Share Point 2010

Overview

Presented By: Balraj. S Microsoft Certified Technology Specialist [MCTS]

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Introduction
Microsoft SharePoint is a !e application platfor" de#eloped y Microsoft. It is designed as a centrali$ed replace"ent for "%ltiple !e applications and s%pports #ario%s co" inations of enterprise !e site re&%ire"ents. It is typically associated !ith !e content "anage"ent and doc%"ent "anage"ent syste"s. SharePoint's "%lti(p%rpose platfor" allo!s for "anaging and pro#isioning of intranet portals) e*tranets and !e sites) doc%"ent "anage"ent and file "anage"ent) colla oration spaces) social net!or+ing tools) enterprise search) %siness intelligence tooling) process/infor"ation integration) and third(party de#eloped sol%tions. SharePoint can also e %sed as a !e application de#elop"ent platfor". SharePoint is designed to e highly scala le. It is capa le of s%pporting "%ltiple organi$ations on a single 'ser#er far"'. Microsoft pro#ides SharePoint as a free prod%ct) sells pre"i%" editions !ith additional integration and f%nctionality) and also pro#ides SharePoint as a clo%d co"p%ting sol%tion as part of BP,S and ,ffice -./. The prod%ct is also sold as a clo%d sol%tion y local third(party #endors.

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Advantages
,ne co""on %se of SharePoint in organi$ations is to create sites that are %sed for tea" colla oration. These colla orati#e sites) also +no!n as team sites or group work sites) ena le tea" "e" ers to etter !or+ !ith one another. They can %se the site to share doc%"ents) assign tas+s) trac+ tea" e#ents on a shared !e calendar) and "%ch "ore. This %se is +no!n as a team collaboration system. Many co"panies %se SharePoint for their central doc%"ent storage) replacing net!or+ folders. This %se is +no!n as an electronic document management system. 0nother co""on %se is as a corporate portal !here the corporate e"ployees can go and do!nload for"s) read corporate ne!s) fill in s%r#eys) and search for doc%"ents. This %se is +no!n as an electronic content management system or an intranet. 1inally) so"e co"panies choose the SharePoint platfor" as the platfor" for their Internet sites2!here #isitors fro" aro%nd the !orld can #isit the co"pany3s !e site and read a o%t the co"pany3s prod%cts) register for e#ents) and do !hate#er it is the site has een config%red to allo! the" to do. This %se is +no!n as a web content

management system.

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Standard Share point Site

SharePoint sites ha#e "any %ilt(in feat%res that "a+e the" %sef%l) fle*i le) and c%sto"i$a le2feat%res s%ch as sec%rity "anage"ent) lists of infor"ation) doc%"ent li raries 4places to store and "anage files and doc%"ents5) #ie!s) alerts) and [Link] log. [Link]/

C%sto"i$ed Share point Site

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Share Point Foundation (SPF) Vs Share Point Server

SP1 sites !or+ !ell for colla oration sites. S%ch a site gi#es gro%ps of people the a ility to %pload and do!nload doc%"ents) %se disc%ssion oards) assign tas+s) share e#ents) and %se !or+flo!s. 6o!e#er) SP1 does not ha#e eno%gh feat%res to e a good platfor" for a corporate portal or for a corporate search sol%tion. It also has feat%res for storing details a o%t people and searching on the") and it ena les e"ployees to ha#e their o!n personal sites !here they can store doc%"ents 4instead of on their "achines5. 1inally) SharePoint Ser#er has a p% lishing feat%re that ena les site "anagers to create p% lishing sites !here it is easy to a%thor pages and p% lish the" %sing !or+flo!s. This is #ery i"portant for large corporations that !ant to) for e*a"ple) p% lish corporate ne!s %sing an appro#al !or+flo! or %ild an Internet site !here e#ery page "%st go thro%gh a special appro#al process.
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7hat Is a Site8
The str%ct%re of SharePoint sites is #ery different fro" the str%ct%re of typical Internet sites that contain only pages. In SharePoint) a site can ho%se "ore than j%st pages. It is a container that holds lists and li raries) and it can ha#e other sites %nder it. 1or e*a"ple) a corporate portal "ight ha#e a ho"e site called SharePoint Intranet that contains infor"ation that people see !hen they ro!se to that site. That portal also "ight ha#e a s% site called 6%"an Reso%rces that stores for"s s%ch as tra#el re&%ests) e*pense clai"s) and other for"s. 9#ery SharePoint site is a "e" er of a site collection. 0s the na"e i"plies) a site collection is a collection of sites. 9#ery site collection has a single site as its root site) and other sites can e %ilt %nder the root site. 0 site collection has so"e attri %tes that are co""on to all the sites in that collection.

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0 site that has s% sites. 6%"an Reso%rces and Projects are s% sites of the site SharePoint Intranet site.

The 6%"an Reso%rces site is s% site %nder the SharePoint Intranet site i.e. root.

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What Is a Personal Site?

0 personal site is a site that elongs to a specific %ser and is %sed to sho! %ser infor"ation that elongs) personally) to that %ser The personal site is %s%ally the place fro" !hich %sers can "odify their personal details in the corporate directory.

0 personal site %s%ally has co"ponents that display infor"ation targeted specifically to that %ser. 1or e*a"ple) it "ight ha#e co"ponents that sho! the %ser3s e("ail) or %pco"ing "eetings fro" the person3s calendar) and a list of doc%"ents the %ser has recently !or+ed on and tas+s assigned to the %ser.
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What is a Ribbon?
SharePoint :;<; %ses a design concept called a ri on to display different "en%s and %ttons) depending on !hat yo% are loo+ing at. It is i"portant to +no! ho! to %se the ri on so yo% can "o#e aro%nd in a site and perfor" actions in it.

What is a List?
0 SharePoint list is a container for infor"ation) si"ilar to a #ery si"ple data ase or spreadsheet. =sing a list is the "ost co""on !ay to "anage infor"ation in a SharePoint site. In a list) data is gathered in ro!s) and each ro! is +no!n as a list item. 0 list can ha#e "%ltiple col%"ns2also +no!n as properties) fields) or metadata. So a list ite" is a ro! !ith data in those col%"ns.

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What Is an E ternal List?

0n e*ternal list is a #ie! on e*ternal data2that is) data that is contained not !ithin SharePoint %t in e*ternal data ases and syste"s.

What Is a !ocu"ent Librar#?

0 doc%"ent li rary a special instance of a list) in !hich e#ery list ite" is a file. 1iles can e Microsoft ,ffice doc%"ents) 0do e 0cro at doc%"ents 4P>1 files5) or any other type of file that the syste" ad"inistrator allo!s. This oo+ often refers to doc%"ent li raries as si"ply libraries.

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What Is a Wi$i Page Librar#?

0 !i+i page li rary is a special instance of a doc%"ent li rary that is designed to store !e pages. ,n those !e pages) yo% can display different types of content2te*t) i"ages) #ideos) and !e parts.

What Is a For" Librar#?

0 for" li rary is "%ch li+e a doc%"ent li rary) %t it is s%pposed to host only Microsoft InfoPath for"s. Microsoft InfoPath is electronic for"(creation soft!are that integrates !ith SharePoint. 1or"s created !ith InfoPath can e p% lished to SharePoint for" li raries) and %sers can then fill o%t these for"s. 7ith SharePoint Ser#er) yo% can load so"e InfoPath for"s !itho%t ha#ing Microsoft InfoPath installed on yo%r "achine. In this case) the for" opens in a ro!ser) as a !e for". If yo% ha#e a progra" that can edit InfoPath for"s) s%ch as Microsoft InfoPath :;;? or Microsoft InfoPath 1iller :;<;) the for" opens in that progra".

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What Is an Asset Librar#?

0n asset li rary is a special instance of a doc%"ent li rary that is specially designed to store digital assets s%ch as i"ages) a%dio files) and #ideos. This +ind of li rary can e %sed as a repository for "edia files that !ill e %sed thro%gho%t the SharePoint en#iron"ent2for e*a"ple) corporate logos) training #ideos) and podcasts.

What Is a Slide Librar#?

This li rary type is designed to help people in an organi$ation colla orate to create Po!erPoint presentations y sharing slides. ,ne %ser can allo! other %sers to i"port those slides into their presentations.

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What Is a Picture Librar#?

0 pict%re li rary is a special type of a doc%"ent li rary that is dedicated to i"ages. 0 pict%re li rary is %sef%l for sharing photos !ith other people.

What Is a Vie%?
#ie!s is a %sef%l !ay for a list "anager to create different !ays to sho! the infor"ation in a list or li rary. >ifferent #ie!s "ay sho! different col%"ns and ha#e different sorting and filtering) gro%ping) and styles. #ie!s can e either p% lic or pri#ate: <5 Public2The list3s or li rary3s "anagers create p% lic #ie!s) and these #ie!s are a#aila le to anyone to %se. :5 Private2=sers create pri#ate #ie!s. ,nly the %ser !ho created a pri#ate #ie! can %se that #ie!.

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What Are Web Parts?

7e parts are the %ilding loc+s of pages in SharePoint. They are co"ponents that sho! data) and they can e placed in certain regions of a page2+no!n as !e part $ones. 0 page can hold "any !e parts) in different $ones or in the sa"e $one. They "ay e one %nder another in so"e $ones and side( y(side in other $ones.

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What Are Alerts?

SharePoint has a %ilt(in alert "echanis" that ena les %sers to register for different +inds of alerts. Basically) a %ser selects the piece of content she !ants to e alerted on and re&%ests that SharePoint send her an e("ail !hen that content changes. 9*a"ple: yo% "ight !ant to +no! !hen a partic%lar policy doc%"ent is changed 4for e*a"ple) the corporate tra#el policy "ight e #ery i"portant to people !ho tra#el a lot5. 0lerts ena le yo% to re&%est to e notified !hen changes li+e these occ%r.

What Is &agging?
Tagging is a social !e "echanis" a#aila le in Microsoft SharePoint :;<; Ser#er that ena les yo% as the %ser to tag a doc%"ent or a list ite" or a e#en a page(in the SharePoint site or o%tside it. @o% can tag so"ething to help re"e" er it and find it "ore easily later on. ,ne tag that SharePoint co"es !ith is the I Ai+e It tag. This tag ena les yo% to signify that yo% li+e a doc%"ent or a page) and then other people can see that yo% li+ed it. @o% can easily find that doc%"ent or page again y loo+ing at the list of ite"s yo%3#e tagged as things yo% li+e
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What Is 'anaged 'etadata?

By %sing "anaged "etadata) yo% can create the list as a hierarchical list) gro%ping the prod%cts into categories 4creating ter"s for the categories and then ter"s for the prod%cts %nder the"5 or into prod%ct gro%ps) as sho!n in 1ig%re:

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What Are Versions?

>oc%"ent li raries and lists in SharePoint ha#e an option to trac+ #ersions. This option stores old #ersions of files or ite"s each ti"e a change is "ade. 1or e*a"ple) if a %ser %ploads a doc%"ent) and then another %ser edits the doc%"ent and sa#es it) SharePoint sa#es the original doc%"ent as a #ersion of the file. Aater) %sers can loo+ at the #ersion history of the file and choose to open a specific #ersion or restore it. SharePoint s%pports t!o types of #ersioning. In the first type) each change is regarded as a "ajor change) and the #ersion n%" ers go fro" < 4the first ti"e a doc%"ent !as %ploaded5 to : 4after the first change5 and then - and B and so on. In the second type) each change is regarded as a "inor change) %nless the %ser specifies that it is a "ajor one. The #ersion n%" ers go fro" ;.< 4the first ti"e a doc%"ent !as %ploaded5 to ;.: 4the first change5 and so on) %ntil a %ser selects the option to perfor" a "ajor change) and the #ersion n%" er changes to <.;) and s% se&%ent changes raise it to <.<) <.:) and so on.

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What !oes (hec$)in*(hec$)out 'ean?

Chec+(in and chec+(o%t are co""on ter"s in "any doc%"ent "anage"ent syste"s) incl%ding SharePoint. Their p%rpose is to pre#ent conflicts in an en#iron"ent !here "%ltiple people "ight !ant to edit the sa"e piece of content at the sa"e ti"e. The ter" check-in descri es the process of adding a ne! or "odified ite" or file to a doc%"ent li rary or a list to replace the pre#io%s #ersion. The ter" check-out descri es the process of getting a #ersion of a doc%"ent or list ite" in a list or li rary. =s%ally !hen an ite" or a file is chec+ed o%t to a %ser) that %ser can !or+ on that ite" or file) and other %sers cannot. ,ther %sers "%st !ait for the %ser to chec+ in the ite" or file again 4that is) perfor" a chec+(in5 efore they can edit the ite" or file. 7hile the ite" or file is chec+ed o%t) other %sers %s%ally can see only the last #ersion that !as chec+ed inC they can3t see the changes that the c%rrent %ser has "ade on the file !hile it3s een chec+ed o%t.

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What Is a Wor$+lo%?
In SharePoint) a !or+flo! is a series of steps2so"e a%to"atic) so"e "an%al2that "%st e perfor"ed as part of a %siness process for a doc%"ent or a list ite". 1or e*a"ple) the "ost co""on !or+flo!s for doc%"ents are re#ie! and appro#al. So"e i"portant doc%"ents need to go thro%gh se#eral steps of appro#al fro" different people efore they can e officially considered final and p% lished. 0nother e*a"ple is pages in a site itself. In so"e SharePoint en#iron"ents) each change to a page needs to e appro#ed y the site3s "anager to "a+e s%re the contents of the page co"ply !ith the co"pany3s policies. SharePoint ena les de#elopers to de#elop !or+flo!s and attach the" to doc%"ents or list ite"s. 9nd %sers "ight e e*pected to interact !ith a !or+flo!) either appro#ing doc%"ents or ite"s or triggering a !or+flo! to start or stop. Dote: ,se the -readcru"bs Breadcr%" s is a "echanis" co""only %sed to na#igate !e sites. It sho!s yo% !here yo% are in the site) so yo% can go E%pF the hierarchy all the !ay to the ho"e page of the site.
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Thank you!

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