this print for content only—size & color not accurate
BOOKS FOR PROFESSIONALS BY PROFESSIONALS
®
SharePoint 2007 User’s Guide:
Learning Microsoft’s Collaboration and Productivity Platform
Dear Reader,
Microsoft Office SharePoint Server 2007 and Windows SharePoint Services 3.0
provide a collection of tools and services you can use to improve user and team
productivity, make information sharing more effective, and facilitate business
decision-making processes. In order to get the most out of SharePoint 2007, you
need to understand how to best use the capabilities to support your information
management, collaboration, and business process management needs.
The SharePoint 2007 User's Guide is designed to provide you with the infor-
mation you need to effectively use these tools. Whether you are using SharePoint
as an intranet or business solution platform, you will learn how to use the
resources (such as lists, libraries, and sites) and services (such as publishing,
workflow, and policies) that make up these environments. Information and
process owners will be given the knowledge they need to build and manage
solutions, while information and process consumers will be given the knowledge
they need to effectively use SharePoint resources.
In this book, we walk you through the components and capabilities that make
up a SharePoint 2007 environment. We provide step-by-step instructions for
using and managing these elements, as well as recommendations for how to best
leverage them. We then take two common SharePoint uses, document manage-
ment and project information management, and walk you through creating
samples of these solutions. We describe the challenges these solutions are
designed to address and the benefits you will receive.
We have brought together this information based on our experience work-
ing with these tools and with business users who effectively leverage these
technologies within their organizations. Incorporating these experiences into
the writing of this book makes it easy for you to gain the knowledge you need to

make the most of the product.
Seth Bates and Tony Smith
Author of
SharePoint 2003
User’s Guide
US $39.99
Shelve in
Microsoft Office
User level:
Beginner–Intermediate
CYAN
MAGENTA
YELLOW
BLACK
PANTONE 123 CV
ISBN-13: 978-1-59059-829-0
ISBN-10: 1-59059-829-6
9 781590 598290
53999
www.apress.com
Companion eBook
See last page for details
on $10 eBook version
RELATED TITLES
spine = 0.82" 432 page count
Bates,
Smith
SharePoint 2007 User’s Guide
THE EXPERT’S VOICE
®

IN SHAREPOINT
Seth Bates and Tony Smith
SharePoint 2007
User’s Guide
Learning Microsoft’s Collaboration
and Productivity Platform
Companion
eBook Available
A comprehensive guidebook for users
of Microsoft SharePoint 2007
Seth Bates and Tony Smith
SharePoint 2007
User’s Guide
Learning Microsoft’s Collaboration
and Productivity Platform
8296FM.qxp 2/2/07 2:12 PM Page i
SharePoint 2007 User’s Guide: Learning Microsoft’s Collaboration and Productivity Platform
Copyright © 2007 by Seth Bates and Tony Smith
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): 978-1-59059-829-0
ISBN-10 (pbk): 1-59059-829-6
Printed and bound in the United States of America 9 8 7 6 5 4 3 2 1
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: Jonathan Hassell
Technical Reviewer: Aaron Bates
Editorial Board: Steve Anglin, Ewan Buckingham, Gary Cornell, Jason Gilmore, Jonathan Gennick,

Jonathan Hassell, James Huddleston, Chris Mills, Matthew Moodie, Dominic Shakeshaft, Jim Sumser,
Matt Wade
Project Manager: Kylie Johnston
Copy Edit Manager: Nicole Flores
Copy Editor: Heather Lang
Assistant Production Director: Kari Brooks-Copony
Production Editor: Katie Stence
Compositor: Lynn L’Heureux
Proofreader: Lori Bring
Indexer: Becky Hornyak
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
, or
visit .
For information on translations, please contact Apress directly at 2560 Ninth Street, Suite 219, Berkeley,
CA 94710. Phone 510-549-5930, fax 510-549-5939, e-mail , or visit .
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.
8296FM.qxp 2/2/07 2:12 PM Page ii
Contents at a Glance
About the Authors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii
Acknowledgments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii
■CHAPTER 1 Introduction to SharePoint Technologies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
■CHAPTER 2 Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
■CHAPTER 3 SharePoint Server 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

■CHAPTER 4 List Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
■CHAPTER 5 Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
■CHAPTER 6 Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
■CHAPTER 7 Workflow and Information Management Policies . . . . . . . . . . . . . . . . . . . 271
■CHAPTER 8 Pages and Web Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
■CHAPTER 9 Personalization Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
■CHAPTER 10 Document Management Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
■CHAPTER 11 Project Collaboration Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
■INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
iii
8296FM.qxp 2/2/07 2:12 PM Page iii
8296FM.qxp 2/2/07 2:12 PM Page iv
Contents
About the Authors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiii
Acknowledgments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii
■CHAPTER 1 Introduction to SharePoint Technologies . . . . . . . . . . . . . . . . . . . . . 1
What Is Microsoft SharePoint 2007? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Evolution of SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Why Is It Valuable? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
What Are the Building Blocks? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
■CHAPTER 2 Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Sites Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Site Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Team Sites, Document Workspaces, and Wiki Sites . . . . . . . . . . . . . . . . . . . 7
Meeting Workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Blog Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Site Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Navigation Through Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Navigating Within Team Sites, Document Workspaces,

and Wiki Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Navigating Within Meeting Workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Navigating Within Blog Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Navigating Through Sites Using Mobile Devices . . . . . . . . . . . . . . . . . . . . . 25
Creating Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Creating Subsites in MOSS Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Crea
ting Subsites in WSS Sites
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
27
Create a New Document Workspace from a Document in a Site . . . . . . . 29
Advanced Site Creation Using Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
29
Managing Site Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Managing SharePoint Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Changing Permission Inheritance for a Site . . . . . . . . . . . . . . . . . . . . . . . . . 35
Mana
ging P
ermission Levels
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
36
Managing Site Collection Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
v
8296FM.qxp 2/2/07 2:12 PM Page v
Changing Site Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Updating the Site Title, Description, URL, and Logo . . . . . . . . . . . . . . . . . . 40
Customizing Navigation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Updating Site Themes .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Resetting Site Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Configuring Regional Settings for a Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Deleting Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Managing Site Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Creating Site Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Editing Site Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Deleting Site Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
WSS Site Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Working with Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Managing Site Search Visibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Using Site Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Site Usage Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Using Site Collection Usage Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Viewing Site Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Managing Site and Site Collection Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Recycle Bin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Viewing Items in the Recycle Bin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Restoring Items from the Recycle Bin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Deleting Items from the Recycle Bin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
■CHAPTER
3
SharePoint Server 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
MOSS Portals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Collaboration Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Publishing Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
MOSS Navigation Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Site
Actions Menu
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
71

Quick Launch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Navigation Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
74
■CONTENTS
vi
8296FM.qxp 2/2/07 2:12 PM Page vi
MOSS Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Performing Simple Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Performing Advanced Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Working with Search Results .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Search Scopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Search Keywords and Best Bets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Searchable Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Search Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Managing Site Look and Feel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Defining the Welcome Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Page Layouts and Site Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Master Pages and Style Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
MOSS Site Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Document Center Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Records Center Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Personalization Site Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Site Directory Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Report Center Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Search Center Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Search Center with Tabs Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Publishing Site Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Publishing Site with Workflow Template . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
News Site Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Site Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Site Content and Structure Management . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Usage Reports and Auditing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Site Usage Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Site Collection Usage Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Site Collection
Auditing
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
110
Site and Site Collection Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Content Variations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
113
Variation Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Translatable Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Variation Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
■CONTENTS
vii
8296FM.qxp 2/2/07 2:12 PM Page vii
■CHAPTER 4 List Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Creating Lists .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Working with Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Adding, Editing, and Deleting Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Filtering and Sorting the List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Using Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Faster Data Manipulation Using the Datasheet . . . . . . . . . . . . . . . . . . . . . 122
Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Managing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
General Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Content Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Managing Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Managing Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Creating a List Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Deleting the List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Advanced List Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Site Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Content Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
RSS Feed Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Advanced Office Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Exporting SharePoint Lists to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Creating Custom Lists Using Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Advanced Datasheet Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
■CHAPTER 5 Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Announcements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Discussion Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
175
Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
177
Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
179
Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Project Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Issue
T
racking

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
190
Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
■CONTENTS
viii
8296FM.qxp 2/2/07 2:12 PM Page viii
e247f24c0906558fc1e2406b733af0ca
Custom Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Decisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Text Box .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Things to Bring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Additional Meeting Workspace List Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Lists for Meetings in Series . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Additional Lists with SharePoint Server 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
KPI List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Languages and Translators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Advanced Office Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Exporting SharePoint Lists to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Advanced Datasheet Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
■CHAPTER 6 Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Document Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Creating Document Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Working with Document Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Managing Document Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Form Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Creating Form Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

Working with Form Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Managing Form Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Picture Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Creating Picture Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Working with Picture Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Managing Picture Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Wiki Page Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Creating Wiki Page Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
W
orking with
Wiki P
a
ge Libraries
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
249
Managing Wiki Page Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
T
ranslation Management Library
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
254
Working with Translation Management Libraries . . . . . . . . . . . . . . . . . . . 254
Report Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Data Connection Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
■CONTENTS
ix
8296FM.qxp 2/2/07 2:12 PM Page ix
Slide Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Creating Slide Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Working with Slide Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Managing Slide Libraries .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Advanced Library Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Advanced Office Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Open and Save As Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Shared Workspace and Document Management Task Panes . . . . . . . . . 263
Accessing Offline Documents by Connecting Libraries with Outlook . . . 265
Creating Form Libraries Through InfoPath Form Publishing . . . . . . . . . . . 266
Exporting Library Metadata to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Advanced Datasheet Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
■CHAPTER 7 Workflow and Information Management Policies . . . . . . . . . . 271
Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Managing Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
SharePoint Server 2007 Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Workflow with SharePoint Designer 2007 . . . . . . . . . . . . . . . . . . . . . . . . . 285
Information Management Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Policy Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Site Collection Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Site Content Type Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
List and Library Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Policy Columns in Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
■CHAPTER 8 Pages and Web Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Basic P
a
ges
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
297
Web Part Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Publishing Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Web Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310

Adding Web Parts to Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Mana
ging
W
eb P
art Pages
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
312
Exporting and Importing Web Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Standard Galleries and
Web Parts
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
318
Further Customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
■CONTENTS
x
8296FM.qxp 2/2/07 2:12 PM Page x
■CHAPTER 9 Personalization Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Alerts .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Subscribing to an Alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Receiving an Alert . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Managing Your Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Removing Alerts for Other Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
My Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
The My Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
The My Profile Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335
My Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Adding My Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Editing My Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340

Deleting My Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Personalization Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Personalizing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Integration with My Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344
Personalizing Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344
Logon Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Signing Out of the Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Signing In As a Different User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
■CHAPTER 10 Document Management Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Document Management Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Document Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Document Creation Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Document Consumption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Challenges of Document Management . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Needs for Document Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
SharePoint Document Management Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . 354
RFP Response Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
ShareP
oint Solution Components
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
355
RFP Response Process Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
ShareP
oint Environment Layout
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
356
RFP Response Process
Walk-Through
. . . . . . . . . . . . . . . . . . . . . . . . . . . .
364

Benefits of SharePoint Document Management Solutions . . . . . . . . . . . . . . . . . 370
Tips for Creating Effective Document Management Solutions . . . . . . . . . . . . . . 371
■CONTENTS
xi
8296FM.qxp 2/2/07 2:12 PM Page xi
■CHAPTER 11 Project Collaboration Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Project Collaboration Overview .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Challenges of Project Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Needs for Project Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
SharePoint Project Collaboration Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Service Plan Project Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Service Plan Project Process Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
SharePoint Environment Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Service Plan Project Process Walk-Through . . . . . . . . . . . . . . . . . . . . . . . 384
Benefits of SharePoint Project Collaboration Solutions . . . . . . . . . . . . . . . . . . . . 387
Tips for Creating Effective Project Collaboration Solutions . . . . . . . . . . . . . . . . . 388
■INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
■CONTENTS
xii
8296FM.qxp 2/2/07 2:12 PM Page xii
About the Authors
■SETH BATES is a solutions architect and senior consultant for DataLan Corpo-
ration, a 2005 Microsoft Eastern Region Partner of the Year located in White
Plains, New York. Bates coauthored the
SharePoint 2003 User’s Guide and per-
formed the technical editing for
Microsoft SharePoint: Building Office 2003
Solutions
and Advanced SharePoint Services Solutions. He also published an

article titled “SharePoint Web Part Development” in the April 2005 edition of
Dr. Dobb’s Journal. Bates has over nine years’ experience engineering business
solutions, primarily using Microsoft technologies. With experience in all
phases of the software engineering life cycle, he brings a broad mix of analysis,
design, and implementation expertise to his work.
■TONY SMITH is a product manager for DataLan Corporation, a Microsoft Gold
Certified partner located in White Plains, New York. Tony coauthored the
SharePoint 2003 User’s Guide and has been working with SharePoint 2007 since
its first beta release. He also has experience designing and deploying Share-
Point solutions in a wide range of organizations, including Fortune 500 and
Fortune 50 companies. With a background that includes business analysis,
network engineering, and application development, Tony has over 15 years’
experience engineering business solutions and regularly presents to engineers,
analysts, and business decision makers. You can find additional information
about Tony and topics discussed in this book at
www.sharepointextras.com.
xiii
8296FM.qxp 2/2/07 2:12 PM Page xiii
8296FM.qxp 2/2/07 2:12 PM Page xiv
Acknowledgments
Writing this book has been yet another positive experience working with Apress. The people at
Apress have been great to work with, and we would like to specifically thank several of them. We
would like to thank Kylie Johnston for managing this effort and coordinating all of the tasks that
went into creating this book. We would also like to thank Heather Lang for copy editing, Katie
Stence for production editing, and editor Jonathan Hassel: all were instrumental in ensuring the
quality of this book. We are also appreciative to everyone else at Apress involved in this process that
we were not fortunate enough to wor
k with dir
ectly.
Along with the coordination and help provided by Apress, we would also like to thank the tech-

nical editor, Aaron Bates, who did a gr
eat job r
eviewing this book. His thoroughness and content
suggestions helped to ensure that this book would be technically accurate and beneficial for read-
ers. We also would like to thank our colleagues at DataLan who work to successfully market, sell,
and deliver information worker solutions. Our real-world experiences there have contributed to our
ability to organize and create this book.
—Seth Bates and Tony Smith
I would like to thank Tony, who convinced me that the effort needed to write another book would
be worthwhile.
And I would like to convey my love and appreciation for my wife Jennifer, my son Dylan, and
my daughter Kyra. You provided the loving support I needed to complete this book.
—Seth B
ates
I would also like to thank Seth. This book has been yet another effort we have jointly worked on that
has been a positive experience.
Finally, I would like to thank my wife Lynn, who has provided encouragement and support
throughout this process.
—Tony Smith
xv
8296FM.qxp 2/2/07 2:12 PM Page xv
8296FM.qxp 2/2/07 2:12 PM Page xvi
Introduction
SharePoint 2007 is the centerpiece of the Microsoft Office system and the next stage in the evolu-
tion of the SharePoint technology platform. SharePoint 2007 significantly expands on previously
existing SharePoint capabilities providing a comprehensive set of tools that can be used as the foun-
dation to create business solutions. We have seen many situations where SharePoint is introduced
and individuals struggle to leverage these resources without a good enough understanding of the
capabilities to gain the most value possible. This book was an outcome of this need and can serve as
a reference for people working within a Shar

eP
oint environment.
The goal of this book is to deliver a tool to all levels of SharePoint users. Beginners will be pro-
vided with the information they need to most effectively use the capabilities provided. I
nter
mediate
users will be given the information they need to manage their SharePoint resources. Advanced users
will be provided the foundation needed for building business solutions using SharePoint’s capabili-
ties. We have incorporated our experiences working with a variety of organizations and knowledge
of the product into an easily understood format for learning about SharePoint 2007, which we hope
will enable you to gain the in-depth knowledge you need to effectively use and manage these tools.
Further reading about the topics provided in this book can be found at
http://www.
sharepointextras.com
where we provide additional information around SharePoint including
references to other resources.
Who This Book Is For
The goal of this book is to provide the knowledge necessary for anyone to effectively use Microsoft’s
Shar
ePoint 2007 platform. Whether you have not yet used SharePoint, have used previous versions,
just started using the basic features, or have been using it for a long of time, this book provides the
skills y
ou need to work efficiently with the capabilities SharePoint 2007 provides.
If you want to learn about these capabilities in a detailed yet understandable format, this book is
for you. Being a user guide, this book does not require you to have any programming knowledge. It
does assume the reader has a basic understanding of navigating web sites. Some of the more advanced
topics require prior working knowledge of Microsoft Office applications like Word and Excel.
How This Book Is Structured
The chapters in this book are organized into two groups. Chapters 1 through 9 offer the fundamen-
tal kno

wledge of S
harePoint 2007 that users need to successfully utilize the capabilities provided by
the technology. This group can be used as an end-to-end reference guide, allowing you to easily
look up specific S
har
eP
oint topics, and it includes step-by-step instructions, figures, tables, and
examples. The capabilities described in these chapters are important and act as the building blocks
for the solutions described in the second group of chapters.
The second group, Chapters 10 and 11, presents business solutions commonly deployed through
ShareP
oint. Each of these chapters contains an example scenar
io that will help y
ou understand the
potential challenges of the situation along with the benefits that SharePoint provides. The scenarios
also include the necessary steps for creating these solutions within a SharePoint environment.
xvii
8296FM.qxp 2/2/07 2:12 PM Page xvii
Chapter 1: Introduction to SharePoint Technologies
T
his chapter introduces you to the world of Microsoft SharePoint. It contains an explanation of the
technology, its uses, and related terminology.
Chapter 2: Sites
T
his chapter contains the details you need to understand the capabilities of sites and workspaces.
We will focus on those capabilities making up the core of Windows SharePoint Services 3.0, which is
the foundation of all SharePoint 2007 solutions. Security, content, structure, personalization, and
search capabilities are all covered using detailed examples.
Chapter 3: SharePoint Server 2007
This chapter focuses on additional core components and capabilities introduced into sites as part

of SharePoint Server 2007. It contains the details you need to understand how to use these addi-
tional capabilities and describes how they are incorporated into the SharePoint environment. Here
we will discuss the additional templates intr
oduced with S
harePoint Server 2007, enterprise search-
ing, layout and navigation management, and reporting and auditing.
Chapter 4: List Concepts
This chapter provides the knowledge needed to work with lists within SharePoint. The use and
management of custom lists is described in detail. You will also learn about the advanced integra-
tion with Office applications that ShareP
oint
’s custom lists provide.
Chapter 5: Lists
This chapter contains a detailed look at the lists that ar
e provided by SharePoint for you to use as
templates when creating your own lists. The use and management of each list is provided in detail,
along with any advanced integration with Office applications that they provide.
Chapter 6: Libraries
This chapter teaches the use and management of libraries within SharePoint. Capable of managing a
variety of files from Office documents and forms to images and presentation slides, these SharePoint
libraries provide many collaborative features, which are also covered in this chapter. Advanced inte-
gration between these libraries and Office applications, which can enhance your experience with
SharePoint, is also discussed.
Chapter 7: Workflow and Information Management Policies
The new capabilities found in the 2007 version of SharePoint include workflow processing and
information management policies. The steps needed to define and execute business processes
using workflows within the SharePoint environment are detailed in this chapter. This chapter also
descr
ibes ho
w to configur

e auditing, expir
ation, and other policies on the documents and informa-
tion contained in your SharePoint sites.
■INTRODUCTION
xviii
8296FM.qxp 2/2/07 2:12 PM Page xviii
Chapter 8: Pages and Web Parts
P
ages and web parts allow for the customization of sites. This chapter uses detailed steps to show
you how to customize SharePoint using the various types of pages and the functional components
known as web parts.
Chapter 9: Personalization Features
In this chapter, we discuss the personalization features provided by SharePoint. We will discuss
alerts, My Site, My Links, content filters, and targeting content, as well as how to use these capabili-
ties to provide personalized user experiences.
Chapter 10: Document Management Solutions
One of the most common uses for SharePoint is to create document management solutions. This
chapter describes the challenges SharePoint document management solutions can address, the
benefits you can receive by creating these solutions, and tips to be mindful of when creating these
solutions. We will construct a sample document management solution and describe how the solu-
tion would be used.
Chapter 11: Project Collaboration Solutions
Project collaboration is another common use for SharePoint. In this chapter, we will describe how
to create project collaboration solutions through SharePoint. We will construct a sample solution
and describe the benefits that can be receiv
ed b
y creating these solutions.
Contacting the Authors
Additional information about the authors can be found at www.sharepointextras.com. Seth Bates
can be contacted by e-mail at

, and Tony Smith can be contacted by e-mail at

■INTRODUCTION
xix
8296FM.qxp 2/2/07 2:12 PM Page xix
8296FM.qxp 2/2/07 2:12 PM Page xx
Introduction to SharePoint
Technologies
Microsoft SharePoint 2007 is the next stage in the evolution of the Microsoft SharePoint technol-
ogy platform. This platform acts as the foundation of the 2007 Microsoft Office system. The 2007
Micr
osoft Office system is comprised of a collection of applications, servers, and services that work
together to improve user and team productivity, make information sharing more effective, and
facilitate business decision-making pr
ocesses.
The 2007 Microsoft Office system includes many of Microsoft’s products such as SharePoint
Server 2007, Windows SharePoint Services 3.0, Word, Excel, PowerPoint, Project Server, Forms
Server, Live Communications Server, and many others. These applications and servers are designed
to work together to meet the following goals:
• Provide business users with faster, comprehensive access to information. This includes not
only making more information available but also making it possible to more easily locate
available information that is most relevant to a business user’s needs.
• Enable individuals to wor
k together effectively and allow them to easily share information;
this includes all individuals regardless of location.
• Improve individual and team productivity by making it easy to create and manage informa-
tion and allowing this information to be available as part of related business processes.
The 2007 Microsoft Office system technologies are combined to create information worker solu-
tions. Information workers are individuals that use information to support business processes or
make business decisions. This information may exist as documents, e-mail messages, system data,

reports, analytics, or any other format. Information worker solutions are business solutions, includ-
ing both systems and processes, that enhance collaboration, make information more available, and
improve productivity. These solutions enable rapid and informed business decisions to be made.
Microsoft SharePoint 2007 technologies are core components of the 2007 Microsoft Office sys-
tem framework and provide the foundation on which information worker solutions are built.
1
CHAPTER 1
■ ■ ■
8296Ch01.qxp 2/2/07 2:10 PM Page 1
What Is Microsoft SharePoint 2007?
Microsoft SharePoint 2007 is the central information sharing and collaboration platform for the
2007 Microsoft Office system. SharePoint 2007 is made up of two main products: Windows Share-
P
oint Services 3.0 and SharePoint Server 2007. Windows SharePoint Services 3.0 (WSS) is a set of
add-on services for the Microsoft Windows Server platform (Windows 2003 and later). WSS includes
the resources necessary to build information management and collaboration solutions. WSS also
provides the foundation of SharePoint 2007, including web-based document management, team
c
ollaboration, and information sharing capabilities, and is the platform used for developing infor-
mation worker solutions.
Microsoft Office SharePoint Server 2007 (MOSS) extends the capabilities provided by WSS
through the introduction of an integrated set of services that allow organizations to create enter-
prise business solutions. These solutions are used to bring together people, information, systems,
and business processes. MOSS provides enterprise-level document and records management,
extended workflow capabilities, extranet and Internet portal templates, enterprise-wide search
capabilities, personalized content and alerting, and extended application integration.
Evolution of SharePoint
Microsoft’s SharePoint technology was first introduced in 2001 with the release of SharePoint Portal
Server 2001. This product provided some basic tools designed to allow users to publish and find
documents. It allowed for the creation and management of document taxonomies and represented

the first step in providing a way to catalog and search for documents across the enterprise.
Microsoft next released SharePoint Team Services, which extended the document and publishing
capabilities of SharePoint Portal Server 2001 by providing information collaboration. This allowed
groups of individuals to work together to manage documents and lists of information, such as con-
tact lists, event lists, and link lists.
In 2003, Microsoft completely rearchitected SharePoint and released Windows SharePoint Ser-
vices 2.0 and SharePoint Portal Server 2003 as part of the introduction of the first Microsoft Office
system. The focus of these technologies was to provide a foundation for the collection of applica-
tions, servers, and services that work together to improve user and team productivity. These products
allowed organizations to introduce a variety of business solutions that would have previously been
very difficult and costly to create and maintain.
With the r
elease of the 2007 Microsoft Office system, which includes SharePoint Server 2007
and Windows SharePoint Services 3.0, Microsoft has extended the Office System vision by including
capabilities to support the creation of business solutions for the extended enterprise. These solu-
tions are designed to maximize employee efficiency, enable decision making, and incorporate
customers and par
tners into business processes. SharePoint 2007 includes all of the capabilities
previously provided in SharePoint 2003 and the content management capabilities previously pro-
vided by Microsoft Content Management Server 2002. It also includes additional capabilities that
add full business information management, workflow, extranet/Internet support, and business
integr
ation ser
vices
.
CHAPTER 1 ■ INTRODUCTION TO SHAREPOINT TECHNOLOGIES
2
8296Ch01.qxp 2/2/07 2:10 PM Page 2
Why Is It Valuable?
SharePoint 2007, including both SharePoint Server 2007 and Windows SharePoint Services 3.0,

provides an information sharing platform, document management platform, workflow platform,
b
usiness process management framework, and development foundation on which information
worker solutions can be created. The building blocks needed to create comprehensive business
solutions are available and can be easily assembled to support organizations’ information manage-
ment needs and business processes.
I
n today’s work environment, information management and business processes are often very
“people centric.” Organizations rely on individuals’ knowledge of available information and on
manual business processes to address many needs. This causes organizations to become reliant on
specific individuals to complete certain tasks and makes it difficult to allow others to participate in
these areas. In this model, finding information is challenging. Individuals without knowledge of
information that is available will often require a significant amount of time to find necessary infor-
mation or will, in some cases, re-create materials already available. Trying to build solutions to
simplify and automate business processes and the information management environment can be
costly and difficult to create and maintain.
With the introduction of SharePoint 2007, Microsoft has provided tools to help simplify infor-
mation management, collaboration, and business process automation. B
y lev
eraging Office system
technologies, including SharePoint 2007, organizations are able to create business solutions in a
more timely and cost-effective manner.
What Are the Building Blocks?
Windows SharePoint Services 3.0 and SharePoint Server 2007 include many tools that can be com-
bined to create a variety of business solutions:
• Sites and workspaces provide a central location to securely consolidate related information of
various types and to organize this information to conform to the business needs it supports.
• Libraries and lists allow users to manage documents and other types of information.
• Workflows allow for managed information to be incorporated into business processes.
• Records management capabilities allow you to manage the full life cycles of documents.

• Alerts give users the ability to be notified when information has been added or changed.
• Web parts allow for existing information to be organized and presented appropriately and
pr
o
vide additional business logic and applications that can be incorporated into solutions.
• Navigation and search capabilities provide the resources necessary to find relevant informa-
tion when it is needed.
• My Site and My Links allow you to create and manage your own personalized information
and pr
o
vide w
eb spaces to shar
e this information with others.
CHAPTER 1 ■ INTRODUCTION TO SHAREPOINT TECHNOLOGIES
3
8296Ch01.qxp 2/2/07 2:10 PM Page 3
In this book, we will discuss these tools in depth, describe how they are used and describe how
they can be combined into information worker solutions. In the first part of this book, Chapters 2
through 9, we will discuss the components that make up a SharePoint 2007 environment and provide
you with the information necessary to effectively work with these components. In the second part of
this book, Chapters 10 and 11, we will discuss some of the common solutions created within the
SharePoint environment. The solutions we will focus our discussions around include the following:
•
Document management: Often, the goal of a group of information workers is to create and
manage documents. Whether these documents are business plans, budgets, sales presenta-
tions, or some other type of business materials, managing the creation and publishing of
these items is critical to the success of the business processes they support. Individuals
working on materials are often geographically disbursed with each needing the same level of
access to the materials being created. This creation process also often includes an approval
process before the items are considered final, and the final materials often need to be prop-

erly categorized and placed in a location where they can be easily referenced in the future.
•
Project management:When teams are brought together to work on a project, the manage-
ment of the project significantly impacts its success. All aspects of the project, including the
process, communications, deliverables, timelines, and tasks, need to be properly managed to
ensure the success of the project. All interested parties, including team members, stakehold-
ers, and managers, need visibility into the progress of the project and all associated resources.
CHAPTER 1 ■ INTRODUCTION TO SHAREPOINT TECHNOLOGIES
4
8296Ch01.qxp 2/2/07 2:10 PM Page 4