Making Everything Easier! Microsoft SharePoint 2010 A L L - I N - O N E 4 BOOKS IN 1 Introduction to SharePoint Architecture and Planning Managing Services Using the SharePoint Services Emer McKenna Kevin Laahs Veli-Matti Vanamo
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SharePoint 2010 ALL-IN-ONE FOR DUMmIES
SharePoint 2010 ALL-IN-ONE FOR DUMmIES by Emer McKenna, Kevin Laahs, and Veli-Matti Vanamo
SharePoint 2010 All-in-One For Dummies Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 www.wiley.com Copyright 2011 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http:// www.wiley.com/go/permissions. Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/ or its affiliates in the United States and other countries, and may not be used without written permission. SharePoint is a registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book. LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITH- OUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZA- TION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ. For general information on our other products and services, please contact our Customer Care Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002. For technical support, please visit www.wiley.com/techsupport. Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books. Library of Congress Control Number: 2010935587 ISBN: 978-0-470-58716-4 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1
About the Authors Emer McKenna is the founder of N2C, Inc. a Sacramento based corporation, through which she provides independent consulting services to her clients. Emer focuses on Microsoft technologies including Microsoft Exchange, SharePoint Products and Technologies, SharePoint Workspace 2010 and Office Communications Server. Prior to branching out on her own Emer worked as a Technology Consultant for Hewlett Packard; Emer spent 15 wonderful years with HP working initially as a Digital employee, then a Compaq employee and finally as an employee of HP. Emer has had the good fortune of working with SharePoint from its initial beta release (code named Tahoe) and is the co-author of three previous SharePoint books coinciding with each major version release. Emer looks forward to continuing her exploration of Microsoft technologies and sharing her knowledge through published media. When Emer is not working she joins her husband in the wonderful, glittery, sparkly world of parenting their two little girls, Caoimhe (7) and Niamh (4). You can catch Emer on her blog http://nut2craic.com or through e-mail at emer.mckenna@n2cinc.com. Kevin Laahs lives in Scotland and has been in the IT industry for more than 30 years. He is a Technology Strategist with HP Enterprise Services and works as astrategic advisor to many of HP s worldwide customers with his main technical focus being Messaging and Collaboration technologies. He helps clients plan, design and implement infrastructures that help them meet their business goals. Kevin is a frequent speaker at industry events and writes regularly for industry publications. Outside of his working life Kevin enjoys golf and music neither of which he is as good at as he would like to be. Kevin can be reached at kevin.laahs@hp.com Veli-Matti Vanamo is a Technical Consultant in the HP Software & Services Information Management practice. His main focus is designing, developing and deploying enterprise knowledge management systems based on Microsoft SharePoint. Veli-Matti has worked with over 20 major global customers including The Walt Disney Company, Procter & Gamble, Bank of America, World Health Organization, Sygenta, General Motors and Bank of Montreal. Veli-Matti was the Lead Technical Architect responsible for the internal HP Services Global Knowledge Management Systems and deployment of Microsoft Office SharePoint Server architecture. Veli-Matti is a member of number of Technical Review Boards, including Microsoft Developer Advisory Council for SharePoint 2010 and Microsoft Office SharePoint Server 2007. Veli-Matti is a frequent speaker at industry conferences such as Microsoft TechEd, Microsoft TechNet and MSD2D Web Casts and a co-author of three books on Microsoft SharePoint.
Dedication This book is dedicated to our ever-patient families: Michael, Caoimhe, and Niamh; Wendy, Jenny,and Euan; Audrey, Christian, and Cora. Thanks for supporting us through yet another writing adventure.
Authors Acknowledgments We did it! And I say that with pride and incredulity. The pride bit is obvious. This book is the product of a lot of hard work, perseverance, dedication and determination. The incredulity comes from the fact that I actually got to write another book with Kevin this is the fourth book I have had the pleasure of co-authoring with him and after our last book I believed him when he said that he was done writing techie books. I wasn t ready to hang up my writing boots and was resigned to the fact that I would proceed with my next book sans Kevin and Veli. Imagine my surprise when Kevin actually agreed to Veli s proposition of coauthoring another SharePoint 2010 book! Thank you for saying yes Kevin, it was an honor to write with you again, and thanks to Veli for giving you the bait. We had initially planned on going the self-publishing route, but that changed when Wiley came knocking on the door with an offer to write SharePoint 2010 All-In-One Desk Reference for Dummies. We jumped at the chance. Thank you to my literary agent Carol Jelen from Waterside Productions for introducing me to Katie Feltman from Wiley Publishing. Thank you to Katie for the opportunity to write for such a wonderful series and a reputable publisher. It has been an incredibly satisfying, rewarding and educational experience. The Wiley staff are brilliant! Thank so much to Katie and Pat O Brien for their incredible patience and support throughout this whole process. Thanks to Pat, Barry, Lisa, Laura, and Matthew for your very thorough and enlightening edits you really brought our text to life. Special thanks to the wonderful folks at Temple Coffee (29th and S) in Sacramento. Lori, Leslie, Bethany, Ben, Spencer and Lauren, thank you all so much for being such gracious hosts and for putting up with me for hours on end while I tapped away on my laptop. The coffee creations that you all make are true works of art, without which this book would never have been completed. Thanks to you, the reader, for purchasing our book. We hope you find this book useful in your SharePoint journey as that s what makes all the hard work put into writing this book worthwhile. If you have any feedback or questions regarding the content, feel free to contact us and we ll try our best to help you out. Thank you to my ever loving and supportive family. To my Mum, Dad, sisters and their hubbys, thank you for your constant encouragement. Love you all. To Caoimhe and Niamh, my sweet, sweet girls. Thank you for being so patient with me and excited for me as I completed each chapter. Your smiles and
voices light up my whole world. I love you with all my heart. And finally and most importantly to my husband Michael, thank you for being, and continuing to be, my rock. I love you. Emer McKenna I recall saying to myself, Have you lost your mind? when agreeing to embark on yet another book. In fact I recall saying those exact words to Veli when he first mooted the idea. And my co-authors and those closest to me will doubtless say that I have indeed lost my mind when I tell you that, overall, I did actually enjoy the experience. They would be correct in stating that all the evidence during the writing process was to the contrary but, now that our fourth book is complete, I can reflect that I enjoyed writing in a different style to our previous books. Writing a For Dummies book is a great way of cutting through the hype and simply explaining how to get stuff done. To achieve this you need to learn the subject matter in great detail and then think about it in practical terms. This is what I enjoyed from the experience since, in the end, technology is all about making people s lives simpler. So I d like to acknowledge Wiley for being patient with us as we mastered the style and for all their help in getting the book to print. Thanks to Emer for handling all the logistics this time through and Veli don t you ever come to me again with such a ridiculous idea as writing another book since my wife, Wendy, and children, Jenny and Euan, have been put through enough. Kevin Laahs Thanks to Emer and Kevin for once again agreeing to co-author our third book together, once I saw SharePoint 2010 at the Microsoft Airlift in June 2009 I just knew we had to do this. I m sorry my timelines were ever shifting, Emer & Kevin -- you will always be my favorite Goose & Maverick. Thank you Audrey, my ever wonderful wife and our two little ones, Christian and Cora, for putting up with me through the process and giving me the time to put into this project. I love you guys. Thanks to my family around the world for encouraging and pushing ever forwards, especially my mother. Thanks to our colleagues at HP and Microsoft for being a sounding board and an anchor throughout the process; especially Brian Carter, Eric Tipton, Paul Turner, Doron Bar-Caspi and Kimmo Forss. Thanks to the rest of the HP Academy crew for not making feel bad about missing few parties to finish off the last few chapters; Wendy, Lex, Mark, Matthew and Amish. And lastly, thanks to the best customer I could ask for; Department of Social Protection-- Helen, Dave, Pat and the rest of the crew. Veli-Matti Vanamo
Publisher s Acknowledgments We re proud of this book; please send us your comments at http://dummies.custhelp.com. For other comments, please contact our Customer Care Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial Project Editor: Pat O Brien Acquisitions Editor: Katie Feltman Senior Copy Editor: Barry Childs-Helton Copy Editor: Laura Miller Technical Editor: Matthew McDermott Editorial Manager: Kevin Kirschner Editorial Assistant: Amanda Graham Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant (www.the5thwave.com) Composition Services Project Coordinator: Sheree Montgomery Layout and Graphics: Ashley Chamberlain Proofreaders: John Greenough, Lisa Stiers Indexer: Broccoli Information Management Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Composition Services Debbie Stailey, Director of Composition Services
Contents at a Glance Introduction... 1 Book I: Introduction to SharePoint... 5 Chapter 1: Getting to Know SharePoint...7 Chapter 2: Introducing Microsoft SharePoint Foundation 2010...25 Chapter 3: Getting Started with a Basic Site...55 Chapter 4: Introducing SharePoint Server 2010...75 Chapter 5: Enterprise Content Management...95 Chapter 6: Office 2010 and Office Web Applications...119 Book II: Architecture and Planning... 149 Chapter 1: The Framework...151 Chapter 2: Assessing Authentication Options...183 Chapter 3: Considering the Logical Architecture...197 Chapter 4: Designing the Logical Architecture...223 Chapter 5: Planning for Performance and Scalability...261 Chapter 6: Touring Central Administration...283 Chapter 7: Automating with PowerShell...301 Chapter 8: Using Service Applications...331 Book III: Services Configuration and Management... 363 Chapter 1: Analyzing Access Services...365 Chapter 2: Burrowing into Business Connectivity Services...383 Chapter 3: Exploring Excel Services...413 Chapter 4: Investigating InfoPath Forms Services...439 Chapter 5: Maneuvering the Managed Metadata Service...471 Chapter 6: Submerging into Search...495 Chapter 7: User Profiles, Organization Profiles, and Audiences...517 Chapter 8: Considering PerformancePoint Services...543 Chapter 9: Considering Visio Services...581
Book IV: Using the SharePoint Services... 605 Chapter 1: Publishing Access Applications...607 Chapter 2: Connecting to External Data...631 Chapter 3: Using External Content...663 Chapter 4: Working with Excel Services...695 Chapter 5: Investigating InfoPath Designer 2010...729 Chapter 6: Designing Browser Compatible Forms...755 Chapter 7: Examining the InfoPath Forms Services Tools...795 Chapter 8: Designing and Administering Search...809 Chapter 9: SharePoint Gets Social...833 Index... 851
Table of Contents Introduction... 1 Who Should Read This Book...1 How to Use This Book...2 Foolish Assumption...2 How This Book Is Organized...2 Book I: Introduction to SharePoint...2 Book II: Architecture and Planning...3 Book III: Services Configuration and Management...3 Book IV: Using the SharePoint Services...3 Icons Used in This Book...4 Ready, Set, Go... but Go Where?...4 Book I: Introduction to SharePoint... 5 Chapter 1: Getting to Know SharePoint...........................7 Catching up with SharePoint Evolution...8 Why SharePoint Evolution Matters to Your Company...11 How SPS 2001 adapted to match business needs...11 How SharePoint changed along with related products...12 SharePoint finds a renewed purpose...14 SharePoint gets new powers...17 Fitting SharePoint into Unified Communications...21 Knowing all the parts that make up SharePoint 2010...22 Putting the parts of SharePoint together for business collaboration...23 Chapter 2: Introducing Microsoft SharePoint Foundation 2010......25 Spotlighting SharePoint Foundation...25 Putting SPS on top of SPF...26 SharePoint Foundation Basics...28 Untying some commands on the Ribbon...28 Setting up SharePoint sites...31 Designing your site framework...32 Creating a site collection...34 Securing access to content...38 Lists, libraries, views, and content types...41 Scaling your lists to fit the job...43 SharePoint as a Development Platform...45 Dissecting SharePoint Web solutions...45 Developing with a browser, SharePoint Designer, and Visual Studio...47