link.

a. For URL, enter /_layouts/help.aspx?Key=NavBarHelpHome b. Be sure to delete http://

5. For Description, enter “Help." 6. Click OK

You will now be able to access the help files that are available with Microsoft Office SharePoint Server 2007.




4-4

Demonstration: Site Administration

This exercise will demonstrate how to add new groups and users to the site through the administration UI.

To create a new group:

1. On the Walkthrough Site from Exercise 1, choose Site Settings from the Site Actions menu.

2. Under the Users and Permissions section, select People and groups.

3. On the toolbar, click the New menu and select New Group. 4. Set the Name to “Walkthrough Group”. 5. Click “Create”. 6. Click the New menu on the toolbar and select “Add Users”. 7. Use the new “People Picker” feature to add another user to the

group. 8. Click the Browse button next to the Users field. Type the first name

of a user, in this case Alicia, into the Search field and click the Search button. The People Picker will search for the name and fill in the search results box. Select the users from the results box, then click Add and OK.

9. Under Give Group Permission to this Site select Full Control 10. Click Create to complete the user addition.

You have just added a new group and a full-permission user to the site. You can use the People and Groups page for flexible, easy control over your site’s visitors.

Demonstration: Web Parts

This exercise will demonstrate how to add Web Parts to a page in Microsoft Office SharePoint Server 2007.

Adding Web Parts

1. On the home page of the Walkthrough Site, click Site Actions and select Edit Page.

2. In the Left Web Part Zone, click the Add a Web Part button. 3. In the Add Web Parts form, select the Team Discussion list Web

Part, and then click the Add button. 4. The “Team Discussion” list now displays in the left Web Part zone

of your home page.

For practice, go back and add other Web Parts.




4-5

Demonstration: Security

This exercise will demonstrate the improved security model in addition to the new Recycle Bin functionality.

To add Item Level Security:

1. Navigate to the Walkthrough Test Site 2. In the Tasks Web Part click Create a new Task:

a. Title: Important b. Priority: (1) High c. Assigned to: (Assign to a user in your directory)

3. Create another new Task:

a. Title: Common b. Assigned to: (Assign to the same user in your directory)

4. Rest your mouse on the title of the Important task. Notice a drop-

down menu highlight around the title. Click the drop-down arrow to expand this menu, and select the Manage Permissions command.

5. On the Manage Permissions page, choose Edit Permissions from the Actions menu. Read the warning prompt and click OK.

6. Select the check box for Walkthrough Group and choose Remove User Permissions from the Actions menu.

7. Click OK on the pop-up prompt. 8. Click Tasks from the Site breadcrumb to return to the Tasks list

page. 9. Click the arrow next to the Welcome message on the top right of the

page and select Sign in as Different User. 10. Sign in with another user’s credentials. 11. Notice that, as this other user, you cannot view the Important task

after the previous user’s permission change. 12. Choose Sign Out from the Welcome menu and No from the pop-up

to revert to the administrator. 13. Click Go back to site to return to the Walkthrough Site.

To add, change or delete Item Version and History:

1. Choose the Tasks Web Part. 2. Click the Settings menu on the list toolbar, then click List Settings. 3. Like the Site Settings page, the Customize List page is now updated

with categories and a new layout to aid navigation. 4. Click Versioning settings under the General Settings category. 5. In the Item Version History section, set the Create a version each

time you edit an item in this list? radio button to Yes. Then click OK.




4-6

6. Click Tasks in the site breadcrumb. 7. Rest your mouse on the Common task to display the drop-down

menu and choose Edit Item. 8. Change the value of Status to Completed and click OK. 9. Rest your mouse on the Common task to display the drop-down

menu and choose Version History. 10. Delete version 1.0 by clicking Delete on the item’s drop-down menu,

which appears when the mouse rests on the Modified date field. Then click OK to confirm the information.

11. Click Walkthrough Site on the site breadcrumb to return to the home page.

To use the Recycle Bin:

1. From the home page, click Recycle Bin from the left navigation. 2. The 1.0 version of the Common item displays, plus details about its

original location, deletion date, and disk size. 3. Click the check box for the Common (1.0) item, then click Restore

Selection on the toolbar. Click OK to confirm the information. If the item is deleted, it is sent to a second-stage administrator Recycle Bin. From there the data can be restored in an emergency..

4. Click Walkthrough Site in the site breadcrumb to return to the home page.

Demonstration: Notifications

This exercise will demonstrate the changes made to alerts, email notifications for task lists, and RSS Feeds.

To use Alerts:

1. Click Walkthrough Site in the site breadcrumb to return to the home page.

2. Click Tasks in the Tasks Web Part, and then click the Actions menu on the list toolbar and select Alert Me.

3. Browse through the New Alert page and notice that the configuration includes sending emails to other users, new event criteria such as A task is assigned to me and A high priority task changes, and an option to specify the delivery time for alerts.

4. Choose A high priority task changes from the Send Alerts for These Changes section.

5. Click OK.

To use Email Notifications:

1. Click the Settings menu and select List Settings. 2. Click Advanced settings from the General Settings category on the

Customize Tasks page.




4-7

3. Scroll down to the E-Mail Notification section and confirm that Yes is chosen to enable email notification for Task items.

4. Click OK. 5. This Tasks list will send email messages to users who are assigned

new tasks. This requires that outgoing email is configured on the server.

6. Click Tasks in the site breadcrumb. 7. Choose Edit Item from the pull-down menu on the Important task. 8. Set the value for Status to Completed and click OK. 9. Open Microsoft Office Outlook 2007. View the email regarding the

change to the Important task. This can take up to five minutes for the email to appear.

To use RSS Feeds:

1. Return to your browser. 2. Choose View RSS Feed from the Actions menu for the Tasks list. 3. RSS Feeds have a link near the top of the page that simplifies

subscription with a single click, as demonstrated in the following steps. Click the Subscribe Now link.

4. If your default RSS aggregator is Internet Explorer 7.0 (as shown here), it opens and provides the option to set any advanced settings for the feed. Click Subscribe in the Internet Explorer dialog box (the options will vary depending on your RSS Feed aggregator application).

5. Click the View my feeds link. 6. Notice the list feed is now added and the list items are synchronized

to your RSS viewer. 7. Open Microsoft® Office Outlook® 2007, and expand RSS Feeds in

the folder tree, and choose Walkthrough Site: Tasks. 8. Ensure that the feed is also automatically synchronized with the

Microsoft Office Outlook 2007 RSS viewer. 9. Return to your browser. 10. Click the Walkthrough Site: Tasks link to return to the default view

of the tasks list. 11. Click Walkthrough Site in the site breadcrumb to return to the site

home page.

Demonstration: Working with Microsoft Office Outlook 2007

This exercise will demonstrate the new Microsoft Office Outlook 2007 features that integrate with the Microsoft Office SharePoint Server 2007 platform.




4-8

To use Shared Calendars and Tasks:

a. From the home page of the Walkthrough Site, select Create from the Site Actions menu.

b. From Tracking, click Calendar. c. From the New page, in the Name box simply enter Calendar

and click the Create button. You will now be on the Calendar page.

d. Create a new Calendar item from Actions titled Walkthrough. e. Click OK. f. Scroll down the Calendar page, if necessary, to view your new

entry. g. Now, scroll to the top of the page, click Actions, then Connect

to Outlook. h. Click Yes in the Office Outlook 2007 dialog box. i. The SharePoint-based event now shows up in Office Outlook

2007 (it may be necessary to scroll down in the Outlook calendar display).

j. Add a new calendar entry to the Walkthrough Site calendar at a few hours after Walkthrough and name it New Item.

k. Press F9 to do a Send/Receive and push the data back to the server.

l. Return to your browser, use the Refresh browser menu item and now the Microsoft Office Outlook 2007 item will appear.

Demonstration: Audience Targeting

Microsoft Office SharePoint Server 2007 also includes improved audience targeting with better scale, depth, and usability.

• Audience targeting allows content contributors to highlight certain content and present it to users who may find it useful.

• Targeting is used as an additional attribute on content items to target them more accurately within the portal user community.

• A user base can be chosen based on a person’s role or affiliation within the organization and it can be applied to discussion groups and SharePoint groups.

• Targeting is available for Enterprise Information Sites, Business Application Sites, and Collaboration/Community Sites.

There are two ways to target content to users:

• Web Parts: A user in a particular audience will see Web Parts that are relevant to him.

• Listings: A summarization and aggregation list provides a rich summary on a particular resource, annotated with audience information.




4-9

In the following exercise, you will create an audience and target a Web Part in the new Microsoft Windows SharePoint Services Test site. Targeting Web Parts themselves and doing so in Microsoft Windows SharePoint Services sites are both new capabilities in Microsoft Office 2007.

1. Close all Web browsers. 2. Open SharePoint Central Administration from the Start menu,

Program Files, Administrative Tools. 3. Click the ContosoSharedService link in the left navigation pane. 4. Click the Sign in as a different user link. 5. Sign in with Administrator credentials. 6. In the Audiences section, click Audiences to open the Manage

Audiences page. 7. Click the Create Audience link. 8. Give the new audience a name of Managers and click OK. 9. In the Add Audience Rule page, use the following values and click

OK. a. Property: Title b. Operator: Contains c. Value: Manager

10. In the View Audience Properties: Managers page choose Compile

Audience from the Audience Properties menu. 11. Click the Back to Central Administration button to return to the

portal home page. 12. Click the Walkthrough Site in the in the top navigation bar. 13. Click the down arrow on the right side of the Announcements Web

Part header and choose Modify Shared Web Part. 14. The Web Part Properties pane appears on the right. Expand the

Advanced section. 15. Scroll to the bottom, and click the Browse button in the Target

Audiences section. 16. The Select Audience pop-up appears. 17. Click to highlight Managers in the return list, then click Add and

OK. 18. Click OK to apply the Web Part changes, and close the property

pane. 19. Log in as Alicia. 20. Notice that the Announcements Web Part is hidden, as this user is

not a member of the audience. 21. Choose Sign In as Different User from the Welcome <user name>

item at the top of the browser window. 22. Sign in as Tim. 23. Notice that the Announcements Web Part is back now.




4-10

Demonstration: People Profile and My Sites

One of the core benefits of My Site personal views is the ability to view the items that are created by, assigned to, and modified by the user. There are a number of places in the corporation where information is stored, and rolling them up into a single view personalized for a specific user is one of the most critical productivity enhancing features.

Microsoft Office SharePoint Server 2007 has improved My Site personal sites with the following:

Richer information

• SharePoint sites roll-up • Documents and tasks • Colleagues (and what has changed) • Self-configuring OWA parts

Your own site

• Add your own Web Parts • Granular privacy control over profile and content • Customize in Microsoft Office SharePoint Designer 2007

Leverage all Microsoft Windows SharePoint Services features

• Offline documents and calendar in Microsoft Office Outlook 2007 • Personal blog • RSS Feed

Create a “My Site” personal site for Alicia:

1. Choose Sign In as Different User from the Welcome <user name> item at the top of the browser window.

2. Sign in as Alicia Thornber. 3. Click My Site in the upper right corner of the browser page and wait

until the site is created. 4. Notice the SharePoint Sites roll-up Web Part. This Web Part

displays tabs for each site where documents were created or tasks were assigned to Alicia Thornber.




4-11

5. Click the Back button on the browser to return to My Home. The roll-up Web Part can also have a quick view of a site configured. Click the Walkthrough Site tab. a. Notice the Colleagues Web Part. b. You can add additional colleagues at any time by clicking on

Colleagues under My Profile in the left navigation. c. Notice the My Colleagues page, which lists existing colleagues

with information about them and options for editing.

6. Click Add Colleagues. a. Notice the ability to add new colleagues, including suggestions

based on e-mail and IM communication. b. Also notice the Privacy and Grouping section, which has

options for grouping colleagues and for how your colleagues are displayed on your public My Site.

7. Click My Site in the upper right corner to return to Alicia’s My Site. 8. In the left Navigation Pane, click Details under My Profile. 9. Scroll down the page and notice the drop-down menus in the Show

To column. This controls who is able to view this information on your public My Site. a. Notice the ability to pick a picture for your profile.

10. Fill in some information in the Interests, Skills, and

Responsibilities sections. 11. Click Save and Close.

Microsoft Office SharePoint Server 2007 has added additional functionality to make social networking connections between employees easier to discover. Public My Site pages now include additions such as:

Social Networking

• Use organization, community, and communication to recommend colleagues

• Better search results • Make a personal connection by viewing who you have in common

with other users

Richer implicit information

• People you work with • Documents written by you • Distribution lists and SharePoint site memberships




4-12

Declared information

• Responsibility and skills • Import from business systems

1. Click the My Profile tab; this displays the user’s public My Site.

a. Notice the improved Organization Hierarchy Web Part. This information is derived from the manager property of the imported user profile.

2. Notice the In Common with You Web Part. 3. Click the name of another user from the Colleagues Web Part. 4. Note the other user’s public My Site the In Common with <user

name> and its contents (your results will likely vary). 5. Return to your My Profile page by clicking the My Site link and

then selecting the My Profile tab.

Microsoft Office SharePoint Server 2007 has added additional functionality to control the visibility of information on your public My Site, including:

• Show to My Manager, My workgroup, My colleagues and Everyone • Control colleagues, memberships, property values • Notice the information previously added is displayed in the Contact

Information Web Part.

1. Click the drop-down menu As seen by (top right of page) a. Here you can preview your My Profile and view what appears

for each group.

2. Click Edit Details under Contact Information. 3. Change the Show to drop-down value for Skills to My Work

Group. 4. Choose Save and Close.

a. Notice that Skills disappears from the Details section.

5. Change the value of the As seen by: drop-down menu to My Work Group and notice that Skills reappears. a. Notice the Memberships Web Part, which displays your group

memberships. b. Notice the Colleagues Web Part, which displays all of your

colleagues.




4-13

6. Click the Manage Colleagues link. 7. Select the check box next to a colleague and click Edit Colleagues

on the toolbar. a. Notice the options to set visibility and grouping for this

colleague.

8. Click Cancel to return to the My Colleagues page.

Demonstration: Workflow

Microsoft Office SharePoint Server 2007 streamlines document collaboration with the provided workflows. Custom workflows can also be defined by using tools such as Microsoft Office SharePoint Designer 2007 and Visual Studio.NET 2005 and the Workflow SDK.

The workflow tasks show up as a familiar SharePoint list, and they show the status of all assigned tasks.

1. From the Walkthrough site under View All Site Content, click Documents, then Shared Documents under Document Libraries.

2. Upload a new document to the library by clicking both Upload, and Upload Document.

3. From the Upload Document screen, choose a document and then click OK to upload the document.

Set up a workflow for the document.

1. From the Walkthrough site View All Site Content, click Shared Documents.

2. Choose Settings, Document Library Settings then under Permissions and Management choose Workflow settings.

3. Use the following settings: a. Workflow: Approval b. Name: Walkthrough Approval c. Leave other settings as they are d. Click Next, then OK.

Assign the new workflow to the document and start it.

1. From the Walkthrough site View All Site Content choose Shared Documents then right-click the document you uploaded and choose Workflows.

2. From the Workflows screen choose Walkthrough Approval. a. From the Start Walkthrough Approval screen add some

approvers who are also managers (Tim and Reina, for example). b. Add Please review this document for approval. as a message. c. Choose Start.




4-14

Verify that the workflow is now in progress.

1. Click Tasks from View All Site Content to view the newly created approval. a. Notice the new workflow-related task.

2. Click Shared Documents from View All Site Content.

a. Notice the workflow status field next to the document in the Walkthrough Approval column.

Summary This chapter used a series of demonstrations to interact with the elements of Microsoft SharePoint Server 2007.

The first demonstration showed how to create a Quick Link to the Help system built into Microsoft SharePoint Server 2007, but did not display it automatically. The following demonstrations showed how to create a test Site Collection and add features to it and they also showed common functionality available in Microsoft SharePoint Server 2007.




4-15

Test Your Knowledge 1. What is a Site Collection in Microsoft SharePoint Server 2007?

( ) Sites templates used to build applications. ( ) An option for attaching sites to Microsoft Dynamics NAV 2009

databases. ( ) The highest level site and the Sub-sites associated with it. ( ) Sub-sites attached to the highest level

2. How can a user delete a site in Microsoft SharePoint Server 2007?

( ) Navigate to Home, Site Administration, Delete this site. ( ) Navigate to Site Actions, Galleries, Delete this site. ( ) Navigate to Home, Look and Feel, Delete this site. ( ) Navigate to Site Actions, Site Administration, Delete this site.

3. Create a site that has all the elements set up as desired, then save the site as a template and use the template to create the subsequent sites.

4. Which Wweb Parts could can be used to interact with Microsoft Dynmamics NAV 2009 back-end data? (Select all that apply) (Select all that apply)

( ) Team Discussion ( ) Links ( ) Tasks ( ) Calendar




4-16

Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter

1.

2.

3.




4-17

Solutions Test Your Knowledge

1. What is a Site Collection in Microsoft SharePoint Server 2007?

( ) Sites templates used to build applications. ( ) An option for attaching sites to Microsoft Dynamics NAV 2009

databases. (•) The highest level site and the Sub-sites associated with it. ( ) Sub-sites attached to the highest level

2. How can a user delete a site in Microsoft SharePoint Server 2007?

( ) Navigate to Home, Site Administration, Delete this site. ( ) Navigate to Site Actions, Galleries, Delete this site. ( ) Navigate to Home, Look and Feel, Delete this site. (•) Navigate to Site Actions, Site Administration, Delete this site.

3. Create a site that has all the elements set up as desired, then save the site as a template and use the template to create the subsequent sites.

MODEL ANSWER:

4. Which Wweb Parts could can be used to interact with Microsoft Dynmamics NAV 2009 back-end data? (Select all that apply) (Select all that apply)

(√) Team Discussion (√) Links (√) Tasks (√) Calendar




4-18



Technology

Na2009 enus sp_04