Office and SharePoint 2010 User's Guide: Integrating SharePoint with Excel, Outlook, Access and Word (Expert's Voice in Office and Sharepoint)

753 Pages·2010·17.25 MB·English

by  Michael Antonovich

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BOOKS FOR PROFESSIONALS BY PROFESSIONALS® THE EXPERT’S VOICE® IN OFFICE AND SHAREPOINT
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Office and SharePoint 2010
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Author of That’s where this book comes in. If you are a typical office worker using the
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User’s Guide at using SharePoint to accomplish your daily tasks is quickly becoming as impor-
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Using Visual FoxPro 5 tant to average office workers as using Microsoft Word, Excel, or Outlook. n
Using Visual FoxPro 3.0 My book will show you how to leverage your existing Microsoft Office skills ed
for Windows with many of the collaboration, web page, and application development capa-
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• How to access, customize, share, and extend SharePoint document libraries s
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User’s Guide to the Apple II like synchronizing your calendar and contacts, exporting databases, and Ga 2010 User's Guide
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• What it really means to leverage all of SharePoint’s capabilities by tying them e
directly into the Office applications you use every day i
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Integrating SharePoint Excel,
I strongly believe that it is time to begin an exciting new way to get work done at with
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career to new heights.
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Michael P. Antonovich
Companion eBook
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THE APRESS ROADMAP
Empowering productivity for the Microsoft Office 2010 user
Office and SharePoint Microsoft

2010 User’s Guide SharePoint 2010
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Michael P. Antonovich
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Office and SharePoint
2010 User's Guide
Integrating SharePoint with Excel, Outlook,
Access and Word

■ ■ ■
Michael P. Antonovich
Office and SharePoint 2010 User’s Guide: Integrating SharePoint with Excel, Outlook, Access
and Word
Copyright © 2010 by Michael P. Antonovich
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For my wife of 33 years, Susan, and our wonderful daughter, Natasha. I love you both.
Contents at a Glance
About the Author ..................................................................................................... xvi
About the Technical Reviewer ................................................................................ xvii
Acknowledgments ................................................................................................. xviii
Introduction ............................................................................................................. xix

■ Chapter 1: An Overview of SharePoint .................................................................... 1
■ Chapter 2: SharePoint Lists ................................................................................... 69
■ Chapter 3: Creating Content Pages ...................................................................... 151
■ Chapter 4: Using Your Document Library with Microsoft Office .......................... 201
■ Chapter 5: Using Outlook ..................................................................................... 253
■ Chapter 6: Managing Lists with Access .............................................................. 301
■ Chapter 7: Managing SharePoint Lists from Excel .............................................. 355
■ Chapter 8: Publishing Excel with Excel Services ................................................ 383
■ Chapter 9: An Introduction to Creating Forms with InfoPath .............................. 433
■ Chapter 10: Publishing InfoPath Forms in SharePoint Libraries ......................... 503
■ Chapter 11: Peer-to-Peer Collaboration with SharePoint Workspace ................. 563
■ Chapter 12: Additional Supporting Libraries ....................................................... 617

Index ....................................................................................................................... 681
iv
Contents
About the Author ..................................................................................................... xvi
About the Technical Reviewer ................................................................................ xvii
Acknowledgments ................................................................................................. xviii
Introduction ............................................................................................................. xix

■ 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
v
■ 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

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■ 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
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