SharePoint 2007 User’s Guide Learning Microsoft’s Collaboration and Productivity Platform phần 9 pdf

Deleting Alerts You can delete existing alerts in one of two ways. The first method is to click the Delete button on the E dit Alert page. This will delete the displayed alert and return you to the My Alerts on This Site page. The second method for deleting alerts is to click the boxes in front of the names of the alerts to delete on the My Alerts on This Site page and then click the Delete Selected Alerts link. You will be prompted to confirm your wish to delete the alerts. Once you click OK on the deletion confirmation prompt, the selected alerts are deleted, and the My Alerts on This Site page is updated to reflect the change. Removing Alerts for Other Users As we discussed earlier, site managers have the ability to create alerts for other users of the site. The user the alert is created for can then manage the alert, making changes as needed. Administrators of a site can also delete alerts created for users within this site. To delete alerts set within a site you manage, follow these steps: 1. Navigate to the Site Settings page for the site containing the alerts to be deleted. 2. On the Site Settings page, in the Site Administration section, click the User Alerts link. 3. On the User Alerts page, do the following: a. Select the user in the Display Alerts For drop-down list, and click the Update button. The Alerts section will be updated to show the alerts in this site for the selected user. b. In the Alerts section, check the boxes in front of the alerts to delete, and click the Delete Selected Alerts link. 4. On the deletion confirmation window, click the OK button to delete the selected aler ts. The alerts are deleted, and the User Alerts page is refreshed returning you to the default view. My Site My Site is your personal S harePoint web site. It provides a location where you can organize and manage your work. You can also use it to share your own information and your own views of infor- mation with others. This site allows other users to obtain information about you, such as your gener al demographics, your skills, and your inter ests. My Site also acts as a consolidation point where you can manage all of the documents and tasks you own anywhere in your SharePoint environment. Figure 9-8 depicts the default My Site. CHAPTER 9 ■ PERSONALIZATION FEATURES 332 8296Ch09.qxp 2/2/07 2:13 PM Page 332 Figure 9-8. The M y Home page To access your My Site, click the My Site link in the site title bar. The first time you access My Site, it will be created and configured for you. Your My Site includes two default pages. The first page is the My Home page. This page is your default entry point into My Site, as shown in Figure 9-8. It is only available to the My Site owner. The second page is the My Profile page. This page is the default entry point for others into your My Site. This page provides other users with information about you and views of information you want to provide to others. Figure 9-9 depicts the default Everyone view of your My Profile page. CHAPTER 9 ■ PERSONALIZATION FEATURES 333 8296Ch09.qxp 2/2/07 2:13 PM Page 333 Figure 9-9. The My Profile page The My Home Page As we mentioned previously, the My Home page of My Site, shown in Figure 9-8, is your entry point into your My Site resources. When you first access My Site, the My Home page is presented and is composed of the following options: • Get Started with My Site: Provides links to resources used to start configuring My Site for use: • Describe yourself: Navigates you to the profile editing page where you can manage information about yourself to share with others. • Identify the people you know: Navigates you to the My Colleagues list where you can enter and manage key contacts. • U pload your pictur e: N avigates y ou to the pr ofile editing page where, along with updat- ing your demographic information, you can upload a picture of yourself for display to others when viewing your profile information. • Customize this page: Opens the My Home page in edit mode, so you can tailor the page to meet y our needs . • Learn mor e about My Site: O pens the help page containing the intr oduction to My Site details. CHAPTER 9 ■ PERSONALIZATION FEATURES 334 8296Ch09.qxp 2/2/07 2:13 PM Page 334 • RSS Viewer: Allows you to configure RSS feeds for viewing in My Site. • SharePoint Sites: Lists sites in the SharePoint environment showing documents you own and tasks assigned to you. You can add additional sites using the New Site tab option under the Sites menu header. • My Calendar: Links to your Microsoft Exchange calendar through Outlook Web Access (OWA) allowing for events listed on your calendar to be viewed in My Site. • Colleague Tracker: A llows you to track the people you work with. Colleague assignments are used to assign rights to your My Profile page. • Set as Default My Site: This page header option sets this site as the default My Site page for the user. • Create Blog: This page header option initiates the creation of a new blog site to be made available through My Site to share information with others. • Recent Blog Posts: Available once the Create Blog option has been used, this option lists recent posts to the created blog site. You can arrange, add, and remove items from your My Home page in order to organize materi- als in the way that maps to how you work. My Site also includes the following libraries for storing content within My Site: • Form Templates: This document library is used to store form templates that have been approved by administrators for use. • Personal Documents: This document library is used to store documents to be kept private, so that only you can access them. • Shared Documents: This document library is meant to store documents that will be located in your My Site that will be shared with others. • Shared Pictures: This pictur e library is meant to store images that you wish to share with others. You can create additional lists, libraries, and content; add web parts; and rearrange the infor- mation to create an environment to manage and share your information. To create and manage pages, documents, and lists refer to Chapters 4 through 8. The My Profile Page As discussed previously, the My Profile page is used to share your information with others. This can include infor mation about y ou as well as views of information available across the environment. This page is the only page av ailable when others access y our M y S ite . P eople can navigate to your My Site through any reference to your name in the SharePoint environment. This includes places where you are listed as the owner of content, as the last person to modify materials, or as a contact. Y ou can configur e the My Profile page to present information to others based on who they are and their relationships to you. By default, you have separate views of the My Profile page for different types of users based on their relationships with you. These relationships include the following ones: • My Manager: This is the individual listed as your manager in your profile. By default, your manager information is pulled from Active Directory. • M y W or kgroup: These ar e individuals understood to be the people y ou r egularly wor k with. Often, these are people within your department or functional area. You define who these people are through your Colleague list, identifying those colleagues that you consider part of y our work group. CHAPTER 9 ■ PERSONALIZATION FEATURES 335 8296Ch09.qxp 2/2/07 2:13 PM Page 335 • My Colleagues: These are individuals you have listed in your My Colleagues list in My Site. • Everyone: These are all users that access your My Site but do not fall within any of the other groupings listed here. The view of the My Profile page presented to users accessing your My Site is determined by their membership in the preceding groups. The page presented is based on the highest relationship for a user, with My Manager being the highest and Everyone being the lowest. By default, all four of the initial My Site views are the same and include the following: • Contact Information: Contains the contact details within your profile that the user accessing the site has rights to see. • Organization Hierarchy: Lists you in context within your organization’s hierarchy. • Latest Blog Post: Lists the most recent post made to your My Site’s blog site. This is only avail- able if a blog site has been created for use in My Site, as we described previously. • Documents: Lists the documents that you own. • Colleagues: Lists your colleagues who you have authorized users of your My Site to see. You can set these rights based on the users’ roles. • In Common with You: Lists details that the user accessing your My Site has in common with you. This includes common managers, colleagues, and memberships. • Memberships: Lists distribution lists and other memberships you share with the person viewing your My Site. • Links: Lists your My Links that the person visiting your My Site is authorized to see. You can define the roles to make a link available to when creating a link. We will discuss My Links in the “My Links” section later in this chapter. Managing Colleagues The information presented to others when they access your My Site is based on their relationships to you. Some relationships, such as managers, are defined in Active Directory. Other relationships are managed by you within My Site using the Colleagues capabilities . You define colleagues by adding them to the My Colleagues list in My Site. This list tracks information about your colleagues and defines if these individuals are part of your workgroup. To add a colleague, follow these steps: 1. Navigate to the My Home page of your My Site. 2. On the My Home page, in the My Profile list in the Quick Launch area, click the Colleagues link. 3. On the My Colleagues page, click the Add Colleagues link. 4. On the Add Colleagues page, do the following: a. In the Identify Colleagues section, select the individuals to add as colleagues. You can enter an individual’s ID and click the check names icon, or you can click the browse icon to locate the individuals. You can also select names from the list of suggested colleagues. CHAPTER 9 ■ PERSONALIZATION FEATURES 336 8296Ch09.qxp 2/2/07 2:13 PM Page 336 b. In the Privacy and Groupings section, select the My Site roles for which the colleague details will be displayed when others access your My Site. After you select a role, all users accessing your site in that role or a higher role (as we described previously in the section “The My Profile Page”) will be able to see the information for the entered col- leagues. In this section, you can also select if the colleagues being entered should be added to your workgroup. Finally, you will specify a new or existing grouping in which to place the added colleagues. c. Once all the information has been entered, click the OK button. The entered colleagues are saved, and you are returned to the My Colleagues page. You can also edit information about your existing colleagues. To edit information about col- leagues you have already identified, follow these steps: 1. Navigate to the My Home page of My Site. 2. On the My Home page, in the My Profile list in the Quick Launch area, click the Colleagues link. 3. On the My Colleagues page, for the colleague you wish to edit, select the edit option from the items drop-down menu. 4. On the Edit Colleagues page, do the following: a. In the Privacy and Groupings section, update the My Site roles for which the colleague details will be displayed when others access your My Site. Identify if the person is part of My Workgroup, and update the colleague’s grouping. b. Once all the information has been appropriately, updated click the OK button. The colleague is updated, and you are returned to the My Colleagues page. You can also delete an existing colleague. This is done by checking the box in front of listed colleagues on the My Colleagues page and clicking the delete link or by selecting the Delete option from a colleague’s drop-down menu. In either case, you will be prompted to confirm the deletion. Once the deletion is confirmed, the colleague will be deleted and the My Colleagues page will be updated to reflect the change. Managing Your Profile As we mentioned earlier in this section, the colleague details are used to determine the users that can see your various profile details. Your profile lists details about you. Some of the information is managed through Active Directory, while other information is available for you to update as needed. You can also select the roles that are able to see the various profile details. You can config- ure the details to be available to the following people: • Only Me • M y M anager • M y Workgroup • My Colleagues • E v er y one Ther e ar e sev er al details in y our profile that are always available to everyone and cannot be filtered by role. These are considered general details about you that all users should be able to reference. These items are as follows: CHAPTER 9 ■ PERSONALIZATION FEATURES 337 8296Ch09.qxp 2/2/07 2:13 PM Page 337 • Name: Your name as it appears in Active Directory. • About Me: A description about yourself that you can enter. • Picture: A picture of you that you can upload. • Responsibilities: A list of your current responsibilities. • Assistant: A reference to your assistant that you can configure. • Active Directory Attributes: Active Directory details include several attributes that are stored in Active Directory and included in the user’s profile, such as Account Name, Work E-mail, Department, Office, Work Phone, and so on. These items can not be edited. For any of these items that you manage, if you do not want the information to be available to others, you can leave the associated details blank. All of the other profile details can be configured to be displayed to only those roles to which you want the information to be available. Some of the information is pulled from Active Directory, while other information must be entered by you. To view your profile information, select the My Settings link from the Welcome drop-down menu in the global links bar. This will present your pro- file details , as sho wn in Figure 9-10. Figure 9-10. The User Information page CHAPTER 9 ■ PERSONALIZATION FEATURES 338 8296Ch09.qxp 2/2/07 2:13 PM Page 338 To update your profile information, follow these steps: 1. Navigate to your My Site. 2. On the My Home page, in the My Profile list in the Quick Launch area, click the Details link. 3. On the Edit Details page, you can update the following items: a. In the About Me section, enter text that describes you. b. In the Picture section, click the Choose Picture button to browse to a picture to upload. This makes a picture of you available to site users. c. In the Responsibilities section, enter your job responsibilities, separated by commas, or select available responsibilities by clicking the Browse Responsibilities button and selecting from the listed responsibilities. d. In the Skills section, enter the skills you have, separated by commas, or select available skills by clicking the Browse skills button and selecting from the listed skills. You can also select the type of user that can view the information. e. In the Past Projects section, enter previous projects you have worked on, and select the type of users that can view the information. f. In the Interests section, enter your interests to note, and select the type of user that can view the information. g. In the Schools section, list the schools you have attended. You can also select the type of user that can view the information. h. In the Birthday section, enter your birthday, and select the type of user that can view the information. i. In the Assistant section, select your assistant by entering his or her ID and clicking the check names button or by using the browse button to locate the name. j. In the Mobile Phone section, enter your mobile telephone number, and select the type of user that can view the information. k. In the Fax section, enter your fax number, and select the type of user that can view the information. l. In the Home Phone section, enter your home telephone number, and select the type of user that can view the information. m. Once all of the information has been appropriately updated, click the Save and Close link. The profile information is updated, and you are returned to the My Home page. My Links MOSS allows you to maintain a list of links that are important to you. These links may include refer- ences to existing sites in the SharePoint environment, references to other resources in your corporate network, or links to resources available across the Internet. You can create and organize these links to make it easy for y ou to r efer ence the associated infor mation. You can also determine if any of the links should be made available to others when they visit your My Site and identify the roles that can view them. We discussed My Site in the “My Site” section earlier in this chapter. Links included in y our My Links are listed in the My Links drop-down list located in the global links bar of the portal, as shown in Figure 9-11. CHAPTER 9 ■ PERSONALIZATION FEATURES 339 8296Ch09.qxp 2/2/07 2:13 PM Page 339 F igure 9-11. M y Links Adding My Links You can add links to My Links list in two ways. First, you can select to add the current SharePoint site being viewed to My Links. This is done as follows: 1. Navigate to the site you wish to add to My Links. 2. On the page to add, select the Add to My Links option from the My Links menu, as shown in Figure 9-11. 3. In the Add to My Links window, do the following: a. Verify the Title and Address being added. You can make changes to these values as needed. b. Select the type of My Site visitors that can view the links. c. Select a group under which to organize the link. d. Once all the information has been entered, click the OK button. The link is added, and the Add to My Links windo w is closed. The second method available to add items to your My Links is used to create links that refer- ence any Shar ePoint, internal network or Internet-based resource. To create a new My Link item, follow these steps: 1. From any location in the SharePoint environment, select the Manage Links option from the My Links menu in the global links bar, as shown in Figure 9-11. 2. On the My Links page, click the Add Links option. 3. On the Add Link page, do the following: a. In the Link Information section, enter the title and address for the link to be added. b . I n the P r iv acy and Grouping section, select the type of My Site users who can view the link when accessing your My Site, and select the group under which the link should be organized. c . O nce all of the information has been entered, click the OK button. The link is added, and you are returned to the My Links page. Editing M y Links There are two methods you can use to edit your My Links. The first method is used when you want to change the pr iv acy and gr ouping details for multiple links at the same time , so that they all r efer- ence the same information. To update the privacy and grouping details in this way, follow these steps: CHAPTER 9 ■ PERSONALIZATION FEATURES 340 8296Ch09.qxp 2/2/07 2:13 PM Page 340 1. From any location in the SharePoint environment, select the Manage Links option from the My Links menu in the global links bar, as shown in Figure 9-11. 2. On the My Links page, check the box in front of all the links to edit, and click the Edit Links option. 3. On the Edit My Link page, do the following: a. In the Privacy and Grouping section, update the type of My Site users who can view the links when accessing your My Site, and update the group under which the links should be organized. b. Once all updates have been made, click the OK button. The links are updated, and you are returned to the My Links page. The second method available for editing links is used when you want to edit any of the details for a specific link. This includes editing the title, address, privacy or grouping details. Follow these steps to edit a single link: 1. From any location in the SharePoint environment, select the Manage Links option from the My Links menu in the global links bar, as shown in Figure 9-11. 2. On the My Links page, select the Edit option from a listed link ’s drop-down menu. 3. On the Edit My Link Page, do the following: a. In the Link Information section, update the title and address information. b. In the Privacy and Grouping section, update the type of My Site users who can view the link when accessing your My Site, and update the group under which the link should be organized. c. Once all updates have been made, click the OK button. The link is updated, and you are returned to the My Links page. Deleting My Links You can delete links from My Links by checking the box in front of the links to delete on the My Links page and clicking the Delete link or by selecting the Delete option from a listed link’s drop- do wn menu on the My Links page. When using either approach, you will be prompted to confirm that the items should be deleted. Once you confirm the deletion, the items will be deleted, and the My Links page will be refreshed to reflect the change. Personalization Sites In Chapter 3, we discussed the various MOSS site templates available when creating new sites in your SharePoint environment. One of the templates we discussed was the Personalization Site tem- plate that is used to cr eate sites wher e the content display ed is based on the person accessing the site. These sites enable you to target information to specific individuals or groups of users. These sites also act as a bridge between your SharePoint portal and users’ My Sites. Personalizing Content When you first create a personalization site, it contains no presented content beyond the standard personalization site w elcome text, as shown in Figure 9-12. CHAPTER 9 ■ PERSONALIZATION FEATURES 341 8296Ch09.qxp 2/2/07 2:13 PM Page 341 [...]... estimates and product licensing requirements needed to support the defined products and services Designer 12/ 09 /2007 12/14 /2007 Enter products’ and services’ detailed descriptions into the RFP response Analyst 12/15 /2007 12/18 /2007 Add costs for products and services Sales representative 12/ 19 /2007 12/21 /2007 Post response for approval Sales representative 12/22 /2007 12/23 /2007 I Note The creation and configuration... necessary to define processes and rules to refresh content that should be updated over time, such as policy and procedure materials, or to remove expired content once it is no longer pertinent 353 8 296 Ch10.qxp 354 2/2/07 2:14 PM Page 354 CHAPTER 10 I DOCUMENT MANAGEMENT SOLUTIONS SharePoint Document Management Solutions The capabilities of SharePoint Server 2007 and Windows SharePoint Services 3.0 that... e-mails and sets the e-mail address as DatalanRFP 365 8 296 Ch10.qxp 366 2/2/07 2:14 PM Page 366 CHAPTER 10 I DOCUMENT MANAGEMENT SOLUTIONS Table 10-2 Task List Values Title Assigned To Start Date Due Date Add company background, value proposition information, and references Sales representative 12/01 /2007 12/04 /2007 Determine products and services needed to address RFP needs Analyst 12/05 /2007 12/08 /2007. .. TSMITH, and I access my SharePoint environment initially as TSMITH Then, I use the Sign In as a Different User option to log on to SharePoint as SBATES When I open a document, it will open under my TSMITH credentials Office programs, like Word and Excel, are not impacted by the logging on as a different user 347 8 296 Ch 09. qxp 2/2/07 2:13 PM Page 348 8 296 Ch10.qxp 2/2/07 2:14 PM CHAPTER Page 3 49 10 III... published and made available to others • Managing documents’ archival and/ or disposition once they are no longer pertinent In this chapter, we will discuss document management solutions and describe how a SharePoint environment can be configured to support the needs of document creation and management processes We will discuss a sample document management situation and walk through how a SharePoint- based... additional options are made available in the Welcome menu, as shown in Figure 9- 15 These options allow you to toggle between the shared and personal views of the page and give you the ability to remove your personal view Figure 9- 15 The Welcome menu with the Personal View options 345 8 296 Ch 09. qxp 346 2/2/07 2:13 PM Page 346 CHAPTER 9 I PERSONALIZATION FEATURES Selecting the Show Shared View option from the... solutions described in this chapter leverage only those capabilities native to SharePoint and configurable through the standard SharePoint interface There are many ways to extend the existing capabilities, using products like SharePoint Designer, and to introduce additional capabilities through the use of other Microsoft and third-party tools We will make note of some of the areas that can be enhanced... • We have a SharePoint environment that includes both Windows SharePoint Services 3.0 and SharePoint Server 2007 • MOSS searching and indexing have been configured for our environment For the purposes of this sample, there will not need to be any specific content included in the search results However, to deploy a similar solution into a production environment, you would need searching and indexing... references, and the like For the purposes of our example, we will be using the Presentation Materials site to manage graphics, such as company logos and charts, and standard text items, such as a company description and product descriptions In our example, this site will contain the following components: • Presentation Materials library: This document library will be used to store and organize standard... type, and make it required c Update the All Documents view by placing the Category column in Position 3 and placing the Owner column in Position 4 d Create a new standard view called By Category, make it the default view and include the following columns: Type, Name (linked to document), Owner, Modified, and Modified By Sort by Name (linked to document), and group by Category with the group expanded . global links bar of the portal, as shown in Figure 9- 11. CHAPTER 9 ■ PERSONALIZATION FEATURES 3 39 8 296 Ch 09. qxp 2/2/07 2:13 PM Page 3 39 F igure 9- 11. M y Links Adding My Links You can add links. about you and views of information you want to provide to others. Figure 9- 9 depicts the default Everyone view of your My Profile page. CHAPTER 9 ■ PERSONALIZATION FEATURES 333 8 296 Ch 09. qxp 2/2/07. programs, like Word and Excel, are not impacted by the logging on as a different user. CHAPTER 9 ■ PERSONALIZATION FEATURES 347 8 296 Ch 09. qxp 2/2/07 2:13 PM Page 347 8 296 Ch 09. qxp 2/2/07 2:13 PM