Antonovich Office and SharePoint 2010 User’s Guide Companion eBook Available this print for content only—size & color not accurate CYAN MAGENTA YELLOW BLACK PANTONE 123 C BOOKS FOR PROFESSIONALS BY PROFESSIONALS ® Office and SharePoint 2010 User’s Guide Dear Reader, SharePoint has grown into a critical application for offices worldwide. But there are few resources dedicated to helping end users gain productivity advantages by using Office in combination with SharePoint, and especially the latest 2010 versions of each. That’s where this book comes in. If you are a typical office worker using the Microsoft Office suite to perform your job, this book is for you. Becoming skilled at using SharePoint to accomplish your daily tasks is quickly becoming as impor- tant to average office workers as using Microsoft Word, Excel, or Outlook. My book will show you how to leverage your existing Microsoft Office skills with many of the collaboration, web page, and application development capa- bilities of SharePoint. You’ll learn: • How to access, customize, share, and extend SharePoint document libraries in conjunction with Word, Excel, and other Office products • Different ways of working through Office while interacting with SharePoint, like synchronizing your calendar and contacts, exporting databases, and modifying them with SharePoint’s list view • The best ways of managing content across teams and your entire organization • What it really means to leverage all of SharePoint’s capabilities by tying them directly into the Office applications you use every day I strongly believe that it is time to begin an exciting new way to get work done at your office. Don’t hesitate. Open this book and begin a journey that can take your career to new heights. Michael P. Antonovich Michael P. Antonovich, Author of Office and SharePoint 2007 User’s Guide Using Visual FoxPro 5 Using Visual FoxPro 3.0 for Windows Debugging & Maintaining FoxPro Applications FoxPro 2 Programming Guide User’s Guide to the Apple II US $44.99 Shelve in: Applications / MS Office User level: Beginning–Intermediate THE APRESS ROADMAP Office and SharePoint 2010 User’s Guide SharePoint 2010 User’s Guide Microsoft SharePoint 2010 SharePoint 2010 as a Development Platform www.apress.com SOURCE CODE ONLINE Companion eBook See last page for details on $10 eBook version ISBN 978-1-4302-2760-1 9 781430 227601 5 44 9 9 7.5 x 9.25 spine = 1.40625" 752 page count THE EXPERT’S VOICE ® IN OFFICE AND SHAREPOINT Michael P. Antonovich Empowering productivity for the Microsoft Office 2010 user Office and SharePoint 2010 User's Guide Integrating SharePoint with Excel, Outlook, Access and Word Office and SharePoint 2010 User's Guide Integrating SharePoint with Excel, Outlook, Access and Word ■ ■ ■ Michael P. Antonovich Download from Library of Wow! eBook <www.wowebook.com> Office and SharePoint 2010 User’s Guide: Integrating SharePoint with Excel, Outlook, Access and Word Copyright © 2010 by Michael P. Antonovich All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage or retrieval system, without the prior written permission of the copyright owner and the publisher. ISBN-13 (pbk): 978-1-4302-2760-1 ISBN-13 (electronic): 978-1-4302-2761-8 Printed and bound in the United States of America 9 8 7 6 5 4 3 2 1 Trademarked names, logos, and images may appear in this book. Rather than use a trademark symbol with every occurrence of a trademarked name, logo, or image we use the names, logos, and images only in an editorial fashion and to the benefit of the trademark owner, with no intention of infringement of the trademark. The use in this publication of trade names, trademarks, service marks, and similar terms, even if they are not identified as such, is not to be taken as an expression of opinion as to whether or not they are subject to proprietary rights. President and Publisher: Paul Manning Lead Editor: Jonathan Hassell Technical Reviewer: Razi bin Rais Editorial Board: Clay Andres, Steve Anglin, Mark Beckner, Ewan Buckingham, Gary Cornell, Jonathan Gennick, Jonathan Hassell, Michelle Lowman, Matthew Moodie, Duncan Parkes, Jeffrey Pepper, Frank Pohlmann, Douglas Pundick, Ben Renow-Clarke, Dominic Shakeshaft, Matt Wade, Tom Welsh Coordinating Editor: Mary Tobin Copy Editor: Mary Behr, Jim Compton Production Support: Patrick Cunningham Indexer: BIM Indexing & Proofreading Services Artist: April Milne Cover Designer: Anna Ishchenko Distributed to the book trade worldwide by Springer Science+Business Media, LLC., 233 Spring Street, 6th Floor, New York, NY 10013. 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You will need to answer questions pertaining to this book in order to successfully download the code. Download from Library of Wow! eBook <www.wowebook.com> For my wife of 33 years, Susan, and our wonderful daughter, Natasha. I love you both. Download from Library of Wow! eBook <www.wowebook.com> iv Contents at a Glance About the Author xvi About the Technical Reviewer xvii Acknowledgments xviii Introduction xix ■Chapter 1: An Overview of SharePoint 1 ■Chapter 2: SharePoint Lists 69 ■Chapter 3: Creating Content Pages 151 ■Chapter 4: Using Your Document Library with Microsoft Office 201 ■Chapter 5: Using Outlook 253 ■Chapter 6: Managing Lists with Access 301 ■Chapter 7: Managing SharePoint Lists from Excel 355 ■Chapter 8: Publishing Excel with Excel Services 383 ■Chapter 9: An Introduction to Creating Forms with InfoPath 433 ■Chapter 10: Publishing InfoPath Forms in SharePoint Libraries 503 ■Chapter 11: Peer-to-Peer Collaboration with SharePoint Workspace 563 ■Chapter 12: Additional Supporting Libraries 617 Index 681 Download from Library of Wow! eBook <www.wowebook.com> v Contents About the Author xvi About the Technical Reviewer xvii Acknowledgments xviii Introduction 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 Download from Library of Wow! eBook <www.wowebook.com> ■ CONTENTS vi 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 69 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 Download from Library of Wow! eBook <www.wowebook.com> ■ CONTENTS vii Referential Integrity in List Lookups 142 Summary 149 ■Chapter 3: Creating Content Pages 151 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 E-mail 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 Download from Library of Wow! eBook <www.wowebook.com> ■ CONTENTS viii 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 Download from Library of Wow! eBook <www.wowebook.com> [...]... Foundation 2010 Although I will not single out features of SharePoint Foundation 2010, much of what I cover in collaboration applies to that product as well In fact, Microsoft is currently expected to market at least several different versions of SharePoint 2010: • SharePoint Server 2010: Intranet Scenarios • • • Enterprise Client Access License Standard Client Access License SharePoint Server 2010: Internet/Extranet... SharePoint Server 2010: Internet/Extranet Scenarios • • • SharePoint Server 2010 for Internet Sites, Enterprise SharePoint Server 2010 for Internet Sites, Standard FAST Search versions • • • FAST Search Server 2010 for SharePoint FAST Search Server 2010 for Internet Business Entry Level/Pilot solutions • SharePoint Foundation 2010 • SharePoint Online • SharePoint Online for Internet Sites Site Collections,... collaborate even when separated across the country or the globe SharePoint 2010 continues in that fine tradition by enhancing its collaboration features Throughout the latest release of this product, you will find many improvements over 2007; some little items, others fairly major Together these improvements make SharePoint 2010 your platform of choice for deploying any web-based information or applications... person in your office that other people come to when they need to do something in Office and SharePoint but don’t quite know how to begin With the release of both a new Microsoft Office 2010 suite and SharePoint Server 2010, this could be your best time to take that next step in productivity at your office You can lead the way to increased collaboration between project and department staff members, build... additional tips and tricks related to collaboration between Microsoft Office and SharePoint 2010 xxi Download from Library of Wow! eBook Download from Library of Wow! eBook CHAPTER 1 ■■■ An Overview of SharePoint This book first went on sale as Microsoft introduced SharePoint 2010, a remarkable follow-up to the highly successful SharePoint 2007 product It is hard... pages in this template Enterprise Site Types As the name implies, the Enterprise Site Types only become available with the enterprise version of SharePoint 2010 I will touch on some of these later, but for now let’s preview what templates SharePoint 2010 adds for the enterprise user Figure 1-5 shows the enterprise templates 10 Download from Library of Wow! eBook CHAPTER 1 ■ AN OVERVIEW... Currently, Michael’s team is preparing for a refresh of the branding for both the schools and intranet sites to enhance the consistency between sites further and to take advantage of the new SharePoint 2010 features They are also committed to expanding the number of applications embedded or run through SharePoint employee sites to help reduce the district’s paper usage and improve operating efficiencies... implementing and supporting enterprise solutions using Microsoft SharePoint Server Razi has authored numerous articles published online and also worked with Microsoft MSL as a SME on several SharePoint 2010 courses Razi is also a speaker for INETA and GITCA, and had led many sessions in several industry trade show conferences including the Microsoft TechDays, ISV innovation Days, Community Technology... easy xviii Download from Library of Wow! eBook Introduction Since the release of SharePoint 2007, the popularity of SharePoint has grown each year With the new release of SharePoint 2010, Microsoft has further expanded the feature set Some of the improvements include changing the way you connect to external data sources, adding the ability to display Visio diagrams directly in the... large number of IT people worldwide started using SharePoint They are creating web sites and collaboration sites by the thousands every day And that is good However, SharePoint will not reach its full potential until every computer user who knows how to use Microsoft Office can also use SharePoint together with their favorite Office application, such as MS Word, Outlook MS Excel, or MS Access This does . Beginning–Intermediate THE APRESS ROADMAP Office and SharePoint 2010 User’s Guide SharePoint 2010 User’s Guide Microsoft SharePoint 2010 SharePoint 2010 as a Development Platform www.apress.com SOURCE CODE ONLINE Companion. count THE EXPERT’S VOICE ® IN OFFICE AND SHAREPOINT Michael P. Antonovich Empowering productivity for the Microsoft Office 2010 user Office and SharePoint 2010 User's Guide Integrating SharePoint. SharePoint 2007 User’s Guide Using Visual FoxPro 5 Using Visual FoxPro 3.0 for Windows Debugging & Maintaining FoxPro Applications FoxPro 2 Programming Guide User’s Guide to the Apple II US