SharePoint 2010 all in one for dummies

McKenna Laahs Open the book and find: basic site including Excel Services Get just what you need to get SharePoint 2010 up and running efficiently There’s a lot to SharePoint 2010, an

Web Applications/Microsoft SharePoint

for videos, step-by-step examples,

how-to articles, or to shop!

McKenna Laahs

Open the book and find:

basic site

including Excel Services

Get just what you need

to get SharePoint 2010

up and running efficiently

There’s a lot to SharePoint 2010, and there’s a lot of information

in this book! Find just what you need to help you learn to

use SharePoint and understand how it fits into Microsoft’s

Unified Communication strategy Learn to build and manage

SharePoint sites, how they serve users, how to manage data

and serve up content, and a whole lot more.

• Learn about SharePoint services — including SharePoint

Foundation, SharePoint Server, and Office Web Apps

• Frame it — explore SharePoint fundamentals and the framework

that supports SharePoint

• Install with ease — identify the software and hardware requirements

and prepare your environment for installation

• Put the pieces together — understand the services architecture,

choose and set up authentication procedures, and plan all the

elements of your site

• Get down to business — work with Access Services and Business

Connectivity Services, InfoPath Forms, and Managed MetaData

• Feel the power — use PowerShell to automate administrative

tasks and extend SharePoint

• Branch out — work with external data, design browser-compatible

forms, and see how SharePoint handles social networking

Emer McKenna founded N2C Inc., a consulting service focused on Microsoft

technologies She has worked with SharePoint since its initial beta release

Kevin Laahs is a Microsoft Certified Architect, a SharePoint MVP, and a

Technology Strategist at HP Veli-Matti Vanamo is a technical architect at HP

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by Emer McKenna, Kevin Laahs, and

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Copyright © 2011 by Wiley Publishing, Inc., Indianapolis, Indiana

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Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc and/

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10 9 8 7 6 5 4 3 2 1

About the Authors

Emer McKenna is the founder of N2C, Inc a Sacramento based corporation,

through which she provides independent consulting services to her clients

Emer focuses on Microsoft technologies including Microsoft Exchange, SharePoint Products and Technologies, SharePoint Workspace 2010 and Offi ce Communications Server Prior to branching out on her own Emer worked as a Technology Consultant for Hewlett Packard; Emer spent 15 won-derful years with HP working initially as a Digital employee, then a Compaq employee and fi nally as an employee of HP Emer has had the good fortune

of working with SharePoint from its initial beta release (code named Tahoe) and is the co-author of three previous SharePoint books coinciding with each major version release Emer looks forward to continuing her exploration of Microsoft technologies and sharing her knowledge through published media

When Emer is not working she joins her husband in the wonderful, glittery, sparkly world of parenting their two little girls, Caoimhe (7) and Niamh (4)

You can catch Emer on her blog http://nut2craic.com or through e-mail

at emer.mckenna@n2cinc.com

Kevin Laahs lives in Scotland and has been in the IT industry for more than

30 years He is a Technology Strategist with HP Enterprise Services and works as astrategic advisor to many of HP’s worldwide customers with his main technical focus being Messaging and Collaboration technologies He helps clients plan, design and implement infrastructures that help them meet their business goals Kevin is a frequent speaker at industry events and writes regularly for industry publications Outside of his working life Kevin enjoys golf and music – neither of which he is as good at as he would like to

be Kevin can be reached at kevin.laahs@hp.com

Veli-Matti Vanamo is a Technical Consultant in the HP Software & Services

Information Management practice His main focus is designing, ing and deploying enterprise knowledge management systems based on Microsoft SharePoint Veli-Matti has worked with over 20 major global customers including The Walt Disney Company, Procter & Gamble, Bank of America, World Health Organization, Sygenta, General Motors and Bank of Montreal Veli-Matti was the Lead Technical Architect responsible for the internal HP Services Global Knowledge Management Systems and deployment

develop-of Microsdevelop-oft Offi ce SharePoint Server architecture Veli-Matti is a member develop-of number of Technical Review Boards, including Microsoft Developer Advisory Council for SharePoint 2010 and Microsoft Offi ce SharePoint Server 2007

Veli-Matti is a frequent speaker at industry conferences such as Microsoft TechEd, Microsoft TechNet and MSD2D Web Casts and a co-author of three books on Microsoft SharePoint

This book is dedicated to our ever-patient families: Michael, Caoimhe, and Niamh; Wendy, Jenny,and Euan; Audrey, Christian, and Cora Thanks for supporting us through yet another writing adventure

This book is the product of a lot of hard work, perseverance, dedication and determination The incredulity comes from the fact that I actually got to write another book with Kevin — this is the fourth book I have had the pleasure

of co-authoring with him and after our last book I believed him when he said that he was done writing techie books I wasn’t ready to hang up my writing boots and was resigned to the fact that I would proceed with my next book sans Kevin and Veli Imagine my surprise when Kevin actually agreed to Veli’s proposition of coauthoring another SharePoint 2010 book! Thank you for saying yes Kevin, it was an honor to write with you again, and thanks to Veli for giving you the bait We had initially planned on going the self-publishing route, but that changed when Wiley came knocking on the door with an offer

to write SharePoint 2010 All-In-One Desk Reference for Dummies We jumped

at the chance

Thank you to my literary agent Carol Jelen from Waterside Productions for introducing me to Katie Feltman from Wiley Publishing Thank you to Katie for the opportunity to write for such a wonderful series and a reputable publisher It has been an incredibly satisfying, rewarding and educational experience The Wiley staff are brilliant! Thank so much to Katie and Pat O’Brien for their incredible patience and support throughout this whole process Thanks to Pat, Barry, Lisa, Laura, and Matthew for your very thorough and enlightening edits — you really brought our text to life

Special thanks to the wonderful folks at Temple Coffee (29th and S) in Sacramento Lori, Leslie, Bethany, Ben, Spencer and Lauren, thank you all so much for being such gracious hosts and for putting up with me for hours on end while I tapped away on my laptop The coffee creations that you all make are true works of art, without which this book would never have been completed

Thanks to you, the reader, for purchasing our book We hope you fi nd this book useful in your SharePoint journey as that’s what makes all the hard work put into writing this book worthwhile If you have any feedback or questions regarding the content, feel free to contact us and we’ll try our best

to help you out

Thank you to my ever loving and supportive family To my Mum, Dad, sisters and their hubbys, thank you for your constant encouragement Love you all

To Caoimhe and Niamh, my sweet, sweet girls Thank you for being so patient with me and excited for me as I completed each chapter Your smiles and

voices light up my whole world I love you with all my heart And fi nally — and most importantly — to my husband Michael, thank you for being, and continuing to be, my rock I love you

Emer McKenna

I recall saying to myself, “Have you lost your mind?” when agreeing to embark on yet another book In fact I recall saying those exact words to Veli when he fi rst mooted the idea And my co-authors and those closest to me will doubtless say that I have indeed lost my mind when I tell you that, overall, I did actually enjoy the experience They would be correct in stating that all the evidence during the writing process was to the contrary but, now that our fourth book is complete, I can refl ect that I enjoyed writing in a different style to our previous books Writing a For Dummies book is a great way of cutting through the hype and simply explaining how to get stuff done

To achieve this you need to learn the subject matter in great detail and then think about it in practical terms This is what I enjoyed from the experience since, in the end, technology is all about making people’s lives simpler So I’d like to acknowledge Wiley for being patient with us as we mastered the style and for all their help in getting the book to print Thanks to Emer for handling all the logistics this time through and Veli – don’t you ever come to me again with such a ridiculous idea as writing another book since my wife, Wendy, and children, Jenny and Euan, have been put through enough

Veli-Matti Vanamo

Some of the people who helped bring this book to market include the following:

Acquisitions, Editorial

Project Editor: Pat O’Brien

Acquisitions Editor: Katie Feltman

Senior Copy Editor: Barry Childs-Helton

Copy Editor: Laura Miller

Technical Editor: Matthew McDermott

Editorial Manager: Kevin Kirschner

Editorial Assistant: Amanda Graham

Sr Editorial Assistant: Cherie Case

Cartoons: Rich Tennant (www.the5thwave.com)

Composition Services

Project Coordinator: Sheree Montgomery Layout and Graphics: Ashley Chamberlain Proofreaders: John Greenough, Lisa Stiers Indexer: Broccoli Information Management

Publishing and Editorial for Technology Dummies

Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher

Mary Bednarek, Executive Acquisitions Director Mary C Corder, Editorial Director

Publishing for Consumer Dummies

Diane Graves Steele, Vice President and Publisher Composition Services

Debbie Stailey, Director of Composition Services

Contents at a Glance

Introduction 1

Book I: Introduction to SharePoint 5

Chapter 1: Getting to Know SharePoint 7

Chapter 2: Introducing Microsoft SharePoint Foundation 2010 25

Chapter 3: Getting Started with a Basic Site 55

Chapter 4: Introducing SharePoint Server 2010 75

Chapter 5: Enterprise Content Management 95

Chapter 6: Offi ce 2010 and Offi ce Web Applications 119

Book II: Architecture and Planning 149

Chapter 1: The Framework 151

Chapter 2: Assessing Authentication Options 183

Chapter 3: Considering the Logical Architecture 197

Chapter 4: Designing the Logical Architecture 223

Chapter 5: Planning for Performance and Scalability 261

Chapter 6: Touring Central Administration 283

Chapter 7: Automating with PowerShell 301

Chapter 8: Using Service Applications 331

Book III: Services Configuration and Management 363

Chapter 1: Analyzing Access Services 365

Chapter 2: Burrowing into Business Connectivity Services 383

Chapter 3: Exploring Excel Services 413

Chapter 4: Investigating InfoPath Forms Services 439

Chapter 5: Maneuvering the Managed Metadata Service 471

Chapter 6: Submerging into Search 495

Chapter 7: User Profi les, Organization Profi les, and Audiences 517

Chapter 8: Considering PerformancePoint Services 543

Chapter 9: Considering Visio Services 581

Chapter 3: Using External Content 663

Chapter 4: Working with Excel Services 695

Chapter 5: Investigating InfoPath Designer 2010 729

Chapter 6: Designing Browser Compatible Forms 755

Chapter 7: Examining the InfoPath Forms Services Tools 795

Chapter 8: Designing and Administering Search 809

Chapter 9: SharePoint Gets Social 833

Index 851

Table of Contents

Introduction 1

Who Should Read This Book 1

How to Use This Book 2

Foolish Assumption 2

How This Book Is Organized 2

Book I: Introduction to SharePoint 2

Book II: Architecture and Planning 3

Book III: Services Confi guration and Management 3

Book IV: Using the SharePoint Services 3

Icons Used in This Book 4

Ready, Set, Go but Go Where? 4

Book I: Introduction to SharePoint 5

Chapter 1: Getting to Know SharePoint 7

Catching up with SharePoint Evolution 8

Why SharePoint Evolution Matters to Your Company 11

How SPS 2001 adapted to match business needs 11

How SharePoint changed along with related products 12

SharePoint fi nds a renewed purpose 14

SharePoint gets new powers 17

Fitting SharePoint into Unifi ed Communications 21

Knowing all the parts that make up SharePoint 2010 22

Putting the parts of SharePoint together for business collaboration 23

Chapter 2: Introducing Microsoft SharePoint Foundation 2010 .25

Spotlighting SharePoint Foundation 25

Putting SPS on top of SPF 26

SharePoint Foundation Basics 28

Untying some commands on the Ribbon 28

Setting up SharePoint sites 31

Designing your site framework 32

Creating a site collection 34

Securing access to content 38

Lists, libraries, views, and content types 41

Scaling your lists to fi t the job 43

SharePoint as a Development Platform 45

Dissecting SharePoint Web solutions 45

Developing with a browser, SharePoint Designer, and Visual Studio 47

Turning on the Developer Dashboard 48

Connecting to data in various ways 50

Chapter 3: Getting Started with a Basic Site 55

Setting up SharePoint Sites 55

Creating your site with templates 55

Navigation 60

Setting themes for your sites 61

Multiple-browser support 62

Generating and consuming content 63

Creating pages for your site 64

Interesting Web Parts 66

Manage your libraries and lists 69

Building a relationship between two lists 70

Chapter 4: Introducing SharePoint Server 2010 75

Choosing Between SharePoint Foundation and Server 75

Looking at Core SharePoint Server Features 76

Managing Web content 77

Introducing the Enterprise Wiki 78

Building an Enterprise Wiki 79

Chapter 5: Enterprise Content Management 95

Generating and Finding Content 96

The Document Center 96

Assigning unique Document IDs 97

Utilizing Document Sets 100

Navigating by metadata 102

Doing the right thing by the regs 103

Information Management Policies 104

Content Organizer 105

Managing records with SharePoint 111

Holds and e-Discovery 115

Automating with workfl ows 118

Chapter 6: Offi ce 2010 and Offi ce Web Applications 119

Offi ce 2010 Integration 119

Going Backstage 120

Locating SharePoint Sites 121

Multi-user editing 124

Offl ine Working via the Offi ce Documents Cache 127

Working with lists and libraries 128

SharePoint Workspace 130

Offi ce Web Applications 137

Introducing the Offi ce Web Apps 138

A brief look at Web App architecture 145

Confi guring the end user experience 147

Table of Contents xv

Book II: Architecture and Planning 149

Chapter 1: The Framework 151

Understanding the Server Roles 152

Web server 152

Application server 153

Database server 153

Search server roles 155

Understanding the Farm Components 156

Internet Information Services (IIS) components 157

Application pool 158

SQL databases 158

Web Application 159

Site collection 160

SharePoint site 162

Scoping a SharePoint feature 164

Creating a SharePoint site defi nition 165

SharePoint site template 166

Shared Services Provider (SSP) limitations 170

Service application architecture 171

SharePoint service 172

Service application 178

How a service instance works 179

Communicating by service application proxy 180

Service application proxy group 180

Service application associations 181

Remote connections 182

Chapter 2: Assessing Authentication Options 183

Understanding Claims-Based Identity 184

Classic Mode Authentication 186

Claims-based Authentication 189

Understanding SharePoint’s Security Token Service 190

Confi guring Claims-based authentication 191

Implementing Multiple Authentication Methods through Zones 195

Chapter 3: Considering the Logical Architecture .197

Logical Architecture Design for SharePoint 2010 198

Planning for Application Limits and Best Practices 204

Web Application and site limits 206

List and item limits 211

Security limits 214

SharePoint Search topology limits 216

Chapter 4: Designing the Logical Architecture 223

Getting Started with SharePoint Site and Services Topology Planning 224

Preparing SharePoint Server Farms 226

Planning for change management 228

Getting familiar with process isolation 232

Preparing for geographically distributed deployments 234

Operational considerations 235

Planning Service Applications 237

Deciding on provided services 238

Service applications and groups 239

Partitioning and isolating services 240

Providing distributed services 244

Planning Web Applications 246

Addressing authentication 248

Planning zones and policies 252

Planning SharePoint Site Topology 253

Organizing sites and site collections 255

Multilingual considerations 258

Chapter 5: Planning for Performance and Scalability .261

Core Terms and Concepts for SharePoint planning 262

Latency 262

Throughput 263

Capacity and data scale 263

Reliability 264

Software Architecture Building Blocks 266

Main Platform Components 266

SharePoint Platform Components 267

Performance and Capacity Management 270

Overview of Performance Requirements 272

Estimating Requests per Second 274

Estimating SQL Server Requirements 275

Proactive Planning 277

Designing Server Topologies 278

Designing for high availability 279

Chapter 6: Touring Central Administration 283

Accessing Central Administration 283

Confi guring access and granting permissions 285

Administering SharePoint 2010 286

Managing SharePoint Applications 287

Monitoring SharePoint 2010 288

Reviewing Security 292

Choosing Your General Application Settings 294

Investigating System Settings 296

Disaster Recovery with Backup and Restore 297

Managing Upgrades and Migrations 298

Table of Contents xvii

Chapter 7: Automating with PowerShell 301

Introducing PowerShell 301

Getting Started With PowerShell 302

Learning the Language 303

Talking with PowerShell 303

Asking for Help 304

Understanding the Pipeline, Objects, and Variables 306

Understanding PowerShell usage with SharePoint 308

Positioning STSADM and PowerShell 308

Accessing the SharePoint cmdlets 309

Using SharePoint PowerShell cmdlets 313

Automating Tasks with PowerShell 317

Understanding SharePoint and Variables 317

Choosing rlooping and selection options 319

Understanding Operators 321

Making use of NET and COM objects 322

Using data providers to access data stores 324

Building and running PowerShell scripts 325

Chapter 8: Using Service Applications 331

Using the Service Application Management Pages 331

Creating a Service Application 332

Editing Service Application Properties 334

Managing Service Application Settings 335

Service Application PowerShell cmdlets 336

Retrieving service application information 336

Creating service application components 337

Removing service application components 338

Managing service application components 339

Assigning Service Application Administrators 341

Assigning Service Application Permissions 342

Connecting to a Local Service Application 344

Handling Remote Service Connections 346

Exchanging trust certifi cates 346

Publishing a service application 352

Connecting to a remote service application 354

Deleting a Service Application 359

Book III: Services Configuration and Management 363

Chapter 1: Analyzing Access Services .365

Access Services Architecture 366

Managing Access Services 368

Lists and Queries Settings 369

Application Objects Setting 370

Session Management Settings 371

Memory Utilization settings 371

Templates settings 372

Running Reporting Services 372

Reporting Services Modes 372

Reporting Services Components 373

Scaling out Reporting Services 373

Installing Reporting Services 375

Confi guring Reporting Services 377

Report Server content types 379

Creating reports 381

Chapter 2: Burrowing into Business Connectivity Services 383

Business Connectivity Services Overview 383

Business Connectivity Services: The new and improved Business Data Catalog 384

Understanding the Business Connectivity Services value proposition 387

Interpreting the Business Connectivity Services lingo 387

Examining the Business Connectivity Services Architecture 390

SharePoint server-side components 391

Client-side components 394

Managing Business Connectivity Services 396

Starting the BDC Service 396

Creating a BDC Service application 396

Assigning BDC administrators 397

Accessing the BDC management page 398

Setting permissions on the BDC metadata store 399

Switching between views 400

Setting object permissions 402

Adding actions to an external content type 403

Confi guring the profi le page host 405

Creating and upgrading profi le pages 406

Importing a new BDC model or resource fi le 408

Exporting a new BDC model or resource fi le 410

Chapter 3: Exploring Excel Services 413

Admiring the Excel Services Architecture 414

Understanding the Excel Services Components 414

Scaling Excel Services 417

Managing Excel Services 418

Confi guring the Global Settings 420

Defi ning your trusted fi le locations 424

Defi ning your trusted data providers 428

Defi ning your trusted data-connection libraries 429

Registering your user-defi ned function assemblies 430

Defi ning your trusted data-connection libraries 432

Confi guring the Secure Store 432

Confi guring the Unattended Service Account 434

Table of Contents xix

Chapter 4: Investigating InfoPath Forms Services 439

Evolving InfoPath Forms Services 440

InfoPath Forms Services 440

Microsoft Offi ce InfoPath client 441

Confi guring InfoPath Forms Services 443

Accessing the InfoPath Forms Services Confi gurations page 443

Confi guring form template settings 444

Confi guring data-connection settings 445

Confi guring postback settings 448

Confi guring session state 449

Confi guring the State Service 450

Understanding Data Connections 451

Data-connection fi les 452

Data Connection Wizard 452

Centrally managing data connections 453

Managing Administrator-Approved Form Templates 456

Uploading form templates 456

Categorizing form templates 459

Activating form templates 460

Deactivating form templates 462

Removing form templates 464

Upgrading form templates 465

Chapter 5: Maneuvering the Managed Metadata Service 471

Reviewing the Managed Metadata Lingo 472

Managing the Managed Metadata Service 477

Assigning Managed Metadata Administrators 477

Accessing the Term Store Management Tool 478

Setting the Managed Metadata Service Properties 480

Assigning Term Store Administrators 481

Creating a group 482

Creating a term set 483

Adding a term 484

Sorting terms 485

Moving terms 486

Copying terms 487

Reusing terms 488

Handing orphaned terms 489

Surfacing Metadata in your Sites 490

Creating Managed Metadata Columns 490

Confi guring Metadata Navigation 491

Enabling Enterprise Keywords 493

Chapter 6: Submerging into Search 495

The Importance of Search 495

Positioning search in SharePoint 497

Major Search Concepts 499

Creating The End-User Experience 501

Building and executing queries 501Understanding and Working with Search Results 505Federating searches and using search locations 505Search Results Page 508Did You Mean & Related Searches 510Refi ners 510Keywords, Defi nitions, and Best Bets 512Search Actions 513View In Browser 514

A Closer Look at FAST Search Server for SharePoint 2010 514

Chapter 7: User Profi les, Organization Profi les, and Audiences 517

Understanding the User Profi le Service Application 517Working with User Profi les 519Understanding Profi le Synchronization 523Confi guring Profi le Synchronization with Active Directory 526Defi ning Connections to the Active Directory 529Using Organization Profi les 538Audiences as targets for content 540

Chapter 8: Considering PerformancePoint Services 543

Reviewing PerformancePoint Services 544Peeking at the SharePoint Business

Intelligence Center 544Understanding the PerformancePoint Lingo 545Storing PerformancePoint Content 554Reviewing the PerformancePoint content types 555Reviewing the PerformancePoint Web Parts 556Using Web Parts to create dashboards manually 557Examining the PerformancePoint Architecture 558Managing PerformancePoint Services 559Confi guring the PerformancePoint Service Application Settings 560Confi guring PerformancePoint Security 562Confi guring the locations of trusted data sources 562Confi guring Trusted Content Locations 564Confi guring the Secure Store 565Confi guring the Unattended Service Account 567Activating PerformancePoint Services 568Creating a Business Intelligence Center Site 569Enabling PerformancePoint on an existing site 570Introducing PerformancePoint Dashboard Designer 573Launching the Dashboard Designer 573Introducing the Workspace Browser 577Reviewing the Ribbon Menu 578Saving PerformancePoint Items 579Deploying a dashboard to SharePoint 580

Table of Contents xxi

Chapter 9: Considering Visio Services .581

Reviewing Visio Services 582Managing the Visio Graphics Service 584Confi guring the Visio Graphics Service Settings 585Confi guring the Unattended Service Account 586Publishing Visio Diagrams to SharePoint 590Saving your Visio Drawings to SharePoint 590Saving your Visio Web Drawings to SharePoint 591Integrating Visio with SharePoint Workfl ow 592Creating a SharePoint workfl ow diagram 596Exporting your SharePoint workfl ow diagram 597Importing Workfl ow into SharePoint Designer 598Publishing Visio Workfl ow to SharePoint 599Exporting your SharePoint Workfl ow to Visio 601Importing your SharePoint Workfl ow into Visio 601Creating a Strategy Map 602

Book IV: Using the SharePoint Services 605

Chapter 1: Publishing Access Applications 607

Designing SharePoint-Compatible Access Databases 608Creating an Access Web database 609Creating an Access Web database from SharePoint 609Access Web Database Objects 612Setting the default form 618Publishing to Access Services 619Mapping Access Objects to SharePoint Objects 620Checking Web compatibility 622Publishing your Access Web database 623Viewing the Application Log 626Opening your Access Web database application 626Synchronizing your changes with SharePoint 628Saving your Web Database as a Site Template 628

Chapter 2: Connecting to External Data 631

Understanding External Content Types 631External content type XML defi nition 632Tooling for Business Connectivity Services 635Creating External Content Types with SharePoint Designer 636Opening your site in SharePoint Designer 639Launching the External Content Type Designer 639Confi guring your external content type general settings 640Connecting to an external SQL database 640

Connecting to a Web service 642Connecting to a NET assembly 645Adding operations to an external content type 647Defi ning fi lter parameters 653Editing operations for an external content type 660Removing operations for an external content type 661Saving an external content type 662

Chapter 3: Using External Content 663

Creating an External List 663Creating an external list with the browser interface 664Creating an external list with SharePoint Designer 666Creating External Data Columns 668Taking External Content Offl ine 669Enabling offl ine sync for your external lists 670Connecting your external list to Microsoft Outlook 671Synchronizing to SharePoint Workspace 672Synchronizing from SharePoint Workspace 674Using the Business Connectivity Services Web Parts 675Creating a blank Web Part page 677Adding the Business Data List Web Part 678Adding the Business Data Item Web Part 680Creating associations by using SharePoint Designer 682Adding the Business Data Related List Web Part 685Adding the Business Data Actions Web Part 688Adding the Business Data Connectivity Filter Web Part 691

Chapter 4: Working with Excel Services .695

Reviewing a Snapshot of Excel 2010 New Features 696Publishing Your Excel Workbooks 699Checking for compatibility issues 700Confi guring your external connections 702Finding the Secure Store Service Application ID 703Confi guring the authentication options 704Verifying the Unattended Service Account 705Exporting data connection fi les to SharePoint 706Checking Trusted Resources 709Verifying your SharePoint library is trusted 709Verifying your data connection library is trusted 710Confi guring your Publishing Options 711Publishing your workbook 714Viewing Your Workbooks in the Browser 716Reviewing the Excel Web Access Menu Options 718Using the Parameter Pane 719Confi guring the Excel Web Access Web Part 720Excel Web Access Web Part Settings 720Adding the Excel Web Access Web Part 724Understanding Excel Web App 725

Table of Contents xxiii

Chapter 5: Investigating InfoPath Designer 2010 729

Understanding InfoPath Roles 729Accessing InfoPath Filler 2010 730Accessing InfoPath Designer 2010 731Touring InfoPath Designer 2010 732InfoPath Designer Backstage view 732InfoPath ribbon tabs 734Accessing the Designer task panes 738Exploring Form Templates 747Understanding form templates 747Cracking open the form template 749Considering the Designer templates 750Understanding template parts 752Browser-compatible form templates 753

Chapter 6: Designing Browser Compatible Forms 755

Designing Web Browser InfoPath Forms 755Creating a browser compatible form 757Adding fi elds and groups 759Designing your form layout 760Adding controls to the page 762Adding secondary data sources 766Creating form views 769Storing connections in a Data Connection Library 771Adding business rules and logic 773Confi guring Security and Trust 782Verifying your form template 783Deploying Form Templates 784Publishing User Form Templates 785

Chapter 7: Examining the InfoPath Forms Services Tools 795

Customizing SharePoint List Forms 795Embedding InfoPath Forms in Web Pages 802Creating a blank Web Part page 802Adding the InfoPath Form Web Part 803Connecting the InfoPath Form Web Part 805Using InfoPath Forms with External Lists 806Working Offl ine with InfoPath Forms 807

Chapter 8: Designing and Administering Search .809

Designing the Search Experience 809Creating an Enterprise Search Center site 810Defi ning a search scope 811Associating the search scope with a team site 813Confi guring the search dialog box on team site pages 814Creating a custom search landing page 815Creating a federated search location for images 817

Confi gure a Federation Web Part to display the images 820Creating a managed property for a custom site column 821Confi guring a Refi nement Web Part to use a managed property 822Administrating and Monitoring Search 825The Search Management Dashboard 825

Chapter 9: SharePoint Gets Social 833

Understanding People-centricity in SharePoint 833

My Site at the Center 834Understanding the My Profi le page 835Understanding the Overview tab of a profi le page 838Understanding the Organization tab of a profi le page 838Understanding the Content tab of a profi le page 838Understanding the Tags and Notes tab of a profi le page 839Understanding the Colleagues tab of a profi le page 839Understanding the Memberships tab of a profi le page 843Understanding the My Content page 843Understanding personalization links 843Understanding the My Newsfeed page 845Searching for People 848

Index 851

Microsoft SharePoint Server 2010 is chock full of goodies for you to

explore and leverage within your organization When you start looking at all the functionality that SharePoint 2010 provides, you may — understandably — find yourself feeling a tad overwhelmed and frustrated

Probing at just one little area of the product reveals layer after layer of new features, making you feel like you just opened Pandora’s box

Much of the new functionality emerges as services that can be consumed by your users, and SharePoint 2010 has lots of new services available right out

of the box For example, PerformancePoint Server used to be a standalone server offering from Microsoft, but with SharePoint 2010 it has been rolled

up into the product and is now provided as one of the many service tions Understanding what each service has to offer and knowing when and how to utilize it in your organization is the key to a successful SharePoint

applica-2010 deployment

With SharePoint 2010 All–In–One For Dummies, we demystify the product

and show you how to get the most out of your SharePoint deployment

Who Should Read This Book

This book is intended for SharePoint administrators who are responsible for deploying and managing SharePoint, and also for the technically savvy busi-ness users that want to get the most out of their organization’s SharePoint

2010 deployment

Others who may benefit from this book include:

✦ Developers: When it comes to building solutions for SharePoint 2010,

writing code is typically a last resort By understanding and knowing how to maximize the services that ship with SharePoint, developers can save themselves a lot of time and effort, and impress their managers by quickly producing solutions with very little underlying cost

Developers will find Books I and IV most useful to their needs

✦ Power Users: Since its inception SharePoint has always been a great

technology for empowering the end user, and SharePoint 2010 is no exception Technically savvy end users, also known as Power Users, will

be eager to take advantage of all the goodies that SharePoint 2010 has in store for them, and knowing what those goodies are is half the battle

Power users will find Books I and IV of most immediate benefit to them

✦ Business Decision Makers: If you are responsible for deciding whether

your department should purchase SharePoint 2010, or for deciding whether

to leverage an existing SharePoint 2010 implementation within your nization, then you need to understand what the product has to offer

orga-SharePoint 2010 All-In-One For Dummies can help you do exactly that.

How to Use This Book

SharePoint 2010 All-In-One For Dummies is a reference book You don’t have

to read it from cover to cover So, if you’re interested in finding out about

a particular topic, pick up the book and dive in Throughout the book we direct you to any related chapters so you don’t miss a thing

If you want to learn about SharePoint from top to bottom, just start with Book I, Chapter 1, and keep going until you hit the Index!

Foolish Assumption

Please forgive us, but since SharePoint Server 2010 is such a huge topic

we made one foolish assumption about you, the reader of this book We assumed that you have access to a development environment that has SharePoint Server 2010, Enterprise Edition installed

Microsoft has a SharePoint 2010 evaluation Virtual Machine available for download on their Web site

How This Book Is Organized

This book is your guide to planning for SharePoint 2010 and getting the most from the product once you’ve got it up and running in your organization It’s jampacked with how-to’s, advice, shortcuts, and tips This book contains four minibooks, with each minibook focusing on a particular stage of your SharePoint implementation

Book I: Introduction to SharePointThe first minibook provides an overview of the SharePoint product suite, describing the various flavors of SharePoint and the differences between them Use this minibook to get an overall understanding of SharePoint 2010 and its underlying SharePoint Foundation Server platform This minibook also examines the integration points with Microsoft Office 2010 products, such as Microsoft Outlook, which gives you an idea of how you can leverage SharePoint in your daily activities

How to Use This Book

Book II: Architecture and PlanningSharePoint isn’t one of those products that you can just rip the cover off the

CD, stick it into your computer and have a successful implementation up and

running in mere moments For SharePoint 2010 to be truly successful in your organization you must take the time to understand the product, know how you want to use it, and plan appropriately This isn’t as scary as it sounds, especially if you’re armed with this book; at the end of the day a lot of your planning will be based on common sense For example, if you want your users

to still be able to access their SharePoint sites even when your SharePoint server crashes, that means you’re going to need more than one server

This minibook examines the underlying SharePoint architecture, ing the different types of servers and authentication methods that you may need, and shows you how to plan for both performance and growth This minibook also explains the new service application architecture that is the heart and soul of SharePoint 2010, and introduces you to the plethora of services available out of the box If you are in the planning stages of your SharePoint 2010 deployment you should read this minibook for guidance on how to deploy the various SharePoint components so that you have the best possible chance of success

explain-Book III: Services Configuration and ManagementMuch of the functionality that comes with SharePoint 2010 is implemented

as a service application For example, Access Services is a new feature that ships with SharePoint Server 2010 Enterprise Edition and enables you to publish your Access databases as a SharePoint Web based database applica-tion This minibook examines the architecture of the various services that ship with SharePoint 2010 and shows you how to configure and manage them using SharePoint’s administrative Web site

Book IV: Using the SharePoint ServicesThis minibook focuses on how to use the plethora of services that ship with SharePoint 2010 Want to know how to publish your Access databases

to SharePoint? Want to know how to leverage Excel Services in your sites?

Then this minibook is the place for you We give you step-by-step guidance

on how to use the services in your SharePoint sites so that you and your users can get the most out of your SharePoint 2010 implementation

Icons Used in This Book

To help you get the most out of this book, we’ve placed icons here and there Here’s what the icons mean:

Next to the Tip icon, you can find shortcuts and tricks of the trade that help you to understand SharePoint and have more fun using it Also, there are references to other chapters that can expand your knowledge

The Warning icon doesn’t appear often in this book, but when it does it’s to warn you of potential problems or common pitfalls

When we want you to pay special attention to a specific detail that bears remembering, we mark it with a Remember icon Committing these little details to memory along the way will make your SharePoint journey more enjoyable

When we are forced to describe high-tech stuff, a Technical Stuff icon appears in the margin You don’t have to read what’s beside the Technical Stuff icons if you don’t want to, although these technical descriptions often help you understand how a specific feature works

Ready, Set, Go but Go Where?

So you’ve read the introduction and you’re ready and raring to go but where do you start? Well, the answer is easy Start anywhere you’d like If you’re new to SharePoint 2010, a good place to start is Book I, Chapter 1

If you’re a Power User with access to a SharePoint 2010 environment and you’re ready to get your hands dirty, then any of the chapters in Book IV will work for you If you’re interested in a specific topic — for example, Access Services — take a peek at the index at the back of the book for all the chapters related to Access Services and start with the first one

Read on!

Book I Introduction to SharePoint

Chapter 1: Getting to Know SharePoint 7

Catching up with SharePoint Evolution 8Why SharePoint Evolution Matters to Your Company 11Fitting SharePoint into Unified Communications 21

Chapter 2: Introducing Microsoft SharePoint Foundation 2010 .25

Spotlighting SharePoint Foundation 25SharePoint Foundation Basics 28SharePoint as a Development Platform 45

Chapter 3: Getting Started with a Basic Site 55

Setting up SharePoint Sites 55Generating and Consuming Content 63

Chapter 4: Introducing SharePoint Server 2010 75

Choosing Between SharePoint Foundation and Server 75Looking at Core SharePoint Server Features 76

Chapter 5: Enterprise Content Management 95

Generating and Finding Content 96Doing the right thing by the regs 103

Chapter 6: Office 2010 and Office Web Applications .119

Office 2010 Integration 119Office Web Applications 137

Chapter 1: Getting to Know SharePoint

In This Chapter

✓ Getting a handle on SharePoint’s evolution

✓ Spotting where SharePoint fits in a Microsoft ecosystem

✓ Figuring out what SharePoint can offer your business

If you’re new to Microsoft SharePoint, you should know it’s an integrated suite of software programs designed to help organizations make the best possible use of their intellectual assets SharePoint combines Web browsing with client-server networking to manage in-house information in some pow-erful ways:

✦ Discovering and sharing the important business information that lurks

unused within many organizations ✦ Managing Web content by regulating access to documents and data

✦ Boosting collaboration through social networking

✦ Providing tools for business intelligence — turning raw data into usable

business information ✦ Serving as a flexible environment for developing custom software to

meet differing business needs

This chapter gets up close and personal with SharePoint, lays out how it has evolved since it first popped up in the marketplace, and gives you a glimpse

of how it fits into a Microsoft strategy called Unified Communication (which some folks consider a whole new way of doing business) We figure a quick overview of where SharePoint has been will shed light on SharePoint fea-tures and functions as they are now For example, SharePoint 2010 is highly integrated with Microsoft Office and can be deployed in a mind-boggling variety of ways — but it got to that point version by version, getting smarter with each release A look at how this happened can give you a leg up on planning the evolution of your organization as it uses SharePoint

Catching up with SharePoint Evolution

Every new release of any software product brings change for the people who use it — “Here it comes, ready or not.” New features (and learning curves) for the end user, better and easier ways for developers to put SharePoint capabilities to work, or more options that IT professionals can tweak to sup-port the needs of the business If a new product release didn’t bring any ben-efit to anyone, why spend time, resources, or money on implementing it? So goes the industry reasoning, anyway

How much a software product changes between releases (and which features and functions ultimately make their way to the users) often will

depend on the software’s basic technical design — its architecture That

design typically has a limited lifespan No, it isn’t all planned obsolescence;

rapidly changing business requirements demand new capabilities and ways

of working If a software product’s architecture stays the same, sooner or later it can’t accommodate that demand, and its market share shrivels

As an example, consider what’s happening to information systems in the

current economic climate — in particular, cloud computing, which has

noth-ing to do with the weather: Many organizations are looknoth-ing to save money

by moving away from maintaining their own IT infrastructures Instead of installing more big server computers and mazes of network cable, they put

their utility computing “in the cloud”: The services that their end users

require — including software programs they use every day — are managed and maintained by a third party and used via a secure connection to the Internet That’s a shift in platform — away from isolated, standalone com-puters, even away from “hard-wired” company networks It’s no wonder that software products have to change to meet business needs in new operating environments SharePoint, in fact, can handle both the old and the new — zipping happily through network cables or going out to users via the Internet cloud Many features, such as claims based authentication (discussed in Book II, Chapter 2), allow SharePoint to co-habitate in the different environ-ments that you find both inside and outside of the Enterprise

As you might expect, a software product’s architecture also changes in response to how well it does in the marketplace — and not just if it fails

Many products actually get revamped because of their success — as when demand emerges for a larger-scale version of the product — and that’s exactly what happened to SharePoint when support for large farms was ini-tially introduced in SharePoint 2003

If a software product changes its architecture between releases, that usually happens in one of two ways:

Book I Chapter 1

9

Catching up with SharePoint Evolution

✦ A total redesign Redesign tends to happen early in a product’s life —

often requiring a massive amount of re-engineering that has to meet

a tight development deadline Sometimes the features that end users, developers, or IT professionals looked forward to end up unfinished or dropped completely (The much-anticipated Shared Services capability

of SharePoint 2003, for example, had to wait until 2007 before it got where close to delivering on its original promise.)

✦ An evolution of the current architecture As a software product

matures and finds its rightful place in the computing ecosystem, its architecture proves effective for a while and then changes gradually, one release at a time This process usually results in the greatest benefits across the board

Over the years, SharePoint has undergone both kinds of architectural changes (Table 1-1 sums them up) The current version — SharePoint 2010 — is not

a redesign, but an evolution At the core, it’s much the same as its ate ancestor with the long name Microsoft Office SharePoint Server 2007,

immedi-or MOSS In fact, SharePoint 2010 (let’s hear it fimmedi-or simpler product names!) builds on the parts of MOSS that were tried and tested in the real world, and found to work well — in particular, these:

✦ The Site Framework: The same MOSS mechanism that supports team

sites is still in the mix (Get a look at how it works in Book I, Chapter 2.) ✦ Business Connectivity Services: The Business Data Catalog from MOSS

has been enhanced to allow both reading and writing of external data — another winner (See Book III, Chapters 2, 3, and 4.)

✦ Social Networking Features: Microsoft had connecting people together

in mind when it came up with this part of SharePoint — and they called

it right

That said, SharePoint 2010 does contain some significant architectural changes — these, for example:

✦ Indexing is far more flexible This means you can index more content

and, more importantly, help users find relevant information

✦ Service applications are available via SharePoint for the first time

The architecture allows for flexibility in deployments and sharing of resources across multiple SharePoint farms

✦ Office Web Apps These allow users to view and edit Office content

(Word, Excel, PowerPoint) through the browser allowing fast access to such content from essentially any environment

In effect, you can think of SharePoint 2010 as “the second release of the third generation of SharePoint” (if you like to trace lineage) This evolution has added features for end users, options for developers, and flexible deploy-ment for the IT crew (And the crowd goes wild!)

Whatever you call this episode of the SharePoint journey — evolution or redesign — the resulting product is, in Microsoft-speak, “The Business Collaboration Platform for the Enterprise and the Web.” Clearly the product

is aimed at “the cloud” but also at home on a good old-fashioned corporate intranet And keep that “collaboration” part in mind; you’ll be seeing a lot of

it in this book

SharePoint Version

Release Date

Type of Architectural Change

Result

SPS 2001 (Tahoe)

2001 N/A A portal that could be

used for knowledge agement Design favored consumers of informa-tion more than creators

man-Commercialized the digital dashboard that delivered content in Web pages via Web Parts

SPS 2003 2003 Redesign Combined SharePoint

Team Services (STS) and SharePoint Portal Server (SPS) to give companies total control of their infor-mation from start to finish

Microsoft Office SharePoint Server 2007 (MOSS)

2007 Redesign Significant architectural

changes included item-level permissions and flexible deployment options — which laid the groundwork for SharePoint 2010

SharePoint 2010 2010 Evolution Many new collaboration

features were added to the

2007 version, including to-use tools for the end user and multiple ways to deploy SharePoint — both on-site and “in the cloud”

easy-Book I Chapter 1

11

Why SharePoint Evolution Matters to Your Company

Why SharePoint Evolution Matters to Your Company

This section takes a whirlwind look at the evolution of SharePoint, how it got

to be what it is today, and how you can make best use of it

How SPS 2001 adapted to match business needsSharePoint Portal Server (SPS) 2001, code-named Tahoe while it was under-going design and development, started life as an application intended for

knowledge management — essentially coordinating business administration,

IT, and the processes of doing business so that everybody in the company could have access to what they needed to know, could apply it to best advantage, and could get more efficient about sharing what they learned

SPS 2001 commercialized the Digital Dashboard — a Web-based feature that delivered content to Web pages via Web Parts (chunks of ready-to-use computer code) This concept is still in use today; it’s part of the NET Framework, a set of programming routines used for developing custom software and extending the capabilities of Microsoft products such as SharePoint

While SPS 2001 was being designed, an old standby product — Microsoft Exchange — was starting to have an identity crisis: Exchange 2000 had out-grown its origins as an e-mail-and-messaging program (it was an ancestor to Outlook); now it was marketed as a “Messaging and Collaboration” server product — the whole collaboration side was new Microsoft added a slew of features to make Exchange “Web-enabled,” and stuck on a plethora of APIs (Application Programming Interfaces) so developers could build complete,

Web-based, collaborative applications based on Exchange

Well, if a horde of people were going to collaborate online, they needed some convenient online place to keep what they were working on Thus the Web Storage System was born

SPS 2001 (the SharePoint ancestor) needed a database to store all the edge everybody expected it to manage — but still had to serve as a “portal”

knowl-to the Web So it made sense at the time knowl-to build SPS 2001 on knowl-top of the Web Storage System — but that ambitious system never caught on, probably for two main reasons:

✦ Exchange worked just fine as a messaging server — and had a big, loyal,

relatively happy throng of users — so the product went back to doing what it did well, and only that: messaging

✦ Microsoft wanted to make SQL Server the data-storage engine of choice

where applicable (Of course, there was also some loose talk back then about getting Exchange to use SQL — but that still hasn’t happened, and for good reason: The input/output patterns for e-mail are more sporadic

and unpredictable than those used in other applications By using its Extensible Storage Engine (ESE), Exchange can handle those I/O patterns better than SQL (or, for that matter, SQL Server), and that’s unlikely to change any time soon

So it was back to the e-mail only focus with Exchange, and the Web Server System died on the vine (for the time being)

How SharePoint changed along with related products

With Exchange returned to its focus on messaging, Microsoft promoted SharePoint as the platform for collaborative applications — but the prod-uct’s “identity crisis” continued: How would it get collaboration to work, and what else was it good for?

Of course, the SharePoint engineering team could have embraced the Web

Storage System and started evolving WSS as the main storage product, but other factors contributed to the need for a change in SharePoint architecture

Tucked away in a whole other product — Microsoft Front Page Server — was

a little-known program that had essentially been dwarfed by the marketing given to SharePoint Services This unassuming product — SharePoint Team Services (STS) — could do many of the same things SPS 2001 could do (for example, document publishing), but it was focused on smaller teams formed

to execute specific tasks

Slowly STS gained traction — both inside and outside Microsoft — because it could aid in the collaborative creation of business information and Web con-tent, which SPS couldn’t do At the time, each product had its own bailiwick:

✦ SPS could connect people and information across departments and

entire organizations

✦ STS enabled small teams — practically any number of them — to create

content and collaborate on team-specific information

Surely there was potential here for a single product that would cover all the bases and give a company large-scale, detailed control of its information

And so Windows SharePoint Services (WSS) and SharePoint Portal Server

2003 (SPS 2003) were born — which required a core architectural change

in order to strengthen the “abilities” of SharePoint — scalability, ity, reliability, and manageability Neither STS nor SPS 2001 had addressed all these features completely — but the first generation of SharePoint had piqued market interest, so version 2.0 was highly anticipated and was expected to meet the needs of the enterprise

availabil-Book I Chapter 1

13

Why SharePoint Evolution Matters to Your Company

These days a common practice is to group multiple servers that perform similar roles into tiers This arrangement is especially good for redundancy in the system; if you lose one server, the other servers in the same tier (which perform the same role) can take on the load

Typically you see the following in a three-tier server architecture:

✓ The first tier also known as the

presenta-tion tier is normally a bank of dedicated

servers that interact directly with end users, and can handle user requests inter-changeably SharePoint calls these Web Front End (WFE) servers; they receive all requests from users and applications and

render (create and display) every Web

page that makes its way to the users’

screens

✓ The third tier (we’ll get to the second tier in

a minute!) is also known as the database

tier It’s where data is kept and served to

the network users Multiple applications make use of the database tier; the data-base itself provides data to any and all

of them Typically, large servers that run SharePoint use SQL Server as the data-base and achieve redundancy by using

various techniques — up to and including

the duplication of entire servers (mirroring)

✓ For many applications these two tiers — the presentation tier and the database tier — are actually sufficient; the applications run

on the Web server that provides Web pages

to the users In fact, WSS runs as a tier application (as shown in Figure 1-1)

two-If your company is huge (or nearly huge), however, large-scale applications require multiple servers to perform roles that they

do best in tiers

✓ Some types of processing are intensive (indexing, for example, uses a lot

resource-of processor cycles and is disk intensive)

✓ Spreading the output of processing across

a tier is more efficient than having each server do its own processing

So the middle tier is usually called the

appli-cation tier — where specific appliappli-cations are

provided as network services and commands

to those applications are executed

In the case of SharePoint, the best example is the Index service No point making all those servers index the same content — so the Index service itself runs as an application in the middle tier, sending its results to all the servers that use the search service

Three tiers, no waiting!

SPS 2001 used the Web Storage System to store data — but STS split that task, mainly using SQL to store metadata and NTFS to store content (such as documents) This design limited the scalability of WSS — and its availability

to users In effect, it was a hybrid storage system that used Web Server, the installed file system, SQL, and the Windows Registry (configuration informa-tion) to store data To make some sense of this complexity, all Web content had to be tied to the same server — specifically, the one responsible for rendering Web pages These days, fortunately, SharePoint 2010 handles this problem by a three tier architecture with all data being stored in SQL This allows SharePoint 2010 to meet the needs of the smallest to the very largest

of organizations

One way to meet the expectations for SharePoint version 2.0 was to design

it to run on multiple physical servers and divide up the processing among them Doing so brought some advantages:

✦ Multiple servers allowed redundancy; if one of them failed, others could

take over, which improved the reliability of the system

✦ Organizations could scale up SharePoint as required, whether vertically

(by adding larger servers) or horizontally (by adding more servers)

✦ Multiple servers could be grouped according to the roles they

performed — into tiers

At this point, three-tier architectures were starting to crop up nearly everywhere So they became the starting point for the next generation of SharePoint (For a look at how this arrangement works, see the accompany-ing sidebar, “Three tiers, no waiting!”)

To take advantage of a tiered server structure, the second generation of SharePoint used three role-based tiers (see Figure 1-1); this model persists today in SharePoint 2010 Early on, however, that meant a big architectural change — because SPS 2003 now had to depend on WSS

SharePoint finds a renewed purposeThe success of SharePoint Team Services told Microsoft that small teams needed better ways to collaborate than the Windows operating system could give them Windows provided file-sharing — and sure, that meant teams could share documents — but they couldn’t share much else What they needed to share these days was richer information about documents and items that were required for stronger collaboration such as calendars, tasks, and project lists

The grand Microsoft plan was to enhance the basic Windows operating system and augment it with collaboration services that any application could use — even non-Microsoft applications (what a concept!) The idea was to allow collaboration among a wide range of applications

And so Windows SharePoint Services (WSS) was built on the NET Framework harnessing ASP.NET as well as SQL Server

“Windows” was part of the name because WSS was intended as part of the operating system (initially a free download, later an optional installable ser-vice) Figure 1-2 shows how WSS fit into the whole SharePoint picture