Office and SharePoint

2010 User's Guide

Integrating SharePoint with Excel, Outlook,Access and Word

Michael P. Antonovich

Apress®

About the Author xvi

About the Technical Reviewer xvii

Acknowledgments xviii

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Chapter 1: An Overview of SharePoint 1

Site Collections, Sites, and Sub-sites 2

Site Collection Templates 5

Collaboration Templates 5

Meeting Templates 9

Enterprise Site Types 10

Publishing Sites (only available from Central Administration) 12

Other Site Templates 14

Applications Site Types 16

Additional Site Templates 17

Lists and Library Types 17

Permissions and Groups 20

Adding a Document Library 30

Knowing Your Document Templates 34

Adding a Document to Your New Library 35

Uploading a Document 40

Editing Documents Stored in Your Library 48

What Is a Concurrency Problem? 52

CONTENTS

Why Use Check Out and Check In? 52

Tracking Document Versions 58

Promoting a Prior Version to the Current Version 60

Publishing Documents to Your Document Library 61

Require Document Approval to Hide Drafts—A Simple Workflow 65

Recovering Accidental Deletions with the Recycle Bin 67

Summary 68

Chapter 2: SharePoint Lists ... 69

Exploring SharePoint's Built-in List Types 70

Content & Data Lists 70

Collaboration Lists 90

Searching Category 92

Tracking Lists 95

Other Lists 98

Editing Data into Your List 100

Working with List Views 104

Building a Custom List 107

Modifying the Column Types in Your List 113

Using Alerts to Notify You of List Changes 121

Creating RSS Feeds for Your List 125

Defining Views for Your List 130

Sorting and Filtering Lists 135

Inline Editing 137

Validation Settings 138

Item Validation 138

Column Validation 140

vi

CONTENTS

Referential Integrity in List Lookups 142

Summary 149

Chapter 3; Creating Content Pages.. 151

Adding a Web Page to Your Collaboration Site 151

Adding a Content to a Web Part Zone 156

Adding an Image to an Image Library 160

Copying Text from a Word Document 164

Using Microsoft Word to Add a Table to Your Content 165

Adding a Hyperlink to Your Content 166

Adding a Wiki Page to Your Collaboration Site 170

Creating Master-Detail Relationships between Your Lists 178

Editing Pages with Check Out and Check In 182

Tracking Page Versions 185

Publishing Pages to Your Site 186

Recovering Accidental Deletions with the Recycle Bin 190

The Share and Track Features 191

E-mail a Link 192

Alerts 192

RSS Feeds 195

The Note Board 196

Tags 197

Summary 199

Chapter 4: Using Your Document Library with Microsoft Office 201

Opening a SharePoint Document from Within Microsoft Office 201

Editing and Saving a Document to a Document Library 208

Saving a New Document 210

Saving a Document to an Existing Library 211

vii

CONTENTS

What Is Metadata? 212

Adding Metadata to Word Documents 213

Adding Metadata to Documents from SharePoint 219

Using Metadata with the Document Information Panel 222

Uploading Existing Documents into a Library Prompts for Required Metadata 224

Working with Document Metadata 224

Managing Multiple Editors to a Document 226

Creating and Using Document Sets 232

Searching For Your Documents 237

Using Word to Contribute to Your Blog Site 240

Creating a Blog Site 241

Defining Categories for Your Blogs 243

Creating a New Blog Posting 244

Commenting on a Blog Entry 247

Setting List Level Blog Permissions 248

Setting Item-Level Blog Permissions 250

Summary 251

Chapter 5: Using Outlook 253

Synchronizing Your Contacts Lists Between SharePoint and Outlook 253

Connecting Your SharePoint Contacts List to Outlook 253

Adding SharePoint Columns That Will Synchronize with Outlook 257

Managing Update Conflicts 258

Deleting Contacts 260

Recovering Deleted Contacts 261

Moving Contacts between Lists 262

Synchronizing Your Calendars between SharePoint and Outlook 263

Adding a SharePoint Calendar to Outlook 264

Overlaying Calendars 268

viii

: 1 CONTENTS

Making Changes to Calendar Items,

270

Copying and Moving Items between Calendars 271

Deleting Items from the Calendar 272

Synchronizing Tasks between SharePoint and Outlook 273

Adding Tasks Lists to Outlook 274

Editing Tasks from Outlook 277

Sending E-mails from Tasks 278

Using Outlook to Work Offline with Content ...278

Letting Alerts Notify You of SharePoint Changes 281

Configuring Your Alerts 281

Correcting/Modifying Alerts 284

Using Outlook's RSS Reader to Subscribe to SharePoint RSS Feeds 286

Adding an RSS Feed to Internet Explorer 7.0 286

Adding an RSS Feed to Outlook 291

Deleting Items from an RSS Feed 293

Viewing Other List Items Not in the RSS Feed 295

Sending E-mail to Lists 296

Sending a Message to a List or Library 296

Sending Links via Send To 299

Summary 299

Chapter 6: Managing Lists with Access 301

Exporting SharePoint Lists to Access 302

Saving Your Export Steps 309

Transfer Issues 311

Linking SharePoint Lists to Access 319

Editing Linked Data 320

Using Access to Make Mass Updates 322

ix

CONTENTS

Use Multivalve Fields in Lists 324

Creating a Multivalued Column in SharePoint 325

Opening a List with Multivalued Columns in Access 330

Some Reasons Not to Use Multivalued Columns 332

Creating Access Forms and Reports from a SharePoint List 333

Creating a Simple Form 333

Creating a Split Form 336

Creating a Custom Form Using a Subtorm 337

Creating a Simple Report 340

Can Recycle Bin Recover Deleted List Records? 341

Deploying Your Access Application to SharePoint - Option 1 342

Moving All Access Tables to SharePoint 343

Moving the Access Database to SharePoint 345

Deploying Your Access Application to SharePoint - Option 2 348

Summary 354

Chapter 7: Managing SharePoint Lists from Excel ..355

Exporting a List from SharePoint to Excel 355

The Role of the IQY File 356

Choosing How to Display Your Imported List 358

How Views Affect the Data Exported to Your List 360

Using Hyperlinks in Your List 360

Other Table Tools in Your Excel Workbook 362

Exporting Data from an Excel 2007/2010 Spreadsheet into a Custom List 363

Defining a Table Within Your Excel Worksheet 365

Exporting the Excel Table 366

Viewing the Exported Excel Data in the New SharePoint List 369

x

CONTENTS

A Quick Look at Excel 2003 and Synchronization 371

Exporting a SharePoint 2007 List to Excel 2003 371

Exporting Excel 2003 Worksheets to SharePoint 373

What Happened to Synchronization? ,

375

Linking a List in Excel to SharePoint 376

Summary 380

Chapter 8: Publishing Excel with Excel Services ....383

Configuring Excel Services 384

Publishing an Excel Form to Excel Services 385

Adding an Excel Workbook to Your Document Library from SharePoint 385

Navigating Around Your Worksheet 387

Why You Need Parameters to Make Your Excel Form Interactive 387

Defining Parameters for Your Excel Form 388

Publishing Your Excel Workbook 390

Viewing Uploaded Excel Documents 396

Using the Excel Page Web Part ,....,..397

Viewing Data from External Sources in Excel Using a Data Connection 403

Creating an External Connection 404

Importing the SharePoint List to a Workbook 409

Formatting a Pivot Table to Look Like a Worksheet 412

Publishing Your Formatted Workbook 413

Introduction to Status Indicators (KPIs) 416

Status Types Defined 416

Creating a Status List 417

xi

CONTENTS

Creating Dashboards with Excel and Status Indicators 424

Building a Dashboard from the Dashboard Template in the Report Center 424

Organizing Web Parts in the Dashboard Web Part Zones 426

Adding KPIs to Your Dashboard 427

Summary 431

Chapter 9: An Introduction to Creating Forms with InfoPath 433

Why You Should Use InfoPath 434

Exploring the InfoPath Interface 435

Modifying a Form Used with a SharePoint List 437

Creating a Form from a Blank Template 449

The Task Group: Controls 457

The Task Group: Data Sources 464

The Task Group: Design Checker 465

Steps to Build the Request for Absence Form 466

Other Available InfoPath Templates 470

Migrating Your Existing Word Forms into InfoPath 471

Migrating Your Existing Excel Workbook into InfoPath 474

Defining InfoPath Views 478

Viewing Properties 478

Generating Your Second View 480

Building Data Connections for Forms 482

Connecting InfoPath Forms to Data 492

Creating and Reusing Form Sections with Template Parts 497

Summary 502

xii

CONTENTS

Chapter 10: Publishing InfoPath Forms in SharePoint Libraries 503

Publishing InfoPath Forms to a Network File Share .....503

Publish Your Form Data to SharePoint 510

Using InfoPath Forms Services for Customers Without InfoPath ....521

Publishing to a SharePoint Server 521

Defining Metadata for the Document Library 526

Additional Library Settings 530

Using the Published Form 532

Changing Submit Options for a Form 533

Saving the Data from a Form 534

Publishing a Form to a Content Type 536

Installing and Using Site Collection Content Types 542

Adding a Content Type to a Library 542

Changing the Default Content Type 543

Working with a Library That Has Multiple Content Types 544

Building Custom Workflows for InfoPath Forms Using SharePoint Designer 544

What Is a Workflow? 545

Beginning a Simple Approval Workflow 546

Defining Workflow Details 549

Configuring an E-mail Message 550

Adding Multiple Actions 552

Adding Additional Steps 554

How to Run the Workflow 556

Restructuring Your Conditions 558

Configuring the Workflow Settings 559

Summary 560

xiii

CONTENTS

Chapter 11: Peer-to-Peer Collaboration with SharePoint Workspace.... ........563

Digging into SharePoint Workspace 564

Adding Your Account to Other Computers 576

Creating a Groove Workspace 578

Documents Tool 580

Discussion Tool 581

Calendar Tool 584

Chat Tool 585

Notepad Tool 586

Pictures Tool 587

Sketchpad Tool 588

Chess Tool. 589

Lists Tool 590

Working with Your SharePoint Files Within SharePoint Workspace 599

Editing Content in SharePoint Workspace 603

Other Options in the SharePoint Workspace 605

Working with Lists in the SharePoint Workspace 605

Working with Discussion Groups in SharePoint Workspace 606

Properties for SharePoint Workspace 608

Summary 615

Chapter 12: Additional Supporting Libraries ........617

Creating a Records Management System to Archive Your Documents 617

Creating Site Columns 618

Creating a Content Type for RFB Documents 620

Creating a Site Library to Collect RFB Documents 625

Creating the Records Center Site 632

Creating the External Service Connection 634

Adding the Site Content Type for RFBs into the Records Center 636

xiv

13 CONTENTS

Creating a Policy for the Archival Library 637

Creating a Record Routing Rule 639

Archiving Your Documents 642

Creating a Picture Library in SharePoint 644

Uploading Pictures to SharePoint 648

Using the Microsoft Office Picture Manager 652

Using Windows Explorer to Upload Pictures 656

Downloading Images from Your Picture Library 657

Sending Images to a Microsoft Office Application 660

Viewing the Pictures in a Picture Library 662

Creating a Slide Library in SharePoint 668

Uploading Pictures to Your Slide Library from PowerPoint 671

Copying Slides from Your Slide Library to PowerPoint Presentations 677

Summary 679