SharePoint 2007 User’s Guide Learning Microsoft’s Collaboration and Productivity Platform phần 7 ppsx

Downloading picture files in this manner provides you with many options. You may have noticed the Set Advanced Download Options link on the Download Pictures screen. Clicking that link presents you with the options shown in Table 6-5. Table 6-5. Download Advanced Options Option Notes File Format Allows you to determine the file format of the image when it is saved. Available options are JPG, TIF, BMP, GIF, and PNG formats. Picture Size Allows you to resize the image that is saved. You are able to choose from a list of predefined dimensions, specify custom dimensions, or specify a percentage of the original size. The Download Pictures dialog box contains three options including the directory where the files will be saved. The second is the ability to rename the files with a standard prefix and incre- menting number like August1, August2, A ugust3, and so on. The last option allows you to open the downloaded pictures in Microsoft Office Picture Manager where you can continue to work with them. Send To Another unique and valuable feature of picture libraries is the ability to send selected pictures to an Office application. This includes the useful capability to send the image in an e-mail message via Outlook. In addition to being available as a link in the Actions menu on the toolbar of the picture library page, the Send To feature can be accessed through a link on the Download Pictures screen shown in Figure 6-15. SharePoint once again uses its integration with the Microsoft Office Picture Manager application to accomplish this useful task. You are able to send the pictures to either a cur- rently open or new document for the applications sho wn in Table 6-6, each with their own available options. Table 6-6. Send To Application Options Application Options Outlook Allows you to include the pictures as attachments or inline previews as well as specify an image size and layout style Word Allows you to resize the image before sending it PowerPoint Allows you to resize the image before sending it Excel Allows you to resize the image before sending it E-mail pictures to another user as follows: 1. On the picture library screen, select at least one picture by checking the corresponding check bo x. 2. Click the Send To link in the Actions menu on the toolbar. CHAPTER 6 ■ LIBRARIES 244 8296Ch06.qxp 2/2/07 2:16 PM Page 244 3. On the Send Pictures dialog box, shown in Figure 6-16, select “Microsoft Office Outlook message”. 4. Click the Send button. Figure 6-16. Sending pictures to another application After performing the preceding steps, a new Outlook message window will appear that includes the pictures you selected from the picture library. The Send Pictures dialog box also allows you to insert the picture into an open Office document by presenting you with a list of the currently open files . This can save you time when adding images to Office documents that you are preparing. ■Caution The Send To, multiple-file download, and other useful features require you to have Microsoft Office Picture Manager installed and ActiveX controls supported. This application is part of the Office 2003 or later installation. Slide Show Another unique way to wor k with pictur e libraries is to display a slide show, which is useful for pre- sentations or leisur ely br o wsing of the images in the libr ar y . Available in the Actions menu on the toolbar of the picture library screen is the View Slide Show link. Clicking this launches a pop-up window, shown in Figure 6-17, with a large rendition of the first image in the library along with a set of media contr ols on the r ight. These controls let you start, pause, and stop the slide show along with moving to the previous or next image in the library. The slide sho w is not star ted until y ou press the play link, at which time the page will begin dis- playing pictures from the library on a five-second interval. Along with each image, the file name, description, and date the picture was taken are also presented. CHAPTER 6 ■ LIBRARIES 245 8296Ch06.qxp 2/2/07 2:16 PM Page 245 Figure 6-17. A picture library slide show Other Librar y Usage Remaining features of SharePoint picture libraries are used exactly like their counterparts in docu- ment libraries or lists. The following capabilities can all be accomplished using the descriptions and steps found earlier in this chapter or in the “Managing Lists” section of Chapter 4: • Check-in and check-out capabilities • Folders • Versions • Copying files with Send To Managing Picture Libraries Most tasks and options used when managing picture libraries are so similar to those of lists and document libraries that we will not go into detail about them here. Please refer to the “Managing Document Libraries” section in this chapter or the “Managing Lists” section in Chapter 4 for detailed instr uctions for managing libr ary columns, views, settings, and templates. Managing Columns Adding and managing the columns used to define the library’s information structure is accom- plished the same way in a pictur e library as in other libraries and lists. The same column types found in other libraries exist for use in collecting information about each picture, so you can refer to the detailed descr iptions of these in Chapter 4. The default picture library columns are shown in Table 6-7. CHAPTER 6 ■ LIBRARIES 246 8296Ch06.qxp 2/2/07 2:16 PM Page 246 Table 6-7. Default Picture Library Columns Column Type Title Single line of text D ate Picture Taken Date and Time Description Multiple lines of text Keywords Multiple lines of text Managing Views As mentioned earlier, views have additional features in picture libraries. They also are missing some of the features of other library and list types. Upon creating a view in a picture library, you will see that the Create View screen does not have an option for creating a Datasheet view as the Datasheet view features are not available in picture libraries. Unique to a picture library is the view style called Picture Library Details. This view style is what allows a user to choose from the display formats described earlier. These display formats provide for viewing thumbnails and pr eviews of selected images while in the picture library. Picture libraries also have their own set of special columns that are available for displaying, fil- tering, sorting, and grouping in views. These columns are shown in Table 6-8 and provide additional detail about the images when users are navigating the picture library. Table 6-8. Special Picture Library Columns for Use in Views Column Description Check In Comment The comment entered by the last user to check in the picture. Checked O ut To (link Indicates the user who currently has the picture checked out. to username to user details page) Content Type The name of the content type for the picture. See the “Advanced List Concepts” section of Chapter 4 for more information about content types. Copy Source Shows a link to the source picture for images that are copies created using the Send To functionality. Created Specifies the date and time that the picture was added to the library. Created By Indicates the user who added the picture to the library. Edit (link to edit item) Displays a column containing an icon as a link that takes the user to the E dit I tem scr een. F ile S iz e S pecifies the siz e of the picture (in kilobytes). F ile T ype D isplays the file extension. ID C ontains a number that uniquely identities a pictur e within a library. Modified Specifies the date and time that the picture or its metadata was last edited. Modified By Indicates the last user to modify the picture. CHAPTER 6 ■ LIBRARIES 247 8296Ch06.qxp 2/2/07 2:16 PM Page 247 Table 6-8. Continued Column Description Name (linked to display items) Displays the file name as a link that displays the picture properties. N ame (linked to document) Displays the file name as a link that opens the picture. Name (linked to document Displays the file name as a link that opens the picture. Also with edit menu) provides the context menu for editing and managing a picture. Picture Height Specifies height dimension of the image (in pixels). Picture Size Indicates dimensions of the image. Picture Width Specifies width dimension of the image (in pixels). Selection Checkbox Allows for picture selection in library views by displaying a (select a picture) check box corresponding to the picture. This is necessary to perform actions such as Download and Send To. Thumbnail Displays the thumbnail version of the image that SharePoint creates when a picture is uploaded. Type (icon linked to Determines the file type of the picture. When used in views, the document) type is displayed as a familiar icon representing the file type. Version The version number in Major.Minor format, useful when versioning is enabled on the library. Web Preview Displays the preview version of the image that SharePoint creates when a picture is uploaded. Other Library Management Remaining management features of SharePoint picture libraries are performed exactly like their counterparts in document libraries or lists. The following management tasks can all be accom- plished using the descriptions and steps found earlier in this chapter or in the “Managing Lists” section of Chapter 4: • General settings, versioning settings, advanced settings • Library security • Managing checked out files • Incoming e-mail capabilities • M anaging copies • Libr ary template management • Deleting libraries CHAPTER 6 ■ LIBRARIES 248 8296Ch06.qxp 2/2/07 2:16 PM Page 248 Wiki Page Library Wiki page libraries are customized and specialized document libraries that allow users to collabora- tively contribute interconnected information. They do not contain documents, forms or picture f iles, rather they store wiki pages. A wiki page is made up of a large content area that allows for the editing of rich text, including formatting, tables, and most importantly, linking to other wiki pages. Creating Wiki Page Libraries Creating a new wiki page library is done using the same steps described in the “Creating Document Libraries” section earlier in this chapter. The Wiki Page Library link can be found in the Libraries section of the site’s Create page. Differences between wiki page library settings and document library settings during creation are that a wiki page library does not contain a document template and does not allo w you to specify versioning settings at that time. Working with Wiki Page Libraries The way you work with the contents of wiki page libraries differs significantly from other library types. Wiki page libraries do not contain individual files, documents, images or forms; rather, they contain pages of interconnected textual information. Users of the library can edit this information, thereby easily collaborating with each other on the content. Using Views and Navigating Pages When you navigate to the wiki page library, as shown in Figure 6-18, the first page displayed is the home page. From there, users have many ways to find additional wiki pages. The most common is to follow links within the page itself. Wiki pages are meant to link to each other to allow you to easily click through them to find the information you ar e looking for. The wiki page library also displays an additional navigation area on the left side of the page, as seen in Figure 6-18. This navigation area displays links to recently modified pages. At the bottom of this navigation is a View All Pages link. This link takes you to the All Pages view that functions like the standard All Documents view found in document libraries. It displays the name and modifica- tion information of every page in the wiki page library. Use this view if you cannot find the appropr iate links to your desired page from the wiki pages’ content. While looking at the All Pages view, you have access to the View menu on the toolbar of the library. From there, you can select to view the items by another view in the library such as By Author or By Editor. You can also perform the sorting and filtering that is common to all lists and libraries with S har eP oint. While viewing wiki pages, an additional navigation option is displayed in the toolbar on the top-right side of the wiki page. The Incoming Links link displays a list of wiki pages that contain links to the current page, thereby providing an additional means to find information related to the curr ent wiki page . These navigation options can be seen in Figure 6-18. CHAPTER 6 ■ LIBRARIES 249 8296Ch06.qxp 2/2/07 2:16 PM Page 249 Figure 6-18. The default display of a wiki page library Editing Pages Editing a wiki page is how users collaboratively create information for dissemination in the wiki page library. SharePoint provides an easy interface for editing the pages. To edit a wiki page, per- form the following steps: 1. On the wiki page library screen, navigate to the wiki page you want to edit using one of the methods discussed in the “Using Views and Navigating Pages” section earlier in this chapter. 2. On the wiki page, click the Edit link on the toolbar. 3. On the Edit Item page, modify the text in the Wiki Content area. a. The W iki Content’s toolbar allows you to change the display style and formatting of the information. b . I nser t a link to another wiki page b y entering the name of the page surrounded by dou- ble brackets like this: [[Invoicing System]]. This is highly recommended to allow users to easily navigate the wiki content. 4. Click the OK button. CHAPTER 6 ■ LIBRARIES 250 8296Ch06.qxp 2/2/07 2:16 PM Page 250 Adding Pages Adding new wiki pages can be done in two ways. The first is to edit an existing page that will connect t o the new page and insert a link using a nonexistent page name. Add a page in this manner by fol- lowing these steps: 1. On the wiki page that will contain the link, click the Edit link on the toolbar. 2. On the Edit Item page, shown in Figure 6-19, insert a link to a new wiki page by entering the name of the page surrounded by double brackets like this: [[Marketing Ideas]]. 3. Click the OK button. 4. On the wiki page, the new link will be displayed and shown with a dashed underline signify- ing that the page does not yet exist. 5. Click the link for the new page. 6. On the New Wiki Page screen, edit the content as described in the “Editing Pages” section earlier in this chapter. 7. Click the Create button. Figure 6-19. Editing a wiki page ■Tip Adding a new wiki page by adding a link in an existing page is recommended, as it ensures that all pages are connected, and users will benefit the most from interconnected content. The second way to create a new page does not require a link from an existing page, although it is best practice to create a link to the page at some point for users to easily find and edit the content. To create a new stand-alone wiki page, perform these steps: CHAPTER 6 ■ LIBRARIES 251 8296Ch06.qxp 2/2/07 2:16 PM Page 251 1. On the wiki page library screen, click the View All Pages link in the navigation area on the left side of the screen. 2. On the wiki page library screen’s All Pages view, click the New link on the toolbar. 3 . O n the New Wiki Page screen, enter a name for the new page, and edit the content as described in the “Editing Pages” section earlier in this chapter. 4. Click the Create button. Page History Wiki page libraries maintain the historical content of each page. Since the main purpose for a wiki page is for users to edit the information collaboratively, there arises the need for some control over the content that is published in the library. The history of each page can be displayed by clicking the History link on the toolbar of the desired wiki page. The Page History screen, displayed in Figure 6-20, shows you a link to each version of the wiki page along with the date and time it was created. Content that was added or deleted in this v ersion is shown with a background color to easily distinguish it from the other information. If you are viewing an older version of the wiki page, there are additional capabilities available in the toolbar. You can delete the version of the wiki page being displayed using the Delete This Ver- sion link. You can also restore the wiki page to that version using the Restore This Version link. This is very valuable if you determine that recent edits are not desirable, allowing you to easily roll back the wiki page to pr ior content. Figure 6-20. The Page History screen Other Library Usage Remaining features of SharePoint wiki page libraries are used exactly like their counterparts in doc- ument libr aries or lists. The following capabilities can all be accomplished using the descriptions and steps found earlier in this chapter or in the “Managing Lists” section of Chapter 4: CHAPTER 6 ■ LIBRARIES 252 8296Ch06.qxp 2/2/07 2:16 PM Page 252 • Using the datasheet to edit items • Check-in and check-out capabilities • Versions • Send To Managing Wiki Page Libraries Little additional management of wiki page libraries is necessary, as their purpose is to allow users to manage the content of the libraries and their connections themselves. As with other libraries, wiki page libraries do allow you to add custom columns and create new views. Managing Columns Since the standard view that users see when viewing wiki pages only shows them the wiki content column, the benefits of adding custom columns to a wiki page library is limited. Adding columns to a wiki page library does still allow you to organize your pages by creating custom views that can be seen by users when they click the libr ary’s View All Pages link. The columns that exist in a newly created wiki page library are the standard modification and creation information, as well as the page name and wiki content column. This wiki content column is a “Multiple lines of text” column, which allows for rich text formatting to support the collabora- tive editing of content for the wiki page. Managing Views When a wiki page library is created, it comes with the default views shown in Table 6-9. As with other libraries and lists, you can create custom views to organize the way in which the pages will be shown in the library; however, the normal way users navigate through the wiki pages in a library will be unaffected by custom views. Table 6-9. Wiki Page Library Views View Description All Pages The default view; it displays the type, file name, modification information and cr eation information for all items in the library. Recent Changes Displays the type, file name, modification information, and creation information for all recently edited items in the library, sorted by the modification date. Created By Me Displays the type, file name, modification information, and creation infor mation for all of the curr ent user ’ s pages . This is accomplished by using a filter of Created By is equal to [Me]. By Author Displays the type, file name, modification information, and creation information for all items in the library. The items are grouped by the user who cr eated them. B y Editor Displays the type, file name, modification information, and creation information for all items in the library. The items are grouped by the user who most recently modified them. CHAPTER 6 ■ LIBRARIES 253 8296Ch06.qxp 2/2/07 2:16 PM Page 253 [...]... management, reporting, auditing, security, and execution are all handled within the existing SharePoint infrastructure and often integrate with Office 20 07 applications I Caution The workflow integration with Office 20 07 applications is not available in all versions You must have Office Ultimate 20 07, Office Professional Plus 20 07, or Office Enterprise 20 07 to take advantage of workflow integration... regulatory policy Both the workflow and information management policy capabilities of SharePoint 20 07 are customizable, allowing your organization to add additional features to those that are available in a standard SharePoint installation This chapter will focus on the common usability and management aspects within each while describing the default SharePoint 20 07 workflow and information management policy... stored, managed and accessed in SharePoint 20 07, what enhances it as a platform for business process collaboration and document management are its powerful workflow and information management capabilities These features allow you to manage business processes within the collaborative SharePoint environment while enforcing enterprise data handling that can assist you with compliance and corporate regulatory... Service 3.0 and SharePoint Server 20 07, we will use the Three-state workflow as the example throughout the “Workflow” section of this chapter Workflow Lists Before we delve into the creation and management of workflows in SharePoint 20 07, it is a good idea to understand the underlying list structure required to support workflows Each workflow requires two SharePoint lists to maintain state and history... PowerPoint 20 07 application The Stop Checking this Slide for Changes option and the Stop Checking All Slides for Changes option allow you to sever the link between your presentation and the slide library 259 8296Ch06.qxp 260 2/2/ 07 2:16 PM Page 260 CHAPTER 6 I LIBRARIES Figure 6-23 Updating PowerPoint 20 07 slides from the slide library Other Library Usage Remaining features of SharePoint Server 20 07 slide... lists and can be quite valuable when managing any type of status progression for list items or documents 271 8296Ch 07. qxp 272 2/2/ 07 2:15 PM Page 272 CHAPTER 7 I WORKFLOW AND INFORMATION MANAGEMENT POLICIES I Note The Three-state Workflow site collection feature must be activated in order to create Three-state workflows on lists and libraries within your site Since it is available in both Windows SharePoint. .. Properties dialog box, and Office 20 07 applications will show the Document Information panel if there are any required custom columns Enter the appropriate information about the document, and click the OK button for Office 2003 or the Save button for Office 20 07 Figure 6-24 Saving to a document library from Word 20 07 8296Ch06.qxp 2/2/ 07 2:16 PM Page 263 CHAPTER 6 I LIBRARIES In addition to SharePoint s integration... Due Date, and Assigned To settings You can also specify that an e-mail notification should be sent and configure the To, Subject, and Body text 7 Click the OK button Figure 7- 2 The Customize the Workflow page 275 8296Ch 07. qxp 276 2/2/ 07 2:15 PM Page 276 CHAPTER 7 I WORKFLOW AND INFORMATION MANAGEMENT POLICIES Workflows can also be created on site content types so that the workflow is available to all... Workflow section that lists the currently running and completed workflow instances for the selected list item or document The Workflow section displays the start and end times as well as the current status of each workflow instance This can be seen in Figure 7- 3 8296Ch 07. qxp 2/2/ 07 2:15 PM Page 277 CHAPTER 7 I WORKFLOW AND INFORMATION MANAGEMENT POLICIES Figure 7- 3 The Workflows page Workflow Status There... termination action is available for all workflow types 277 8296Ch 07. qxp 278 2/2/ 07 2:15 PM Page 278 CHAPTER 7 I WORKFLOW AND INFORMATION MANAGEMENT POLICIES Figure 7- 4 The Workflow Status page Terminating a workflow may be necessary if, for any reason, the instance has encountered an error You may also want to terminate a workflow if it was created incorrectly and users have initiated the workflow before the . with PowerPoint 20 07; however, these capabilities are not available in all versions. You must have Office Ultimate 20 07, Office Professional Plus 20 07, or Office Enterprise 20 07 to take advantage. LIBRARIES 255 8296Ch06.qxp 2/2/ 07 2:16 PM Page 255 Slide Library Slide libraries require SharePoint Server 20 07 to be installed in your environment before they can be created, and you must have PowerPoint 20 07 to make. LIBRARIES 259 8296Ch06.qxp 2/2/ 07 2:16 PM Page 259 Figure 6-23. Updating PowerPoint 20 07 slides from the slide library Other Library Usage Remaining features of SharePoint Server 20 07 slide libraries are