Office and SharePoint

2010

_{User's Guide}

Integrating

SharePoint

with

_Excel,

_Outlook,

Access

and

Word

Michael

P.

_Antonovich

About the Author xvi About the Technical Reviewer xvii

Acknowledgments

xviii

liltrOdllCtiOiliBDDDUiaiDiiiBiD niaaann mutitniii miiitaai ill idbibbii ni«inaapaiM>atai XIX

Chapter

1: An Overview of SharePoint 1 Site

_{Collections, Sites,}

and Sub-sites 2 Site Collection

_Templates

₅

Collaboration_Templates 5

Meeting Templates 9

EnterpriseSite_Types 10

Publishing Sites(onlyavailable from Central_{Administration)} 12

Other Site

_Templates

14

Applications Site_Types 16 Additional SiteTemplates 17 Lists and_{Library Types} 17

Permissions and_Groups 20

Adding

a Document

Library

30

Knowing

Your Document

_Templates

34

Adding

a Document to Your New_Library 35

UploadingaDocument 40

Why Use Check Out and Check In? 52

TrackingDocument Versions 58

PromotingaPrior Version to the Current Version 60

Publishing Documents to Your Document_Library 61

Require DocumentApprovalto HideDrafts—A_SimpleWorkflow 65 RecoveringAccidental Deletions with the Recycle Bin 67

Summary

68

Chapter

2: SharePoint Lists ... 69

ExploringSharePoint's Built-in List

_Types

70 Content & Data Lists 70

Collaboration Lists 90

Searching Category 92

Tracking Lists 95

Other Lists 98

Editing

Data into Your List 100

Working

with List Views 104

Building

a Custom List 107

Modifying

the Column

_Types

in Your List 113

Using

Alertsto

_Notify

You of List

_Changes

121

Creating

RSS Feeds for Your List ₁₂₅

Defining

Views for Your List 130

Sorting

and

_Filtering

Lists 135

Inline

_Editing

137

Validation

_Settings

138

Item Validation 138

ColumnValidation 140

CONTENTS

Referential

_Integrity

in List_Lookups 142

Summary

149

Chapter

3;

_Creating

Content Pages.. 151

Adding

a Web

Page

to Your Collaboration Site 151 AddingaContenttoaWeb Part Zone 156

Addingan ImagetoanImage Library 160 Copying Text fromaWord Document ₁₆₄

Using Microsoft Word to AddaTabletoYourContent 165

AddingaHyperlinkto YourContent 166

Adding

aWiki

Page

to Your Collaboration Site 170

Creating

Master-Detail

_{Relationships}

between Your Lists 178

Editing Pages

with Check Out and Check In 182

Tracking Page

Versions 185

Publishing Pages

toYour Site ₁₈₆

Recovering

Accidental Deletionswith the

_Recycle

Bin 190 The Share and Track Features 191

E-mailaLink 192

Alerts 192

RSS Feeds 195

The NoteBoard 196

Tags 197

Summary

199

Chapter

4:

_Using

Your Document

_Library

with Microsoft Office 201

Opening

a SharePointDocument from Within Microsoft Office 201

Editing

and

_Saving

a Documentto aDocument

_Library

208

SavingaNew Document 210

SavingaDocument toan _{Existing Library} 211

What Is Metadata? 212 AddingMetadata toWordDocuments 213 AddingMetadatatoDocuments from SharePoint 219

Using

Metadata with the Document Information Panel 222 Uploading Existing Documents intoa_{Library Prompts}forRequiredMetadata 224

Workingwith DocumentMetadata 224

Managing Multiple

Editorstoa Document 226

Creating

and

_Using

Document Sets 232

Searching

For Your Documents 237

Using

Wordto Contribute toYour

_Blog

Site 240

CreatingaBlog Site 241

DefiningCategoriesfor Your_Blogs 243

CreatingaNew Blog Posting 244

Commentingona_{Blog Entry} 247

Setting List Level _BlogPermissions 248

Setting Item-LevelBlog Permissions 250

Summary

251

Chapter 5: _UsingOutlook 253

Synchronizing Your Contacts Lists Between SharePoint and Outlook 253 ConnectingYour SharePoint Contacts ListtoOutlook 253

AddingSharePointColumnsThatWillSynchronize with Outlook 257

Managing UpdateConflicts 258

DeletingContacts 260

RecoveringDeletedContacts 261

Moving Contactsbetween Lists 262

Synchronizing

Your Calendars between SharePoint and Outlook 263 Addinga SharePoint Calendarto Outlook 264

Overlaying Calendars 268

:1CONTENTS

MakingChangesto Calendar Items , 270

Copyingand _MovingItemsbetweenCalendars 271

DeletingItems from the Calendar 272

Synchronizing

Tasks between SharePointand Outlook 273 AddingTasksListstoOutlook 274

EditingTasks from Outlook 277

Sending E-mailsfromTasks 278

Using

OutlooktoWork Offline with Content ...278

Letting

Alerts

_Notify

You of SharePoint

_Changes

281

ConfiguringYourAlerts 281

Correcting/ModifyingAlerts 284

Using Outlook's RSS Reader to Subscribe to SharePoint RSS Feeds 286 AddinganRSS Feed to InternetExplorer7.0 286 Addingan RSS Feed to Outlook 291

DeletingItems from an RSS Feed 293

Viewing Other List Items Not in the RSS Feed 295

Sending

E-mailtoLists 296 SendingaMessageto aListorLibrary 296

Sending

Links via Send To 299

Summary

299

Chapter

6:

_Managing

Listswith Access 301

Exporting

SharePoint Liststo Access 302

SavingYourExportSteps 309

Transfer Issues 311

Linking

SharePoint ListstoAccess 319

EditingLinkedData 320

UsingAccesstoMake Mass_Updates 322

Use Multivalve Fields in Lists 324 Creatinga Multivalued Column in SharePoint 325

OpeningaList with Multivalued ColumnsinAccess 330

Some Reasons Not to Use Multivalued Columns 332

Creating

Access Formsand

Reports

from aSharePointList 333

CreatingaSimple Form 333

CreatingaSplitForm 336

CreatingaCustom FormUsingaSubtorm 337

CreatingaSimple Report 340

Can Recycle Bin Recover Deleted List Records? 341

Deploying

Your Access

_Application

to SharePoint-Option 1 342

MovingAll AccessTablestoSharePoint 343

Movingthe Access Database to SharePoint 345

Deploying

Your Access

_Application

to SharePoint-

Option

2 348

Summary

354

Chapter

7:

_Managing

SharePoint Lists from Excel ..355

Exporting

aListfrom SharePointto Excel 355 The Role of theIQY File 356

ChoosingHow to_DisplayYour_ImportedList 358 How Views Affect the DataExportedtoYour List 360 Using Hyperlinksin Your List 360 OtherTable Tools inYour Excel Workbook 362

Exporting

Data froman Excel 2007/2010Spreadsheet into a Custom List 363

DefiningaTable Within Your Excel Worksheet 365

Exportingthe ExcelTable 366

Viewingthe _ExportedExcel Data in the New SharePoint List 369

CONTENTS

A Quick LookatExcel 2003 and

_{Synchronization}

371 ExportingaSharePoint 2007ListtoExcel 2003 371

ExportingExcel 2003WorksheetstoSharePoint 373

What

_Happened

to

_{Synchronization?}

, 375

Linking

aList in Excelto SharePoint 376

Summary

380

Chapter

8:

_Publishing

Excelwith Excel Services ....383

Configuring

Excel Services 384

Publishing

anExcel Form to Excel Services 385

Addingan Excel Workbook to Your Document_Libraryfrom SharePoint 385 NavigatingAround Your Worksheet 387

WhyYou Need Parameters to Make Your Excel Form Interactive 387 DefiningParameters for Your Excel Form 388 PublishingYour Excel Workbook 390

Viewing UploadedExcel Documents 396

Using

the Excel

_Page

Web Part ,....,..397

Viewing

Data from External Sources in Excel

_Using

aData Connection 403

Creatingan External Connection 404

Importingthe SharePoint List toaWorkbook 409

FormattingaPivotTableto Look LikeaWorksheet 412

PublishingYour Formatted Workbook 413 Introduction to Status Indicators

_(KPIs)

416 Status_TypesDefined 416

CreatingaStatus List 417

Creating

Dashboardswith Excel and Status Indicators 424 BuildingaDashboard from the DashboardTemplate in the ReportCenter 424

OrganizingWeb Parts inthe Dashboard WebPart Zones 426 AddingKPIs to YourDashboard 427

Summary

431

Chapter

9: An Introduction to

_Creating

Forms with InfoPath 433

Why

You Should Use InfoPath 434

Exploring

the InfoPath Interface 435

Modifying

a Form Used with a SharePoint List 437

Creating

a Form froma Blank

Template

449

The Task_Group: Controls 457 The TaskGroup: Data Sources 464 The TaskGroup: DesignChecker 465 Stepsto Build the_RequestforAbsence Form 466 OtherAvailable InfoPath_Templates 470

Migrating

Your

_Existing

Word Forms into InfoPath 471

Migrating

Your

_Existing

Excel Workbook into InfoPath 474

Defining

InfoPath Views 478

Viewing Properties 478

GeneratingYourSecond View 480

Building

Data Connections for Forms 482

Connecting

InfoPath Formsto Data 492

Creating

and

_Reusing

Form Sections with _Template Parts 497

Summary

502

CONTENTS

Chapter

10:

_Publishing

InfoPath Forms in SharePoint Libraries 503

Publishing

InfoPath Formstoa Network File Share ...503

PublishYour Form Data toSharePoint 510

Using

InfoPath Forms Services for Customers Without InfoPath ....521 PublishingtoaSharePointServer 521

Defining Metadatafor the DocumentLibrary 526 AdditionalLibrary Settings 530

UsingthePublished Form 532

ChangingSubmitOptionsforaForm 533 Savingthe DatafromaForm 534

Publishing

a Formtoa Content

_Type

536

Installing

and

_Using

Site Collection Content

_Types

542 AddingaContent_Typetoa_Library 542

Changingthe DefaultContent_Type 543

WorkingwithaLibraryThatHasMultipleContent_Types 544

Building

Custom Workflows for InfoPath Forms

_Using

SharePoint

_Designer

544

What IsaWorkflow? 545

Beginninga_{Simple Approval}Workflow 546

Defining Workflow Details 549

Configuringan E-mail Message 550

Adding MultipleActions 552

AddingAdditional_Steps 554 How toRun the Workflow 556

RestructuringYour Conditions 558

Configuringthe Workflow_Settings 559

Summary

560

Chapter

11: Peer-to-Peer Collaboration withSharePoint

Workspace....

...563

Digging

into SharePoint

_Workspace

564 AddingYour Account toOtherComputers 576

Creating a Groove_Workspace 578

Documents Tool 580 Discussion Tool 581 Calendar Tool 584 Chat Tool 585 NotepadTool 586 PicturesTool 587 SketchpadTool 588 Chess Tool. 589 ListsTool 590

Workingwith Your SharePoint Files Within SharePoint

_Workspace

599 Editing Content in SharePoint_Workspace 603 Other_Options inthe SharePointWorkspace 605

WorkingwithLists in theSharePointWorkspace 605

Working with DiscussionGroups in SharePoint_Workspace 606

PropertiesforSharePointWorkspace 608

Summary

615

Chapter

12: Additional

_Supporting

Libraries ...617

Creating

aRecords

Management System

toArchiveYour Documents 617

CreatingSite Columns 618

CreatingaContent_TypeforRFB Documents 620 CreatingaSite Libraryto Collect RFBDocuments 625

CreatingtheRecords Center Site 632

Creatingthe External Service Connection 634 AddingtheSite Content_Typefor RFBsinto the Records Center 636

13CONTENTS

CreatingaPolicyfor the ArchivalLibrary 637

Creatinga Record RoutingRule 639

ArchivingYourDocuments 642

Creating a PictureLibrary in SharePoint 644

UploadingPictures toSharePoint 648 Usingthe Microsoft Office PictureManager 652 UsingWindows ExplorertoUploadPictures 656

Downloading Imagesfrom Your Picture_Library 657 Sending ImagestoaMicrosoft OfficeApplication 660

Viewingthe Pictures ina PictureLibrary 662

Creating aSlide Library in SharePoint 668

UploadingPictures to Your SlideLibraryfrom PowerPoint 671 CopyingSlides fromYour Slide_Libraryto PowerPointPresentations 677