Office and sharepoint 2007 users guide

 CYAN   MAGENTA  YELLOW   BLACK  PANTONE 123 C Books for professionals by professionals ® Integrating SharePoint with Excel, Outlook, Access, and Word Dear Reader, Author of User’s Guide to the Apple II FoxPro Programming Guide Debugging & Maintaining FoxPro Applications Using Visual FoxPro 3.0 for Windows Using Visual FoxPro Web sites Collaboration Document management Paperless offices Businesses want it all today, but how you achieve all of these goals? More importantly, if you work for one of the millions of small to medium-sized businesses, how you find the time and build the expertise necessary to reach these goals? Even the most powerful tool will not allow you to succeed unless you can get the majority of your staff to use it efficiently and effectively You need a guide that demonstrates a platform small to medium-sized businesses can use to reach these goals I wrote this book to explain the path every Microsoft Office user can follow to benefit from the synergism of tools they are already familiar with Together with SharePoint 2007, users can achieve goals with a consistent single view, improve collaboration within their organization, attain better document management, and maybe even get one step closer to the fabled paperless office This book has topics for Office users of all levels, from those just starting out, to the experienced power user I examine each major Office tool and explain its role in the world of SharePoint In this book, you will discover how to access, customize, share, and extend SharePoint document libraries in conjunction with Word, Excel, and other Office products; different ways to leverage Office facilities while interacting with SharePoint, such as 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; and what it really means to leverage all of SharePoint’s capabilities by tying them directly into the Office applications you use every day So, who is this book for? I’ve aimed this at anyone who works for a company or organization using (or planning to use) SharePoint and Office So if you want to make a true difference to how your organization functions, this is the book for you Michael P Antonovich Companion eBook THE APRESS ROADMAP See last page for details on $10 eBook version SharePoint 2007 User’s Guide Pro SharePoint 2007 Development Techniques Office and SharePoint 2007 User’s Guide Pro SharePoint Solution Development ISBN-13: 978-1-59059-984-6 ISBN-10: 1-59059-984-5 54499 US $44.99 Antonovich www.apress.com Workflow in the 2007 Microsoft Office System Companion eBook Available Office and SharePoint 2007 User’s Guide Office and SharePoint 2007 User’s Guide: The EXPERT’s VOIce ® in Office Office and SharePoint 2007 User’s Guide Integrating SharePoint with Excel, Outlook, Access, and Word Empowering productivity for the MS Office user Michael P Antonovich Shelve in Microsoft Office User level: Beginner–Intermediate 781590 599846 this print for content only—size & color not accurate spine = 1.043" 552 page count Antonovich_984-5FRONT.fm Page i Tuesday, April 15, 2008 2:29 PM Office and SharePoint 2007 User’s Guide Integrating SharePoint with Excel, Outlook, Access, and Word ■■■ Michael P Antonovich Antonovich_984-5FRONT.fm Page ii Tuesday, April 15, 2008 2:29 PM Office and SharePoint 2007 User’s Guide: Integrating SharePoint with Excel, Outlook, Access, and Word Copyright © 2008 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): 978-1-59059-984-6 ISBN-10 (pbk): 1-59059-984-5 ISBN-13 (electronic): 978-1-4302-0632-3 ISBN-10 (electronic): 1-4302-0632-2 Printed and bound in the United States of America Trademarked names may appear in this book Rather than use a trademark symbol with every occurrence of a trademarked name, we use the names only in an editorial fashion and to the benefit of the trademark owner, with no intention of infringement of the trademark Lead Editor: Tony Campbell Technical Reviewer: David Pyke Editorial Board: Clay Andres, Steve Anglin, Ewan Buckingham, Tony Campbell, Gary Cornell, Jonathan Gennick, Matthew Moodie, Joseph Ottinger, Jeffrey Pepper, Frank Pohlmann, Ben Renow-Clarke, Dominic Shakeshaft, Matt Wade, Tom Welsh Project Manager: Richard Dal Porto Copy Editor: Ami Knox Associate Production Director: Kari Brooks-Copony Production Editor: Liz Berry Compositor: Susan Glinert Stevens Proofreader: Linda Seifert Indexer: Julie Grady Artist: April Milne Cover Designer: Kurt Krames Manufacturing Director: Tom Debolski Distributed to the book trade worldwide by Springer-Verlag New York, Inc., 233 Spring Street, 6th Floor, New York, NY 10013 Phone 1-800-SPRINGER, fax 201-348-4505, e-mail orders-ny@springer-sbm.com, or visit http://www.springeronline.com For information on translations, please contact Apress directly at 2855 Telegraph Avenue, Suite 600, Berkeley, CA 94705 Phone 510-549-5930, fax 510-549-5939, e-mail info@apress.com, or visit http:// www.apress.com Apress and friends of ED books may be purchased in bulk for academic, corporate, or promotional use eBook versions and licenses are also available for most titles For more information, reference our Special Bulk Sales–eBook Licensing web page at http://www.apress.com/info/bulksales The information in this book is distributed on an “as is” basis, without warranty Although every precaution has been taken in the preparation of this work, neither the author(s) nor Apress shall have any liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the information contained in this work The source code for this book is available to readers at http://www.apress.com You may need to answer questions pertaining to this book in order to successfully download the code Antonovich_984-5FRONT.fm Page iii Tuesday, April 15, 2008 2:29 PM For my wife of 30 years, Susan, and our wonderful daughter, Natasha I love you both Antonovich_984-5FRONT.fm Page iv Tuesday, April 15, 2008 2:29 PM Antonovich_984-5FRONT.fm Page v Tuesday, April 15, 2008 2:29 PM Contents at a Glance About the Author xv About the Technical Reviewer xvii Acknowledgments xix Introduction xxi ■CHAPTER An Introduction to SharePoint ■CHAPTER SharePoint Lists 53 ■CHAPTER Creating Content Pages 99 ■CHAPTER Using Your Document Library with Microsoft Office 133 ■CHAPTER Using Outlook 167 ■CHAPTER Managing Lists with Access 211 ■CHAPTER Managing SharePoint Lists from Excel 261 ■CHAPTER Publishing Excel with Excel Services 287 ■CHAPTER An Introduction to Creating Forms with InfoPath 335 ■CHAPTER 10 Publishing InfoPath Forms in SharePoint Libraries 381 ■CHAPTER 11 Peer-to-Peer Collaboration with Groove 423 ■CHAPTER 12 Additional Supporting Libraries 455 ■INDEX 507 v Antonovich_984-5FRONT.fm Page vi Tuesday, April 15, 2008 2:29 PM Antonovich_984-5FRONT.fm Page vii Tuesday, April 15, 2008 2:29 PM Contents About the Author xv About the Technical Reviewer xvii Acknowledgments xix Introduction xxi ■CHAPTER An Introduction to SharePoint .1 Site Collections, Sites, and Subsites Collaboration Site Templates Meeting Templates Enterprise Site Types in MOSS 2007 Publishing Sites Library Types 11 Permissions and Groups 13 Adding a Document Library 19 Knowing Your Document Templates 21 Adding Your First Document to Your New Library 22 Uploading a Document 26 Editing Documents Stored in Your Library 33 What Is a Concurrency Problem? 36 Why Use Check-Out and Check-In? 36 Tracking Document Versions 41 Promoting a Prior Version to the Current Version 43 Publishing Documents to Your Document Library 45 Requiring Document Approval to Hide Drafts: A Simple Workflow 48 Recovering Accidental Deletions with the Recycle Bin 50 Summary 51 ■CHAPTER SharePoint Lists 53 Exploring SharePoint’s Built-in List Types 53 Communications Lists 53 Tracking Lists 57 Other Lists 69 vii Antonovich_984-5FRONT.fm Page viii Tuesday, April 15, 2008 2:29 PM viii ■C O N T E N T S Creating a New SharePoint List Based on an Existing Template 70 Adding Items to Your New List 75 Building a Custom List 77 Modifying the Columns in Your List 83 Using Alerts to Notify You When Your List Is Changed 87 Creating RSS Feeds for Your List 89 Defining Views for Your List 93 Sorting and Filtering Lists 96 Summary 98 ■CHAPTER Creating Content Pages 99 Adding a Page to Your Site 99 Placing Simple Content on Your New Page 101 Adding an Image to Your Content 103 Adding a Hyperlink to Your Content 104 Copying Text from a Word Document 104 Adding a Table to Your Content 105 Your Final Content Page 106 Adding Functionality with Web Part Pages 107 Creating a New Web Part Page 107 Modifying the Page Title Bar 108 Adding a Web Part to a Web Part Zone 110 Adding Content to the Content Editor Web Part 111 Modifying the Generated HTML 113 Adjusting the Appearance of the Web Parts 115 Using Web Parts to Display Libraries and Lists 118 Creating Master-Detail Relationships Between Your Lists 119 Editing Existing Pages with Check-Out and Check-In 123 Tracking Page Versions 126 Publishing Pages to Your Site 126 Recovering Accidental Deletions with the Recycle Bin 130 Summary 131 ■CHAPTER Using Your Document Library with Microsoft Office 133 Opening a SharePoint Document from Within Microsoft Office 134 Editing and Saving a Document to a Document Library 140 Saving a New Document 142 Saving a Document to an Existing Library 142 Antonovich_984-5INDEX.fm Page 510 Thursday, April 17, 2008 8:45 AM 510 ■I N D E X Contents list, data sources Contribute permission level, 14 choosing type of, 367 controls, form, 343–347 for forms, 347–348 check boxes, 86, 344–345 list of available, 366 conditional formatting, 345–346 viewing external, in Excel worksheets, 305–317 properties of, 344 reusing, 375–377 custom forms, 241–244 custom lists building, 77–82 exporting Excel data to, 269–275 saving as template, 71 Custom Send To Destination setting, 398 Data Sources task group, 347–348 data types, 273, 344–345 data validation applying to form fields, 346–347 of InfoPath forms, 392 database views, with Excel worksheets, 309–311 databases ■D connecting InfoPath forms to, 370–375 dashboards naming, 211 adding KPIs to, 328–332 creating, 324–332 See also Access Datasheet View defined, 324 displaying documents in, 30–32 organizing web parts in, 326–327 editing documents from, 34–35 data declarative functionality, 392 editing linked, 226–227 Decision Meeting Workspace template, list, 214–215 default page, of site, manual, and KPIs, 318–321 deletions, recovering from Recycle Bin, 50–51, 130, 174–175, 183–184, 259–260 offline, 188–193, 246–252 synchronizing, 213–214, 249–250 Data Connection Library, 13 Data Connection Wizard, 365–370 data connections building, for forms, 365–370 creating external, with Excel workbooks, 306–311 Design a Form Template, 337–339, 375 Design Checker, 348, 356, 392 Design permission level, 14 Design Task group, 339–340 Controls section, 343–347 Data Sources section, 347–348 Designer Checker section, 348, 356, 392 layout controls, 340–343 Antonovich_984-5INDEX.fm Page 511 Thursday, April 17, 2008 8:45 AM ■I N D E X Detail View, of images, 492 editing, 33–36, 140–145 Discard My Changes button, 251–252 publishing to, 45–48 discussion board list, 56 saving, 140–145 Discussion tool, in Groove, 431 types, 133 Display as a Web page option, 398 uploading, 26–30 document archives See archival library dragging and dropping files into, 32 Document Center template, vs lists, 262 document libraries, 9, 12 menu creation, 108 accessing from Groove SharePoint Files tool, 440–441 archival See archival library adding, 19–21 content type to, 408–409 publishing to content type, 405 documents, 45–48 forms, 381, 390–402 documents to, 22–25 referencing documents in, from Office, 139 Excel workbook to, 289–290 stored as lists, 53 site columns to, 466–468 for storing web pages, 100 advanced settings, 397–399 alerts for changes in, 193–197 changing default template for, 23 content type adding, 408–409 changing default, 409–410 multiple, 410–411 publishing to, 405 setting, 463–466 creating, 21, 393–394, 462–468 defining metadata for, 394–397 defining properties for, 19–20 documents adding, 22–25 checking in, 39–40 checking out, using Outlook, 188–190 displaying, 154 synchronizing files between SharePoint and Groove, 446–450 URLs for, 296 viewing, from Windows Explorer, 136 Document Management panel, 144, 151–154, 190–191 document policy, 472–474 document templates See templates document versions See versions Document Workspace template, documents adding to library, 22–25 approval status of, 46–48 changing sort order of, 29 checking in/out, 36–41, 136, 191, 268 concurrency problems, 36, 140 creating, 22 511 Antonovich_984-5INDEX.fm Page 512 Thursday, April 17, 2008 8:45 AM 512 ■I N D E X default properties for, 24–25 ■E displaying e-mail changing settings for, 398 alerts, 55 in Datasheet View, 30–32 configuring, 415–416 in Windows Explorer, 32 enabling, 208 editing, 33–36, 136–138, 140–145, 267 sending links in, 209 filtering, 29–30 sending to groups, 207 locking of, 35–36 sending to lists, 207–209 managing, with Document Management panel, 151–154 See also Outlook 2007 metadata, 149–150 opening from within Office, 134–139 opening in browser, 398 publishing to document library, 45–48 recovering from Recycle Bin, 50–51 saving to document library, 140–145 searching, 154–156 sorting/filtering, 31–32 uploading, 26–30, 147–149 workflow management, 48–50 working with offline using Groove, 443–445 using Outlook, 188–193 workspaces, 6, 143–145 docx files, 164–165 DoD 5015.2 Chapter compliance, 456 Excel advantages of publishing, 287–288 data transfer between SharePoint and, 268 displaying imported lists in, 264–265 exporting a list from SharePoint to, 261–269 exporting data from, to custom list, 269–275 introduction of, 261 linking list in, to SharePoint, 280–284 list views in, 266 synchronization with SharePoint, 276–280, 282–283 Table Tools tab, 268–271 tables, exporting, 271–274 viewing exported data from, in SharePoint list, 274–275 Excel 2003 Domain Security level, 386 creating list in, 277 Draft Item Security setting, 126 exporting SharePoint lists to, 276–277 drafts, storage, 137 Drafts folder, 190 exporting worksheets, to SharePoint, 277–279 drop-down lists, 86 synchronization and, 276–279 dual list boxes, 231 duplicate lists, 220 Excel 2007 defining tables in, 281 lack of synchronization in, 279–280 Antonovich_984-5INDEX.fm Page 513 Thursday, April 17, 2008 8:45 AM ■I N D E X Excel Services configuring, 288–289 defining parameters for Excel forms, 293–300 external data sources, viewing in Excel worksheets, 305–317 External Service Connection, 469–471 External Table Data group, 268–269 publishing to, 289–292, 295–300, 315–317 ■F reasons to use, 287–288 file formats viewing external data in, 312–313 allowed by Groove, 448 viewing uploaded Excel documents, 300 for images, 488 Excel Web Access web part, 301–305 Word 2007, 164–165 Excel worksheets/workbooks XML, 164–165 adding comments, 294 File in Use dialog box, 141, 152 adding to document library, 289–290 file permissions See permissions cell names, 294–295 file sharing, in Groove, 435–439 creating external connection with, 306–311 file synchronization, in Groove, 446–450 creating KPI list from, 323 defining parameters for, 292–300 defining table within, 270–271 display options, 296–298 exporting metadata to, 407 formatting pivot tables to look like, 313–315 conflict resolution, 447–448 management of, 449–450 scheduling, 448–449 status messages, 447 Files tool, in Groove, 431, 435–439 adding files to, 435 creating new file, 439 importing SharePoint lists to, 311–313 deleting files, 438 KPIs and, 318 dragging and dropping to, 435 migrating to InfoPath, 356–360 editing shared files, 437 navigating, 291–292 saving files, 439 publishing, 289–292, 295–300, 315–317 using subfolders, 436–437 refreshing, 292 Filmstrip View option, 494 viewing data from external sources in, 305–317 filters, list, 96 viewing uploaded, 300 form libraries, 12, 393 form fields, 394–395 Explorer View option, 494–495 advanced settings, 397–399 export tasks, 221 publishing content type to, 405–406 Export to Spreadsheet option, 262 Form Services See InfoPath Form Services Extensible Stylesheet Language (XLS) files, 335 Form Template Conflict dialog box, 387–388 form templates, 392 513 Antonovich_984-5INDEX.fm Page 514 Thursday, April 17, 2008 8:45 AM 514 ■I N D E X Form Wizard, 237–238 tools, 430–450 forms See InfoPath forms viewing and editing properties, 441–443 Forms tool, in Groove, 433–434 using subfolders, 436–437 Full Control permission level, 14, 16, 18 working with documents offline, 443–445 Full Trust security level, 386 workspace, 427–428 ■G Group By section, 96 Galleries option, 15 groups, 13–18 Gantt charts, 62–63 creating, 15 Global Links Bar, defining, 18 Groove managing permissions of, 16–18 account creation, 424–426 Members, 14 adding files to, 435 Owners, 14, 16, 18 check-in/check-out of documents in, 443–445 sending e-mail to, 207 collaborating with external users, 445 Visitors, 13–14 site owner, 13 conflict resolution, 438, 444, 447–448 Guest role, in Groove, 428 creating files, 439 ■H deleting files, 438 editing files, 437 Help link icon, HTML (hypertext markup language) file sharing, 435–439 modifying generated, 113–114 file synchronization, 446–450 file types allowed by, 448 Word document converted to, 117 hyperlinks getting started with, 423–429 adding to content pages, 104 Guest role, 428 e-mailing, 209 inviting others to join, 427–428 Manager role in, 428 message notification, 429 Participant role, 428 protecting document changes, 443–445 responding to invitations to join, 429 saving files, 439 setting permissions for SharePoint Files folder, 441–443 SharePoint Files tool, 440–441, 443–450 Synchronizer role, 446, 450–452 using in lists, 266–268 ■I ID field, 218–219 images adding to content pages, 103–104 alt text for, 104 downloading from picture library, 487–489 file formats, 488 sending to Office application, 490–491 Antonovich_984-5INDEX.fm Page 515 Thursday, April 17, 2008 8:45 AM ■I N D E X size, 479, 491 Design View, 240–241 tracking versions of, 478 display settings for, 398 uploading error checking, 348, 356 to picture library, 103–104 example, 349–353 to slide library, from PowerPoint, 499–504 interface, 337–338 viewing in picture library, 492–496 in slide show, 496 Import Data dialog box, 264 Import Wizard, 355–357 indexed columns, 97 InfoPath defining views, 360–365 files used by, 335 interface, 337–338 introduction to, 335–336 reasons to use, 336–337 XSN files, 335 InfoPath forms adding workflows to, 335 browser-compatibility of, 339 building custom workflows for, 411–422 connecting to data, 370–375 controlling availability of, 252–259 controls for, 343–347, 375–377 creating Access, from lists, 237–245 creating simple, 338–353 custom, 241–244 data connections for, 365–370 data sources for, 347–348 data validation rules for, 346–347 declarative functionality, 392 defining rules for, 347 defining views for, 360–365 layout controls, 340–343 migrating Excel workbooks to, 356–360 Word forms to, 354–356 naming, 238,–239 publishing to a content type, 403–407 to document libraries, 390–402 to network file share, 381–389 to network location, 384–386 to SharePoint library, 381 to SharePoint server, 390–394 query section of, 371, 374–375 reasons to use, 336–337 reusing, with template parts, 375–379 saving data from, 401–402 saving, 238–239, 388–389 security levels for, 385–386 server-based, 387 Split Form, 239–241 subforms, 241–244 submit options for, 400 templates for, 338–339 using published, 387–400 validating, 392 XML files generated from, 389 InfoPath Forms Services, 381, 390–402 InfoPath Forms tool, in Groove, 434 information access, 515 Antonovich_984-5INDEX.fm Page 516 Thursday, April 17, 2008 8:45 AM 516 ■I N D E X Information Rights Management (IRM), 434 linked data, editing, 226–227 Initiation button, 413 links Internet Explorer 7.0, adding RSS feed to, 198–200 IQY files, 262–264 issue tracking list, 63–64, 185 Issue Tracking tool, 432 ■K adding to content pages, 104 e-mailing, 209 using lists in, 266–268 links list, 57–58, 154 list data, 214–215 list views Key Performance Indicators (KPIs), 70 changing, 60 adding to dashboard, 328–332 default, 80, 95 introduction to, 317–324 defining, 93–95 list creation, 318–324 deleting, 93 from Analysis Services, 323–324 filtered, 96–97 from Excel workbook, 323 for mobile devices, 97 with manual data, 319–321 using SharePoint list, 321 types of, 318 lists adding columns to, 78–79 adding items to, 75–76, 81–82 ■L alerts for changes to, 87–89 Languages and Translators list, 70 built-in types, 53–70 layout controls, 340–343 choices in, 86 libraries contacts, 55, 167–176 displaying, using web parts, 118–119 creating, 70–75 form, 12, 393, 397–399, 405–406 creating Access forms and reports from, 237–245 picture, 477–496 records management, 455–477 sending e-mail to, 207–208 slide library, 496–505 types, 11-13 See also document libraries Likert scale, 65 Limited Access level permissions, 16 Link to data on the SharePoint site option, 235 custom, 71, 77–82, 269–75 defining master-detail relationships between, 119–122 defining views for, 93–95 display options in Excel, 264–265 displaying, using web parts, 118–119 drop-down, 86 duplicate, 220 editing linked, 226–227 Antonovich_984-5INDEX.fm Page 517 Thursday, April 17, 2008 8:45 AM ■I N D E X exporting ■M to Access, 211–224 Main Content area, from Excel to custom, 269–275 Manager role, in Groove, 428 to Excel, 261–269, 276–277 manual data, KPIs and, 318–321 transfer issues, 218–224 mapped drive letter, 384 hyperlinks in, 266–268 mass updates, using Access, 227–229 importing master pages, customization of, 155 SharePoint to Excel, 311–313 master-detail relationships, 119–122 from Access, 223–224 Meeting templates, 6–8 issue tracking, 63–64, 185 Meetings tool, 432–433 KPI, 70, 317–324 Members group, 14 Languages and Translators, 70 menus, for document libraries, 108 vs libraries, 262 message status indicators, 26 limits on, 80 metadata linking, 225–229, 280–284 defined, 145 mass updates to, using Access, 227–229 defining for document library, 394–397 modifying columns in, 83–87 editing, 227 MOSS 2007, 70 exporting to Excel, 407 multivalued fields in, 230–236 mass updates to, 227–229 naming, 77 uploading existing documents and, 147–149 offline, within Access, 246–252 recovering deleted records, 259–260 removing items from, 211 RSS feeds for, 89–93 sending e-mail to, 207–209 site columns, 82–83 sorting and filtering, 96–97 using, with document information panel, 146–147 working with document, 149–150 Microsoft Access See Access Microsoft Excel See Excel Microsoft Office applications tasks, 60–61, 154, 184–188 opening SharePoint document from within, 134–139 templates for, 70–74 sending images to, 490–491 tracking, 57–68 See also specific applications use of, 53 Microsoft Office 2003, 133–134 Look and Feel option, 15 Microsoft Office 2007, 133–134 lookup column type, 230, 234 Microsoft Office Excel Security Notice dialog box, 263 lookup tables, 230, 235 517 Antonovich_984-5INDEX.fm Page 518 Thursday, April 17, 2008 8:45 AM 518 ■I N D E X Microsoft Office Excel Web Query File, 262–264 working with in Access, 246–252 Microsoft Office Picture Manager See Picture Manager in Groove, 443–445 in Outlook, 188–193 Microsoft Outlook See Outlook Microsoft PowerPoint See PowerPoint Microsoft SharePoint Server 2007 (MOSS 2007), 3, 8–11, 70 See also SharePoint online mode, returning to, 249–250 Open in Browser button, 269 option button control, 344–345 Microsoft Word See Word 2007 Outlook 2003, 167 Modify Shared Web Part option, 328 Outlook 2007 Move to SharePoint Site Issues table, 218 adding RSS feed to, 201–204 mover boxes, 231 adding tasks lists to, 185–187 Multipage Meeting Workspace template, calendar synchronization, 176–184 multivalued fields creating new calendar, 179 creating, 230–234 e-mailing links, 209 in lists, 230–236 integration of, 167 schema for, 236 Office files preview feature, 190 My Network Places folder, 134 RSS reader, 198–206 ■N sending e-mail to lists, 207–209 Name Manager button, 295 Navigation Bar, network file share sending image to, 490–491 synchronizing contacts lists, 167–176 tasks, 217 editing, 187–188 defined, 381 for exporting Access data, 221 publishing InfoPath forms to, 381–389 synchronization, 184–188 News Site template, 11 Notepad tool, in Groove, 431 ■O object types, objects, Office applications See Microsoft Office applications offline data conflict resolution, 250–252 editing options, 138 synchronizing changes to, 249–250 working with offline content in, 188–193 See also e-mail Owners group, 14, 16, 18 ■P page title bar, modifying, 108–110 pages See content pages; web pages paging controls, for viewing Excel worksheets, 291 Participant role, in Groove, 428 performance issues, 80 Antonovich_984-5INDEX.fm Page 519 Thursday, April 17, 2008 8:45 AM ■I N D E X Permission Levels option, 16 permissions adding new levels, 16–18 assign level to users, 14–15 for blogs, 162–164 Contribute level, 14 Design level, 14 Full Control level, 14–18 in Groove, 441–443 Limited Access Level, 16 managing, 16–18 Read level, 13–14 Personalization Site template, picture libraries adding to Quick Launch area, 478 creating, 477–496 downloading images from, 487–489 folder structure, 479–480 previewing pictures, with Picture Manager, 483–486 PowerPoint copying slides to, from slide library, 504–505 uploading pictures from, to slide library, 499–504 primary keys, 219, 371 project tasks list, 61–62 Properties button, Excel, 269 Publishing Portal template, 11 Publishing Site template, 10 Publishing Site with Workflow template, 10 publishing sites, 9–11 Publishing Wizard, 383–384, 390 PUBS database for SQL Server 2005, 306 ■Q queries creating, 228 of databases, for forms, 371, 373–375 Quick Launch menu, 5, 478, 497 ■R sending images to Office application, 490–491 radio buttons, 86 uploading images to, 103–104, 481–483, 486–487 record routing rules, 474–475 viewing pictures in, 492–496 Picture Library, 12 Picture Manager, 479 previewing pictures with, 483–486 uploading pictures using, 481–483 pictures See images Pictures tool, in Groove, 430 pivot tables, 312–315 policy definition, creating, 472–474 Read permission level, 13–14 records recovering deleted, 259–260 viewing modified, 248 Records Center template, 8, 455 records management system (Records Center), 9, 455–477 archival library creation, 471–474 archiving documents in, 475–477 creating, 468 519 Antonovich_984-5INDEX.fm Page 520 Thursday, April 17, 2008 8:45 AM 520 ■I N D E X creating content type for documents, 458–462 document library creation, 462–468 external service connection for, 469–471 site column creation, 456–458 record routing instructions for, 474–475 sending documents to, 475–477 uses of, 456 Recycle Bin recovering deleted items from, 50–51, 130, 183–184, 259–260 RSS feeds adding to Internet Explorer, 198–200 adding to Outlook, 201–204 creating, for lists, 89–93 deleting items from, 204–205 subscribing to, 198–206 viewing list items not in, 205–206 RSS reader, in Outlook, 198–206 ■S saved exports, reusing, 222 restoring contacts from, 174–175 Search Center site template, settings for, 130, 174 Search Center with Tabs site template, referential tables, issues with transferring, 220 Search feature, 5, 154–156 Refresh button, Excel, 268, 275 relational databases, 219 server-based forms, security warnings for, 387 Report Center Shared Documents library, 19, 22 dashboards and, 324–332 KPIs and, 317–324 site template, working with, 317 Report Library, 13 reports controlling availability of, 252–259 creating Access, from lists, 237–245 security levels, for InfoPath forms, 385–386 accessing from Groove SharePoint Files tool, 440–441 uploading documents to, 26–30 SharePoint administrator, 13 SharePoint Designer, 155, 411–422 SharePoint documents See documents SharePoint Drafts folder, 137 SharePoint Files tool, 434, 440–450 Resolve Conflicts dialog box, 251 SharePoint libraries See document libraries; libraries Restricted Security level, 385–386 SharePoint lists See lists Retry All My Changes button, 252 SharePoint sites See sites Retry My Changes button, 252 Site Actions menu, 5, 15 Reviewing Pane button, 153 Site Administration option, 15 Rich Text Editor, 101–106 Site Collection Administration option, 15 Antonovich_984-5INDEX.fm Page 521 Thursday, April 17, 2008 8:45 AM ■I N D E X site collection content types See content types site collections, 2–3 including in Quick Launch menu, 497 performing actions on slides in, 502–504 site columns, 82–83 uploading pictures to, from PowerPoint, 499–504 site content type, 403–407 viewing slides, 501–502 Site Directory template, Slide Library, 13 site members, adding new, 154 social desirability bias, 65 site owner group, 13 Social Meeting Workspace template, Site Settings page, 15–16 Source Editor, viewing HTML in, 114 sites spacer columns, 342 adding content pages to, 99–101 Split Form, 239–241 anonymous access to, 13 SQL 2000 PUBS database, 306 changing appearance of, 155 SQL databases, 3, 365–370 configuring for automatic check-out of pages, 124 SQL Server 2005 Analysis Services, 318, 323–324 creating, 2–3 SQL Server Express, customizing, 15–16 SQL statements, 213 default page, Standard View Enterprise, 8–9 checking out document in, 37–38 hierarchy of, editing Word documents from, 33–34 publishing pages to, 126–129 subforms, 241–244 publishing, 9–11 Submit command, 400 searching, 154–156 Submit Options dialog box, 400 templates, 3–11 subsites, upload limits for, 28 survey list, 64–68 Sketchpad tool, in Groove, 431 slide libraries, 496–505 copying slides from, to PowerPoint, 504–505 creating, 497–498 defining metadata for, 498 folder structure for, 498–499 synchronization add-in, for Excel, 280 with Excel, 276–280, 282–283 file, 446–450 with Outlook, 176–188 Synchronizer role, in Groove, 446, 450–452 521 Antonovich_984-5INDEX.fm Page 522 Thursday, April 17, 2008 8:45 AM 522 ■I N D E X ■T creating lists based on, 70–75 table borders, changing color/style of, 342 dashboard, 325–326 Table Tools tab, 268–271 document, 21 tables Enterprise, 8–9 adding to content pages, 105 library, 11–13 cells meeting, 6–8 changing color of, 341 of object types, merging, 342 publishing sites, 9–11 splitting, 342 web page, 74 defining, with Excel worksheet, 270–271 text formatting features, 101–102 exporting Excel, 271–274 themes, changing, 155 laying out form, 340–343 thread view, of discussion board list, 56 linking, with multivalued fields, 236 Thumbnails View option, 492–493 lookup, 230, 235 Title area, number of columns in, 342 title bars, page, 108–110 parent-child relationships between, 241 tracking lists, 57–68 pivot, 312–315 agenda list, 69 primary keys, 219 calendar list, 59 referential, 220 issue tracking list, 63–64 task synchronization, between SharePoint and Outlook, 184–188 tasks, creating Outlook, 217 tasks lists, 60–61, 154 adding to Outlook, 185–187 approval process for, 187–188 editing, from Outlook, 187–188 uses of, 184 Team Site template, 4–5 template parts, for reusing forms, 375–379 templates changing default, for document library, 23 collaboration site, 3–6 links list, 57–58 project tasks list, 61–62 survey list, 64–68 tasks list, 60–61 Translation Management library, 12 ■U Unlink button, Excel, 269 update conflicts in Access tables, 250–252 in contacts lists, 171–173 URLs, for document libraries, 296 user interface, InfoPath, 337–338 Users and Permissions option, 15 Antonovich_984-5INDEX.fm Page 523 Thursday, April 17, 2008 8:45 AM ■I N D E X ■V ■W validation rules web pages, for form fields, 346–347 adding hyperlinks to, 104 transfer issues and, 219–220 adding images to, 103–104 Variables button, 413 automatic check-out of, 124 Version History option, 41–42 copying content from Word documents, 117 version numbers, 40, 126 Versioning settings, 48–49 versionless mode, 126 versions adding comments to, 128 approval for, 128–129 Groove and, 443–445 history of, 130 picture, 478 promoting prior version to current, 43–44 publishing, 45–47, 126–127 resynching, after editing offline, 191–193 retrieving from backup, 127 tracking, 41–42, 126 of web pages, 124–126, 130 View Properties dialog box, 360–362 views adding columns to, 25 database, 309–311 defining InfoPath, 360–365 for form properties, 360–362 generating second, 362–365 list, 60, 80, 93–97, 266 Views task panel, 362 Visio Pivot Diagrams, 268 Visitors group, 13, 14 Vista, references to sites visited in, 135–136 creating, 99–101 editing, with Check-Out/Check-In, 123–126 including Excel documents in, 301–305 naming, 107 opening in new window, 113–114 placing content on, 101–106 publishing, 126–129 recovering, from Recycle Bin, 130 retrieving from backup, 127 SharePoint sites as, 73 templates for, 74 versions of, 124–126, 130 web part pages adding content to, 111–113 adding functionality to, 107–117 adding to web part zones, 110–111 adjusting appearance of, 115–116 creating, 107–108 editing properties of, 118 modifying generated HTML, 113–114 page title bar, 108–110 web part zones, adding web parts to, 110–111, 326–327 displaying libraries and lists using, 118–119 523 Antonovich_984-5INDEX.fm Page 524 Thursday, April 17, 2008 8:45 AM 524 ■I N D E X web parts adding to web part zones, 110–111, 326–327 Content Editor, 111–115 Content Query, 108 Excel Web Access, 301–305 web servers, image location and, 103–104 web services, 339 web-enabled forms controls for, 343–344 error checking, 348 Welcome menu, Wiki Page Library, 12 Wiki Site template, Windows Explorer displaying documents in, 32 opening SharePoint document from, 135–136 uploading pictures using, 486–487 Windows SharePoint Services (WSS), See also SharePoint Windows Workflow Foundation, 335 Word 2007 compatibility with, 24 editing, 33–34, 140–145 saving, 142–145 searching, 154–156 See also documents Word forms, migrating to InfoPath, 354–356 workflows actions in, 414–418 adding steps to, 418–420 adding to forms, 335 building (example), 412–414 configuring e-mail message, 415–416 custom, for InfoPath forms, 411–422 defined, 411–412 defining details, 414–415 managing document, 48–50 rearranging steps in, 420 restructuring conditions in, 420–422 saving, 421 variables for, 413 working with, 10 working offline, 247–248, 250–252 See also offline data workspaces, 6, 143–145 creating blog posts with, 159–162 ■X default file format, 164–165 XLSB files, 289 opening SharePoint document from, 137 XLSX files, 289 Word documents XML (Extensible Markup Language), 335 2003 vs 2007, 29 XML files, 164–165, 389 copy and pasting text from, 117 XML Schema Definition (XSD) files, 335 copying text from, 104–105 XSL Transformation (XSLT) files, 335 XSN files, 335 ... NET, SharePoint, and Office 2007 by Ed Hild and Susie Adams (Apress, 2007) , and Microsoft SharePoint: Building Office 2007 Solutions in VB 2005 and Microsoft SharePoint: Building Office 2007. .. Antonovich_984-5FRONT.fm Page ii Tuesday, April 15, 2008 2:29 PM Office and SharePoint 2007 User’s Guide: Integrating SharePoint with Excel, Outlook, Access, and Word Copyright © 2008 by Michael P Antonovich...Antonovich_984-5FRONT.fm Page i Tuesday, April 15, 2008 2:29 PM Office and SharePoint 2007 User’s Guide Integrating SharePoint with Excel, Outlook, Access, and Word ■■■ Michael P Antonovich Antonovich_984-5FRONT.fm