Office and SharePoint

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1 Office and SharePoint 2010 User's Guide Integrating SharePoint with Excel, Outlook, Access and Word Michael P. Antonovich Apress

2 About the Author About the Technical Reviewer Acknowledgments xvi xvii xviii liltrodllctioil ibddduiaidiiibid 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 Enterprise Site Types 10 Publishing Sites (only available from Central Administration) 12 Other Site Templates 14 Applications Site Types 16 Additional Site Templates 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 Uploading a Document 40 Editing Documents Stored in Your Library 48 What Is a Concurrency Problem? 52

3 Why Use Check Out and Check In? 52 Tracking Document Versions 58 Promoting a Prior Version to the Current Version 60 Publishing Documents to Your Document Library 61 Require Document Approval to Hide Drafts A Simple Workflow 65 Recovering Accidental Deletions with the Recycle Bin 67 Summary 68 Chapter 2: SharePoint Lists Exploring SharePoint'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 Alerts to 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 Column Validation 140 vi

4 Referential Integrity in List Lookups 142 Summary 149 Chapter 3; Creating Content Pages Adding a Web Page to Your Collaboration Site 151 Adding a Content to a Web Part Zone 156 Adding an Image to an Image Library 160 Copying Text from a Word Document 164 Using Microsoft Word to Add a Table to Your Content 165 Adding a Hyperlink to Your Content 166 Adding a Wiki 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 to Your Site 186 Recovering Accidental Deletions with the Recycle Bin 190 The Share and Track Features 191 a Link 192 Alerts 192 RSS Feeds 195 The Note Board 196 Tags 197 Summary 199 Chapter 4: Using Your Document Library with Microsoft Office 201 Opening a SharePoint Document from Within Microsoft Office 201 Editing and Saving a Document to a Document Library 208 Saving a New Document 210 Saving a Document to an Existing Library 211 vii

5 What Is Metadata? 212 Adding Metadata to Word Documents 213 Adding Metadata to Documents from SharePoint 219 Using Metadata with the Document Information Panel 222 Uploading Existing Documents into a Library Prompts for Required Metadata 224 Working with Document Metadata 224 Managing Multiple Editors to a Document 226 Creating and Using Document Sets 232 Searching For Your Documents 237 Using Word to Contribute to Your Blog Site 240 Creating a Blog Site 241 Defining Categories for Your Blogs 243 Creating a New Blog Posting 244 Commenting on a Blog Entry 247 Setting List Level Blog Permissions 248 Setting Item-Level Blog Permissions 250 Summary 251 Chapter 5: Using Outlook 253 Synchronizing Your Contacts Lists Between SharePoint and Outlook 253 Connecting Your SharePoint Contacts List to Outlook 253 Adding SharePoint Columns That Will Synchronize with Outlook 257 Managing Update Conflicts 258 Deleting Contacts 260 Recovering Deleted Contacts 261 Moving Contacts between Lists 262 Synchronizing Your Calendars between SharePoint and Outlook 263 Adding a SharePoint Calendar to Outlook 264 Overlaying Calendars 268 viii

6 : 1 CONTENTS Making Changes to Calendar Items, 270 Copying and Moving Items between Calendars 271 Deleting Items from the Calendar 272 Synchronizing Tasks between SharePoint and Outlook 273 Adding Tasks Lists to Outlook 274 Editing Tasks from Outlook 277 Sending s from Tasks 278 Using Outlook to Work Offline with Content Letting Alerts Notify You of SharePoint Changes 281 Configuring Your Alerts 281 Correcting/Modifying Alerts 284 Using Outlook's RSS Reader to Subscribe to SharePoint RSS Feeds 286 Adding an RSS Feed to Internet Explorer Adding an RSS Feed to Outlook 291 Deleting Items from an RSS Feed 293 Viewing Other List Items Not in the RSS Feed 295 Sending to Lists 296 Sending a Message to a List or Library 296 Sending Links via Send To 299 Summary 299 Chapter 6: Managing Lists with Access 301 Exporting SharePoint Lists to Access 302 Saving Your Export Steps 309 Transfer Issues 311 Linking SharePoint Lists to Access 319 Editing Linked Data 320 Using Access to Make Mass Updates 322 ix

7 Option CONTENTS Use Multivalve Fields in Lists 324 Creating a Multivalued Column in SharePoint 325 Opening a List with Multivalued Columns in Access 330 Some Reasons Not to Use Multivalued Columns 332 Creating Access Forms and Reports from a SharePoint List 333 Creating a Simple Form 333 Creating a Split Form 336 Creating a Custom Form Using a Subtorm 337 Creating a Simple Report 340 Can Recycle Bin Recover Deleted List Records? 341 Deploying Your Access Application to SharePoint - Option Moving All Access Tables to SharePoint 343 Moving the Access Database to SharePoint 345 Deploying Your Access Application to SharePoint Summary 354 Chapter 7: Managing SharePoint Lists from Excel..355 Exporting a List from SharePoint to Excel 355 The Role of the IQY File 356 Choosing How to Display Your Imported List 358 How Views Affect the Data Exported to Your List 360 Using Hyperlinks in Your List 360 Other Table Tools in Your Excel Workbook 362 Exporting Data from an Excel 2007/2010 Spreadsheet into a Custom List 363 Defining a Table Within Your Excel Worksheet 365 Exporting the Excel Table 366 Viewing the Exported Excel Data in the New SharePoint List 369 x

8 A Quick Look at Excel 2003 and Synchronization 371 Exporting a SharePoint 2007 List to Excel Exporting Excel 2003 Worksheets to SharePoint 373 What Happened to Synchronization?, 375 Linking a List in Excel to SharePoint 376 Summary 380 Chapter 8: Publishing Excel with Excel Services Configuring Excel Services 384 Publishing an Excel Form to Excel Services 385 Adding an Excel Workbook to Your Document Library from SharePoint 385 Navigating Around Your Worksheet 387 Why You Need Parameters to Make Your Excel Form Interactive 387 Defining Parameters for Your Excel Form 388 Publishing Your Excel Workbook 390 Viewing Uploaded Excel Documents 396 Using the Excel Page Web Part,...,..397 Viewing Data from External Sources in Excel Using a Data Connection 403 Creating an External Connection 404 Importing the SharePoint List to a Workbook 409 Formatting a Pivot Table to Look Like a Worksheet 412 Publishing Your Formatted Workbook 413 Introduction to Status Indicators (KPIs) 416 Status Types Defined 416 Creating a Status List 417 xi

9 Creating Dashboards with Excel and Status Indicators 424 Building a Dashboard from the Dashboard Template in the Report Center 424 Organizing Web Parts in the Dashboard Web Part Zones 426 Adding KPIs to Your Dashboard 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 from a Blank Template 449 The Task Group: Controls 457 The Task Group: Data Sources 464 The Task Group: Design Checker 465 Steps to Build the Request for Absence Form 466 Other Available 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 Generating Your Second View 480 Building Data Connections for Forms 482 Connecting InfoPath Forms to Data 492 Creating and Reusing Form Sections with Template Parts 497 Summary 502 xii

10 Chapter 10: Publishing InfoPath Forms in SharePoint Libraries 503 Publishing InfoPath Forms to a Network File Share Publish Your Form Data to SharePoint 510 Using InfoPath Forms Services for Customers Without InfoPath Publishing to a SharePoint Server 521 Defining Metadata for the Document Library 526 Additional Library Settings 530 Using the Published Form 532 Changing Submit Options for a Form 533 Saving the Data from a Form 534 Publishing a Form to a Content Type 536 Installing and Using Site Collection Content Types 542 Adding a Content Type to a Library 542 Changing the Default Content Type 543 Working with a Library That Has Multiple Content Types 544 Building Custom Workflows for InfoPath Forms Using SharePoint Designer 544 What Is a Workflow? 545 Beginning a Simple Approval Workflow 546 Defining Workflow Details 549 Configuring an Message 550 Adding Multiple Actions 552 Adding Additional Steps 554 How to Run the Workflow 556 Restructuring Your Conditions 558 Configuring the Workflow Settings 559 Summary 560 xiii

11 Chapter 11: Peer-to-Peer Collaboration with SharePoint Workspace Digging into SharePoint Workspace 564 Adding Your Account to Other Computers 576 Creating a Groove Workspace 578 Documents Tool 580 Discussion Tool 581 Calendar Tool 584 Chat Tool 585 Notepad Tool 586 Pictures Tool 587 Sketchpad Tool 588 Chess Tool. 589 Lists Tool 590 Working with Your SharePoint Files Within SharePoint Workspace 599 Editing Content in SharePoint Workspace 603 Other Options in the SharePoint Workspace 605 Working with Lists in the SharePoint Workspace 605 Working with Discussion Groups in SharePoint Workspace 606 Properties for SharePoint Workspace 608 Summary 615 Chapter 12: Additional Supporting Libraries Creating a Records Management System to Archive Your Documents 617 Creating Site Columns 618 Creating a Content Type for RFB Documents 620 Creating a Site Library to Collect RFB Documents 625 Creating the Records Center Site 632 Creating the External Service Connection 634 Adding the Site Content Type for RFBs into the Records Center 636 xiv

12 13 CONTENTS Creating a Policy for the Archival Library 637 Creating a Record Routing Rule 639 Archiving Your Documents 642 Creating a Picture Library in SharePoint 644 Uploading Pictures to SharePoint 648 Using the Microsoft Office Picture Manager 652 Using Windows Explorer to Upload Pictures 656 Downloading Images from Your Picture Library 657 Sending Images to a Microsoft Office Application 660 Viewing the Pictures in a Picture Library 662 Creating a Slide Library in SharePoint 668 Uploading Pictures to Your Slide Library from PowerPoint 671 Copying Slides from Your Slide Library to PowerPoint Presentations 677 Summary 679

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