SharePoint 2007 User’s Guide Learning Microsoft’s Collaboration and Productivity Platform phần 3 ppsx

■Note By default, when you create a new site using the Create Site link in the Site Directory, the site will be cre- ated as a subsite under the Site Directory site. This is often not where you would want to create subsites. Technical administrators have the ability to change this setting. Publishing Portal The Publishing Portal is the second type of portal template available to technical administrators when they are creating a new SharePoint portal. This portal includes a structure designed to sup- port Internet or intranet sites focused on information publishing and consumption. This portal has site and site collection features enabled to support an information publishing–centric solution and is designed to allow for easy creation of web-based content. The publishing portal, shown in Figure 3-9, has a very different look than the collaboration portal we discussed previously. The publishing portal is also different in that, by default, users are only able to create subsites within it based on the Publishing Site with Workflow template. All other templates are disabled. When a publishing portal is created, it includes only two default subsites: a press release site and a search site. In this section, we will discuss these sites as well as the publishing portal home site. Figure 3-9. The default publishing portal CHAPTER 3 ■ SHAREPOINT SERVER 2007 68 8296Ch03.qxp 2/2/07 2:09 PM Page 68 Publishing Portal Home Site When you go to the home page of a publishing portal you are presented with the site shown in F igure 3-9. The only element initially visible on the home page is text listing the key management tasks necessary to configure your publishing site. However this site page also includes several com- ponents on the home page that support the publishing of web content. These items initially do not contain any data, so they are not initially visible. These components allow you to add content to the site home page and add links to other available information. These linking capabilities are provided through the use of two Summary Links web parts included on the page. The components included on the publishing home page can be seen in Figure 3-10. Figure 3-10. The publishing por tal content ar ea CHAPTER 3 ■ SHAREPOINT SERVER 2007 69 8296Ch03.qxp 2/2/07 2:09 PM Page 69 The publishing portal home page also includes a press releases viewing web part that presents these items located in the Press Release subsite. You can manage this information and add additional content as necessary. We will discuss updating site pages and managing web parts in Chapter 8. Press Release Site The Press Releases site in a publishing portal is provided to allow you to manage press releases and make them available to site users. The Press Release site includes a content area where press release text can be entered, and like the home page, it includes two places where you can add summary links that can be used to navigate to additional items. Figure 3-11 depicts the Press Release site. Figure 3-11. The Press Release site Sear ch Site The Search site within a publishing portal is only made accessible by performing a search using the search tools at the top of the publishing portal home page. There is no link to this site in the naviga- tion menu the way there is in the collaboration portal we discussed earlier. You access this site by per forming a search. Figure 3-12 depicts the Search site default page. Figure 3-12. The Search site CHAPTER 3 ■ SHAREPOINT SERVER 2007 70 8296Ch03.qxp 2/2/07 2:09 PM Page 70 The Search site in the publishing portal provides similar capabilities as the Search site in the collaboration portal in that you can view search results and perform either a simple or advanced content search. The main difference between these two search sites is that the publishing portal Search site does not include the ability to perform a people search. MOSS Navigation Enhancements In Chapter 2, we discussed the various elements available in WSS sites that can be used to support users navigating within and between sites. As part of that discussion, we explained how to use and manage both the site navigation bar and the Quick Launch area. When MOSS is part of your Share- Point environment, these tools are enhanced, providing additional usage capabilities as well as additional customization options. In this section, we will discuss each of these navigation enhance- ments in detail. Navigation Bar Without MOSS in your environment, the navigation bar lists only the subsites contained within an existing site, as we described in Chapter 2. You have the ability to inherit the options from the parent site or list the subsites under the site currently being viewed. Beyond that, your customization of the navigation bar without MOSS is limited to adding, editing, and removing the links that are listed. When your S harePoint environment includes MOSS, the navigation bar is enhanced to provide drop-down menu capabilities. The navigation bar drop-down menus are available by default when you create your SharePoint environment based on the Collaboration Portal template and allow you to hover over a menu option in the navigation bar to present a list of items contained within the highlighted site. This can be seen in Figure 3-13. Listing nested items in this way provides quicker access to these resources. Figure 3-13. MOSS navigation bar The navigation bar drop-down menu can be configured to show any combination of lists, libraries, and subsites located within a listed site. You can specify if only subsites should be dis- played or if other types of site content items should be included, and you can tailor the listed items individually as w ell. We will discuss managing these navigation elements later in this chapter. Site Actions Menu W e discussed the Site Actions menu in Chapter 2; this menu is different for sites created from the MOSS site templates, as shown in Figure 3-14. CHAPTER 3 ■ SHAREPOINT SERVER 2007 71 8296Ch03.qxp 2/2/07 2:09 PM Page 71 Figure 3-14. The MOSS Site Actions menu The MOSS Site Actions menu provides you with more direct access to several of the available site management features than the WSS Site Actions menu does. These alterations are designed to provide faster access to some of the most frequently needed site management functions. This menu also exposes some additional capabilities introduced as part of MOSS. The additional options avail- able in the MOSS Site Actions bar follow: • Edit Page: This option places the page in edit mode, allowing you to update the information made available. • Create Page: A link is available enabling you to create a new page within the current site. Selecting this link will take you to the Create Page screen, where you can enter the necessary information to create a new site page. This page will be created in the Pages document library. We will discuss managing pages in detail in Chapter 8. • Create Site: A link is available to initiate the process of creating a new site within the current site. Selecting this option will navigate you to the New SharePoint Site page, where you can enter the information necessary to create a new site under the current site. • Show Page Editing Toolbar: This option is used to present the page editing bar that includes the options necessary to manage the current page. This bar is available for any page that requires content management and approval for publishing. We will discuss managing pages and the page editing toolbar in Chapter 8. • V ie w A ll S ite Content: This option can be used to navigate to the All S ite C ontent page , similar to clicking the View All Site Content link in the Quick Launch area. • View Reports: This option includes a submenu of options that enable you to view content infor mation r elated to y ou: • Checked Out to Me: Presents documents and pages checked out to the current user in the curr ent site and all subsites . • L ast Modified by Me : P resents documents and pages that the current user last modified in the current site and all subsites. • Pending Approval: Includes documents and pages that the current user has submitted for approval but that are still pending final approval in the current site and all subsites. CHAPTER 3 ■ SHAREPOINT SERVER 2007 72 8296Ch03.qxp 2/2/07 2:09 PM Page 72 • My Tasks: Lists all tasks assigned to the current user in this site and its subsites. • All Draft Documents: Lists all of the documents and pages in this site and its subsites that are pending approval before being published for use by site users. • G oing Live Within Next Seven Days : Lists all documents and pages in this site and its subsites that have been approved and are scheduled to be published within the next seven days. • Expiring Within Next Seven Days: Lists all documents and pages in this site and all sub- s ites that are scheduled to expire within the next seven days. • Site Settings: While this option is available in the WSS Site Action menu, on MOSS pages, this option includes a submenu allowing for one-click access to several of the site management options. The options available in the submenu follow: • Modify All Site Settings: Navigates you to the Site Settings page. • People and G roups: Takes y ou dir ectly to the People and Groups page. • Modify Navigation: Takes you directly to the Site Navigation Settings page. We will dis- cuss this page and modifying navigation options in more detail later in this chapter. • Modify Pages L ibrary Settings: Takes you directly to the C ustomization screen for man- aging the Pages library in the current site. This is the library created to hold site pages. • Manage Content and Structure: Navigates you to the Site Content and Structure page, where you can manage your overall SharePoint site structure. We will discuss the Site Content and Structure page in more detail later in this chapter. ■Note The Site Actions menu for sites created from the WSS site templates we discussed in Chapter 2 will ini- tially appear as we described in Chapter 2. Activating the Office SharePoint Server Publishing site feature will change the Site Actions menu so that it includes the options we have described here. Quick Launch With MOSS in place, items listed in the Quick Launch area are more customizable than they are with just WSS. You still have the ability to add, edit, and remove items from Quick Launch as we discussed in Chapter 2, but site administrators ar e also giv en the ability to determine if the Quick Launch area should do the following: • Display the same navigation items as the parent site: The Quick Launch area will list the same items as its parent’s Quick Launch area. • Display the current site, the navigation items below the current site, and the current site’s sib- lings: The Quick Launch area will list sites that are children of the same parent site as the current site. • Display only the navigation items below the current site: Quick Launch items for the current site should be listed as they are in WSS-only SharePoint environments. These options allow you to tailor the Quick Launch area based on the needs of the site. We will descr ibe how to make this update in the “Navigation Management” section of this chapter. CHAPTER 3 ■ SHAREPOINT SERVER 2007 73 8296Ch03.qxp 2/2/07 2:09 PM Page 73 Navigation Management T he customizations that can be made to the navigation bar and the Quick Launch area that we have been discussing are all made through a single Navigation Settings management screen in your MOSS environment. The options that can be updated through the Navigation Settings page include: • Subsite and Page Display Options: Allows you to select if links to subsites and pages available in the site should be automatically placed in the navigation bar. When this option is set, the navi- gation bar selections will include drop-down menus listing the subsites under the listed sites. • Sort Method: Used to determine if navigation headers and links within the site should be automatically sorted alphabetically or if sorting should be done manually. • Global Navigation Display: Identifies if the navigation bar displayed in the site should be inherited from the site’s parent or if it should list the subsites under the current site. • Current Navigation Display: Used to determine if Quick Launch should inherit its listed items from the parent site, list the current site’s siblings, or list the items contained within the current site. • Navigation Item Editing and Sorting: Allows you to edit the navigation headers and links that will be made available in the navigation bar and the Quick Launch area. This includes the ability to add, edit, and delete links and headers from these locations. The navigation bar editing options will only be available for editing when the site is not inheriting its navigation bar from its parent site. Use the following steps to update these navigation options: 1. Navigate to the site where you wish to manage the navigation. 2. Navigate to the Site Settings page. 3. On the Site Settings page, in the Look and Feel section, click the Navigation link. 4. On the Site Navigation Settings page, update the following items as necessary: a. In the Subsites and P ages section, identify if subsites and pages should be displayed in the navigation bar. b. In the Sorting section, identify if the navigation options in the site should be automati- cally sorted or manually sorted. c. If sorting is set to automatic, in the Automatic Sorting section, select the item attribute to sort by and the desired sort order. d. For non-top-level sites, in the Global Navigation section, identify if the global navigation should be inherited from the parent site or if it should list items under the current site. e. For non-top-level sites, in the Current Navigation section, identify if the Quick Launch area should be inherited from the parent site, if it should list the current site and its sib- lings , or if it should list items within the curr ent site. f. In the Navigation Editing and Sorting section, use the options provided in the Global N avigation section, if included, and the C urr ent N avigation section to manage the listed navigation items. This can include reordering available options if manual sorting is enabled and adding, editing, or deleting headers or links . g. Once all options have been appropriately updated, click the OK button. The navigation updates are saved. CHAPTER 3 ■ SHAREPOINT SERVER 2007 74 8296Ch03.qxp 2/2/07 2:09 PM Page 74 ■Caution Deleting a header in the Navigation Editing and Sorting section will also remove all items contained within the header. If you wish to keep the items listed under a header that will be deleted, you need to move the items under a different header before deleting the header. MOSS Search MOSS provides extensive content indexing and searching capabilities to a SharePoint environment. These capabilities allow users to search for and find sites, documents, people, and site content (such as lists, libraries, list items, and documents) and any other indexed enterprise content (such as public folders or network file shares) that are pertinent to their needs. Users can perform simple searches and advanced searches. Performing Simple Searches MOSS simple searches work similarly to WSS only searches in that you select the content across which to search, called a content source, and enter the search criteria into the search box on the page. A content source is a defined set of information sources. The main difference between the WSS search and the MOSS simple search is that the MOSS search allows for searching across all SharePoint indexed content, not just the information in the current site. This indexed content can include information stored in SharePoint as well as any other information in the enterprise being indexed by SharePoint. SharePoint can index content in Share- Point, Exchange, file server shares, databases, and web sites. By default, a simple search will search across all available content sources. Performing Advanced Searches Clicking the Advanced Search link in the search area of a site page takes you to the Advanced Search page. The advanced search allo ws you to find content using more refined search options and crite- ria. The Advanced Search page allows you to perform two types of advanced searches: site searches and people searches. The site search allows you to locate content within your environment based on a r efined set of searching options. The people search allows you to search for people based on a refined set of searching options. The advanced search also allows you to the select specific types of items (such as specifying that the author is Tony Smith or the title contains the words “Yearly Budget” for site searches or that the department is Human Resources for people searches). Figure 3-15 shows the Advanced Search page. CHAPTER 3 ■ SHAREPOINT SERVER 2007 75 8296Ch03.qxp 2/2/07 2:09 PM Page 75 Figure 3-15. The Advanced Search page To perform an advanced search, follow these steps: 1. Navigate to the Advanced Search page by clicking the Advanced Search link on a site’s page. 2. For site searches, on the Advanced Search page, enter the appropriate search criteria information: a. Enter text in the appropriate search box, depending on if the search should be across all words entered, exact phrasing, any word entered, or none of the words entered. b. Select the search scopes over which to search. c. Select the types of objects over which to search. d. Enter the search property restrictions. This is used to identify the attributes of the items to search across and the values to search for. When specifying search properties, you must select the type of constraint to use. For example, if you are looking for all materials authored by Tim, you would select the Author property, choose the Contains constraint, and type T im into the sear ch bo x. e . If you want to search across more than one property, select And or Or after the entered search property, and enter an additional property into the next property line. The And option identifies that content should be r etur ned only if both constr aints are met, while the Or option specifies that content should be returned if any constraint is met. 3. F or P eople sear ches , click the People tab, and either enter the details to search in the general search box or click the Search Options link and enter the appropriate search criteria informa- tion including any combination of First Name, Last Name, Department, Title, Responsibilities, S kills, and Memberships. 4. Once all search requirements have been entered, click the Search button to perform the search. CHAPTER 3 ■ SHAREPOINT SERVER 2007 76 8296Ch03.qxp 2/2/07 2:09 PM Page 76 The search results page will be presented containing references to all items satisfying the search criteria. Working with Search Results Whether you perform a simple or advanced MOSS search, the results that meet the search criteria are listed on the search results page. Search results are listed with the name of the item returned along w ith the author, the date the item was last modified, and a view of sections in the item containing the entered text. You can click any of the listed results to access the associated item. You can also click the Alert Me link to configure an alert for the search that was performed. We will discuss alerts in more detail in Chapter 9. Search Scopes Search scopes define a subset of indexed content to search across. They are used to limit the content across which a search is performed. For example, search scopes would be useful if a company’s legal department frequently searches for contracts and contract amendments and these items are stored within a specific set of locations either in SharePoint or some other indexed locations. To help the legal group, so that when they perform a search they do not get back items in locations other than the contract and amendment stores, you can configure a search scope that only includes the loca- tions where these items are known to be sav ed. This will allow the legal staff to select this scope when performing a search, automatically limiting the returned items to items in the defined locations. Search scopes can be selected for simple or adv anced sear ches, as we discussed previously. They are managed by site collection administrators from the Site Settings page of the top-level site. Creating Search Scopes To create a new search scope, follow these steps: 1. Navigate to the Site S ettings page for the top-level site in the portal. 2. On the S ite Settings page, in the Site Collection Administration section, click the Search Scopes link. 3. On the View Scopes page, click the New Scope link. 4. On the Create Scope page, provide the following information: a. In the Title and Description section, enter the title for the new search scope. This title is the name used to list the search scope in the simple and advanced search screens. You can also enter an optional search scope description. b. In the Display Groups section, select the display groups in which the search scope should be displayed. By default, you can select to present the search scope in the Search dr op-do wn, and y ou can select to pr esent the sear ch scope in the A dvanced Search. c . In the Target Results Page section, you can select the search results page to use when searching against the search scope. You have the option to either use the default search results page or enter the path to a separate search results page. d. Once all information has been entered, click the OK button. 5. On the View Scope page, click the Edit Properties and Rules link for the newly listed search scope . 6. On the Scope Properties and Rules page, in the Rules section, click the New Rule link. CHAPTER 3 ■ SHAREPOINT SERVER 2007 77 8296Ch03.qxp 2/2/07 2:09 PM Page 77 [...]... over the past 30 days • Top destination sites (past 30 days): Graphically charts the top URLs to which users navigated from the current site over the past 30 days 8296Ch 03. qxp 2/2/07 2:09 PM Page 101 CHAPTER 3 I SHAREPOINT SERVER 2007 Figure 3- 32 The site usage summary report 101 8296Ch 03. qxp 102 2/2/07 2:09 PM Page 102 CHAPTER 3 I SHAREPOINT SERVER 2007 Site Requests Report The site requests report... Content and Structure management screen shown in Figure 3- 28 Access the Site Content and Structure page as follows: 1 Navigate to the Site Settings page for the site you wish to manage 2 On the Site Settings page, in the Site Administration section, click the Content and Structure link 97 8296Ch 03. qxp 98 2/2/07 2:09 PM Page 98 CHAPTER 3 I SHAREPOINT SERVER 2007 Figure 3- 28 The Site Content and Structure... including Site Settings, People and Groups, Advanced Permissions, and General Settings All of these options are available as selections on the listed site’s drop-down menu, as shown in Figure 3- 29 8296Ch 03. qxp 2/2/07 2:09 PM Page 99 CHAPTER 3 I SHAREPOINT SERVER 2007 Figure 3- 29 The site’s drop-down menu on the Site Content and Structure page From the Site Content and Structure page, you also have... purposes, and their layouts In some cases, we have already seen sites based on MOSS site templates These sites were included as the standard sites created as part of the collaboration and publishing portals 83 8296Ch 03. qxp 84 2/2/07 2:09 PM Page 84 CHAPTER 3 I SHAREPOINT SERVER 2007 Document Center Template Earlier in this chapter, we discussed the Document Center site that is created as part of the collaboration. .. entered news articles, links to news, and news photos We discussed the News site and the capabilities it provides in the collaboration portal section earlier in this chapter, and Figure 3- 3 depicts the default layout of a News site The News site includes the components listed in Table 3- 8 to support the entry and management of these various types of news elements Table 3- 8 News Site Components Item Type... all of the options are appropriately updated, click the OK button The page layout and site template settings are saved, and you are returned to the Site Settings page 8296Ch 03. qxp 2/2/07 2:09 PM Page 83 CHAPTER 3 I SHAREPOINT SERVER 2007 I Note The page layout and site template options are only available when the Office SharePoint Server Publishing Infrastructure site collection feature is enabled We... rules We will discuss the SharePoint workflow capabilities in detail in Chapter 7 Figure 3- 17 shows the default Record Center site, and the components that make up this site are listed in Table 3- 2 Figure 3- 17 A Record Center site 85 8296Ch 03. qxp 86 2/2/07 2:09 PM Page 86 CHAPTER 3 I SHAREPOINT SERVER 2007 Table 3- 2 Record Center Template Components Item Type In Quick Launch In Content Area Hold Reports... other materials Figure 3- 26 depicts the content area configuration of a publishing site 93 8296Ch 03. qxp 94 2/2/07 2:09 PM Page 94 CHAPTER 3 I SHAREPOINT SERVER 2007 Figure 3- 26 A publishing site’s content area Publishing sites also contain several components that can be used to assist in the creation of web content pages Table 3- 7 lists the components making up a publishing site Table 3- 7 Publishing Site... views of information in the personalization site is handled through filters you apply within the site The initial configuration of these sites includes an initial set of filters Figure 3- 19 depicts the default layout of a personalization site, and Table 3- 3 describes the elements making up a personalization site Figure 3- 19 A personalization site Table 3- 3 Personalization Site Template Components Item Type... zones where content can be placed on the page Figure 3- 22 depicts the report center content area and its web part zone breakdown 8296Ch 03. qxp 2/2/07 2:09 PM Page 91 CHAPTER 3 I SHAREPOINT SERVER 2007 Figure 3- 22 A report center site content area Search Center Template The Search Center site template is used to create sites that enable users to perform SharePoint searches The Search Center template creates . site, and the components that make up this site are listed in Table 3- 2. Figure 3- 17. A Record Center site CHAPTER 3 ■ SHAREPOINT SERVER 2007 85 8296Ch 03. qxp 2/2/07 2:09 PM Page 85 Table 3- 2 layout and site template settings are saved, and you are returned to the Site Settings page. CHAPTER 3 ■ SHAREPOINT SERVER 2007 82 8296Ch 03. qxp 2/2/07 2:09 PM Page 82 ■Note The page layout and site. this chapter. CHAPTER 3 ■ SHAREPOINT SERVER 2007 73 8296Ch 03. qxp 2/2/07 2:09 PM Page 73 Navigation Management T he customizations that can be made to the navigation bar and the Quick Launch area