To help your team be more productive, there are several ways that you can manage and extend content in lists, libraries, and sites. Some features help your team to find and work more efficiently with information. Other features help you manage the access to the information.
Navigating to content
Navigation elements help people to browse through the content that they need. Two navigation items that you can customize are the top link bar and the Quick Launch.
By using the settings pages for each list or library, you can choose which lists and libraries appear on the Quick Launch. You can also change the order of links, add or delete links, and add or delete the sections into which the links are organized. For example, if you have too many lists in the List section, you can add a new section for Tasks Lists where you can include links to your tasks lists. You can make all of these changes to the Quick Launch from within a browser that is compatible with SharePoint Server 2010. You can even add links to pages outside the site.
Overview of SharePoint Foundation and SharePoint Server
SharePoint Server 2010 also enables participation anywhere by offering a rich SharePoint Workspace experience while online or disconnected from your network and freeing users to collaborate on the go.
Enterprise Content Management
Enterprise Content Management (ECM) from Microsoft helps organizations overcome the challenges posed by large volumes of unmanaged content. SharePoint Server 2010 is a central part of the Microsoft ECM solution, which extends content management to every employee in an organization through integration with familiar tools such as the Microsoft Office system. The Microsoft ECM solution provides capabilities for managing the entire life cycle of content — from creation, to editing and collaboration, to expiration — on a single unified platform.
SharePoint Server 2010 helps organizations manage the entire life cycle of content by providing distinct sets of features that enable organizations to achieve the following goals:
Manage diverse content The document management capabilities in SharePoint Server 2010 help organizations consolidate diverse content from multiple locations into a centrally managed repository with consistent categorization. The new document sets feature enables your organization to create and manage work products that span multiple documents. Integrated search capabilities help people find, share, and use this information. Metadata management capabilities such as the new Term Store feature can help organizations to centrally manage metadata across sites. Metadata is information about data that is used to help identify, structure, discover, and manage information. New support for metadata-driven navigation, and the ability to embed metadata fields in documents improves information search and discovery. Content can also be protected from unauthorized access. Collaboration tools, such as workflow, help people work better together to create, review, and approve documents in a structured way.
Satisfy compliance and legal requirements The records management capabilities in SharePoint Server 2010 enable organizations to store and protect business records, either in-place next to in-progress records or in a locked down central repository. Organizations can apply expiration policies to records to ensure that they are retained for the appropriate time period to comply with regulations or corporate business policies, thereby mitigating legal risk to the organization. Audit trails provide proof to internal and external auditors that records were retained appropriately. Holds can be placed upon specific records under legal discovery to prevent their destruction.
Efficiently manage multiple Web sites The Web content management capabilities in SharePoint Server 2010 enable people to publish Web content with an easy-to-use content authoring tool and a built-in approval process. Employees can upload content — including images, audio, and video — to Web sites in a timely manner without extensive support from IT staff. New support for rich media includes a new Asset Library, with rich views and pickers; support for videos as a SharePoint content type; a streaming video infrastructure, and a skinable Silverlight media player. Templates in the form of master pages and page layouts enable organizations to apply consistent branding to pages. Built-in Web analytics features provide support for Traffic, Search, and Inventory analytics reports. SharePoint Server 2010 also offers a single deployment and management infrastructure for intranet, extranet, and Internet sites, as well as for multilingual sites.
Enterprise search
SharePoint Server 2010 delivers a powerful search infrastructure that complements other business productivity capabilities such Enterprise Content Management and collaboration to help people get better answers faster and amplify the impact of knowledge and expertise.
Search takes into account your personal context and helps you refine your search by using interactive navigation to guide you to the information you need. SharePoint Server extends the reach of search across more content sources and content types to connect to all the information in your enterprise — including enterprise applications such as SAP, Siebel, or custom databases — and make the information available to the people who need it.
Business intelligence
Business intelligence is a set of methodologies, technology, and processes that takes information stored in organizational systems and makes it actionable by putting it into the hands of the people who need it most so that they can make informed decisions. As a key part of the Microsoft business intelligence platform, SharePoint Server 2010 can help extend business intelligence capabilities to everyone within an organization, so that everyone is able to access the right data to make the right decisions.
Your organization probably stores data in a variety of formats, such as databases, e-mail messages, and spreadsheet files. SharePoint Server 2010 helps you extract data from a variety of sources and present that data in ways that facilitate analysis and decision making.
Excel Services empowers decision makers to publish, share, and manage Excel workbooks on a SharePoint site. Other people in the organization can then modify cell values, formulas, and formatting from the browser as they analyze the data.
PerformancePoint Services in SharePoint Server 2010 can increase visibility into key organizational objectives and metrics, and enable richer depth of analysis and insight. You or others in your organization can create and use interactive dashboards with scorecards, reports, and filters to find trends. You can also add rich charts to your SharePoint sites and connect the charts to data from a variety of sources, such as SharePoint lists, external data lists, Business Data Connectivity Services, Excel Services, or other Web Parts.
Portals
With SharePoint Server 2010, organizations can build and maintain portal sites for every aspect of their business (enterprise intranet portals, corporate Internet Web sites, and divisional portal sites). Enterprise intranet and divisional portals can connect individual sites across an organization and consolidate access to existing business applications. Teams and individuals in an organization can use a portal site to access the expertise, information, and business applications that they need in order to do their jobs.
Individuals within an organization who use a portal site can take advantage of their My Site sites. A My Site is a personal site that gives you a central location to manage and store your documents, content, links, and contacts. My Site serves as a point of contact for other users in your organization to find information about you, your skills, and your interests. My Sites include the social computing features mentioned earlier in this article.
SharePoint Server 2010 also includes features that organizations can use to personalize the experience of a portal site for individual users, such as targeting content to specific types of users. Your organization can further customize the portal site by using a SharePoint-compatible Web design program such as SharePoint Server 2010.
Business process and forms
SharePoint Server 2010 provides many features that can help you integrate and streamline your business processes. Workflows can streamline the cost of coordinating common business processes, such as project approval or document review, by managing and tracking the tasks involved with those processes. SharePoint Server 2010 has several predefined workflows that you can use as they are or customize to suit your needs. You can also use SharePoint Designer to create custom workflows that support your unique business processes.
Buttons on the ribbon may be grayed out for any of the following reasons:
The action is not applicable or it depends on some other action. For example, you must select the check box for a document before you can check it out.
You do not have permission to complete the task.
The feature is not enabled for the site. For example, workflows may not be enabled on the site.
You can also save files to a library from some client programs that are compatible with SharePoint Server. For example, you can save a Microsoft Word document to a library on a SharePoint site while you work in Word.
To add an item to a list or a file to a library, you must have permission to contribute to the list or library. For more information about how your organization uses permissions and permission levels, ask your site owner or administrator.
When you add the item or file, other people who have permission to read the list can view the item or file, unless it requires approval. If the item or file requires approval, then it is stored in a pending state in the list or library, until someone with the appropriate permissions approves it. If you are already viewing the list or library when an item or file is added, you may need to refresh your browser to see the new item or file.
Lists and libraries can also take advantage of e-mail features, if incoming or outgoing mail is enabled on your site. Some lists, such as calendars, announcements, blogs, and discussion boards, can be set up so that people can add content to them by sending e-mail. Other lists, such as tasks and issue-tracking lists, can be set up to send e-mail to people when items are assigned to them.
In addition to adding content to existing lists and libraries, you may have permission to create new lists and libraries. The list and library templates give you a head start. Depending on your permission level, you can also create and customize new pages and sites.
Lists
Although there are different types of lists, the procedure for adding items to them is similar, so you don't need to learn several new techniques to work with different types of lists. A list item contains text in a series of columns, but some lists may allow attachments to be added to the item.
Add an item to a list
1.In the list where you want to add the item, click the Items tab on the ribbon. (It's the Events tab for a calendar.)
2.Click New Item (New Event for a calendar).
Tip Another quick way to add an event to a calendar is to point to the date on the calendar, and then click Add.
3.Complete the required fields and any others that you want to complete.
4.Click Save.
Edit or delete an item in a list
1.Point to an item and then select the check box that appears next to the item.
Your list or library may be set up to track versions, so that you can restore a previous version if you make a mistake and view a version history of the changes. When versions are tracked, revisions to the items or files and their properties are stored. This enables you to better manage content as it is revised and even to restore a previous version if you make a mistake in the current version. Versioning is especially helpful when several people work together on projects or when information goes through several stages of development and review.
SharePoint Server 2010 helps organizations manage the entire life cycle of content by providing distinct sets of features that enable organizations to achieve the following goals:
Manage diverse content The document management capabilities in SharePoint Server 2010 help organizations consolidate diverse content from multiple locations into a centrally managed repository with consistent categorization. The new document sets feature enables your organization to create and manage work products that span multiple documents. Integrated search capabilities help people find, share, and use this information. Metadata management capabilities such as the new Term Store feature can help organizations to centrally manage metadata across sites. Metadata is information about data that is used to help identify, structure, discover, and manage information. New support for metadata-driven navigation, and the ability to embed metadata fields in documents improves information search and discovery. Content can also be protected from unauthorized access. Collaboration tools, such as workflow, help people work better together to create, review, and approve documents in a structured way.
Satisfy compliance and legal requirements The records management capabilities in SharePoint Server 2010 enable organizations to store and protect business records, either in-place next to in-progress records or in a locked down central repository. Organizations can apply expiration policies to records to ensure that they are retained for the appropriate time period to comply with regulations or corporate business policies, thereby mitigating legal risk to the organization. Audit trails provide proof to internal and external auditors that records were retained appropriately. Holds can be placed upon specific records under legal discovery to prevent their destruction.
Efficiently manage multiple Web sites The Web content management capabilities in SharePoint Server 2010 enable people to publish Web content with an easy-to-use content authoring tool and a built-in approval process. Employees can upload content — including images, audio, and video — to Web sites in a timely manner without extensive support from IT staff. New support for rich media includes a new Asset Library, with rich views and pickers; support for videos as a SharePoint content type; a streaming video infrastructure, and a skinable Silverlight media player. Templates in the form of master pages and page layouts enable organizations to apply consistent branding to pages. Built-in Web analytics features provide support for Traffic, Search, and Inventory analytics reports. SharePoint Server 2010 also offers a single deployment and management infrastructure for intranet, extranet, and Internet sites, as well as for multilingual sites.
Navigating to content
Navigation elements help people to browse through the content that they need. Two navigation items that you can customize are the top link bar and the Quick Launch.
By using the settings pages for each list or library, you can choose which lists and libraries appear on the Quick Launch. You can also change the order of links, add or delete links, and add or delete the sections into which the links are organized. For example, if you have too many lists in the List section, you can add a new section for Tasks Lists where you can include links to your tasks lists. You can make all of these changes to the Quick Launch from within a browser that is compatible with SharePoint Server 2010. You can even add links to pages outside the site.
Overview of SharePoint Foundation and SharePoint Server
SharePoint Server 2010 also enables participation anywhere by offering a rich SharePoint Workspace experience while online or disconnected from your network and freeing users to collaborate on the go.
Enterprise Content Management
Enterprise Content Management (ECM) from Microsoft helps organizations overcome the challenges posed by large volumes of unmanaged content. SharePoint Server 2010 is a central part of the Microsoft ECM solution, which extends content management to every employee in an organization through integration with familiar tools such as the Microsoft Office system. The Microsoft ECM solution provides capabilities for managing the entire life cycle of content — from creation, to editing and collaboration, to expiration — on a single unified platform.
SharePoint Server 2010 helps organizations manage the entire life cycle of content by providing distinct sets of features that enable organizations to achieve the following goals:
Manage diverse content The document management capabilities in SharePoint Server 2010 help organizations consolidate diverse content from multiple locations into a centrally managed repository with consistent categorization. The new document sets feature enables your organization to create and manage work products that span multiple documents. Integrated search capabilities help people find, share, and use this information. Metadata management capabilities such as the new Term Store feature can help organizations to centrally manage metadata across sites. Metadata is information about data that is used to help identify, structure, discover, and manage information. New support for metadata-driven navigation, and the ability to embed metadata fields in documents improves information search and discovery. Content can also be protected from unauthorized access. Collaboration tools, such as workflow, help people work better together to create, review, and approve documents in a structured way.
Satisfy compliance and legal requirements The records management capabilities in SharePoint Server 2010 enable organizations to store and protect business records, either in-place next to in-progress records or in a locked down central repository. Organizations can apply expiration policies to records to ensure that they are retained for the appropriate time period to comply with regulations or corporate business policies, thereby mitigating legal risk to the organization. Audit trails provide proof to internal and external auditors that records were retained appropriately. Holds can be placed upon specific records under legal discovery to prevent their destruction.
Efficiently manage multiple Web sites The Web content management capabilities in SharePoint Server 2010 enable people to publish Web content with an easy-to-use content authoring tool and a built-in approval process. Employees can upload content — including images, audio, and video — to Web sites in a timely manner without extensive support from IT staff. New support for rich media includes a new Asset Library, with rich views and pickers; support for videos as a SharePoint content type; a streaming video infrastructure, and a skinable Silverlight media player. Templates in the form of master pages and page layouts enable organizations to apply consistent branding to pages. Built-in Web analytics features provide support for Traffic, Search, and Inventory analytics reports. SharePoint Server 2010 also offers a single deployment and management infrastructure for intranet, extranet, and Internet sites, as well as for multilingual sites.
Enterprise search
SharePoint Server 2010 delivers a powerful search infrastructure that complements other business productivity capabilities such Enterprise Content Management and collaboration to help people get better answers faster and amplify the impact of knowledge and expertise.
Search takes into account your personal context and helps you refine your search by using interactive navigation to guide you to the information you need. SharePoint Server extends the reach of search across more content sources and content types to connect to all the information in your enterprise — including enterprise applications such as SAP, Siebel, or custom databases — and make the information available to the people who need it.
Business intelligence
Business intelligence is a set of methodologies, technology, and processes that takes information stored in organizational systems and makes it actionable by putting it into the hands of the people who need it most so that they can make informed decisions. As a key part of the Microsoft business intelligence platform, SharePoint Server 2010 can help extend business intelligence capabilities to everyone within an organization, so that everyone is able to access the right data to make the right decisions.
Your organization probably stores data in a variety of formats, such as databases, e-mail messages, and spreadsheet files. SharePoint Server 2010 helps you extract data from a variety of sources and present that data in ways that facilitate analysis and decision making.
Excel Services empowers decision makers to publish, share, and manage Excel workbooks on a SharePoint site. Other people in the organization can then modify cell values, formulas, and formatting from the browser as they analyze the data.
PerformancePoint Services in SharePoint Server 2010 can increase visibility into key organizational objectives and metrics, and enable richer depth of analysis and insight. You or others in your organization can create and use interactive dashboards with scorecards, reports, and filters to find trends. You can also add rich charts to your SharePoint sites and connect the charts to data from a variety of sources, such as SharePoint lists, external data lists, Business Data Connectivity Services, Excel Services, or other Web Parts.
Portals
With SharePoint Server 2010, organizations can build and maintain portal sites for every aspect of their business (enterprise intranet portals, corporate Internet Web sites, and divisional portal sites). Enterprise intranet and divisional portals can connect individual sites across an organization and consolidate access to existing business applications. Teams and individuals in an organization can use a portal site to access the expertise, information, and business applications that they need in order to do their jobs.
Individuals within an organization who use a portal site can take advantage of their My Site sites. A My Site is a personal site that gives you a central location to manage and store your documents, content, links, and contacts. My Site serves as a point of contact for other users in your organization to find information about you, your skills, and your interests. My Sites include the social computing features mentioned earlier in this article.
SharePoint Server 2010 also includes features that organizations can use to personalize the experience of a portal site for individual users, such as targeting content to specific types of users. Your organization can further customize the portal site by using a SharePoint-compatible Web design program such as SharePoint Server 2010.
Business process and forms
SharePoint Server 2010 provides many features that can help you integrate and streamline your business processes. Workflows can streamline the cost of coordinating common business processes, such as project approval or document review, by managing and tracking the tasks involved with those processes. SharePoint Server 2010 has several predefined workflows that you can use as they are or customize to suit your needs. You can also use SharePoint Designer to create custom workflows that support your unique business processes.
Buttons on the ribbon may be grayed out for any of the following reasons:
The action is not applicable or it depends on some other action. For example, you must select the check box for a document before you can check it out.
You do not have permission to complete the task.
The feature is not enabled for the site. For example, workflows may not be enabled on the site.
You can also save files to a library from some client programs that are compatible with SharePoint Server. For example, you can save a Microsoft Word document to a library on a SharePoint site while you work in Word.
To add an item to a list or a file to a library, you must have permission to contribute to the list or library. For more information about how your organization uses permissions and permission levels, ask your site owner or administrator.
When you add the item or file, other people who have permission to read the list can view the item or file, unless it requires approval. If the item or file requires approval, then it is stored in a pending state in the list or library, until someone with the appropriate permissions approves it. If you are already viewing the list or library when an item or file is added, you may need to refresh your browser to see the new item or file.
Lists and libraries can also take advantage of e-mail features, if incoming or outgoing mail is enabled on your site. Some lists, such as calendars, announcements, blogs, and discussion boards, can be set up so that people can add content to them by sending e-mail. Other lists, such as tasks and issue-tracking lists, can be set up to send e-mail to people when items are assigned to them.
In addition to adding content to existing lists and libraries, you may have permission to create new lists and libraries. The list and library templates give you a head start. Depending on your permission level, you can also create and customize new pages and sites.
Lists
Although there are different types of lists, the procedure for adding items to them is similar, so you don't need to learn several new techniques to work with different types of lists. A list item contains text in a series of columns, but some lists may allow attachments to be added to the item.
Add an item to a list
1.In the list where you want to add the item, click the Items tab on the ribbon. (It's the Events tab for a calendar.)
2.Click New Item (New Event for a calendar).
Tip Another quick way to add an event to a calendar is to point to the date on the calendar, and then click Add.
3.Complete the required fields and any others that you want to complete.
4.Click Save.
Edit or delete an item in a list
1.Point to an item and then select the check box that appears next to the item.
Your list or library may be set up to track versions, so that you can restore a previous version if you make a mistake and view a version history of the changes. When versions are tracked, revisions to the items or files and their properties are stored. This enables you to better manage content as it is revised and even to restore a previous version if you make a mistake in the current version. Versioning is especially helpful when several people work together on projects or when information goes through several stages of development and review.
SharePoint Server 2010 helps organizations manage the entire life cycle of content by providing distinct sets of features that enable organizations to achieve the following goals:
Manage diverse content The document management capabilities in SharePoint Server 2010 help organizations consolidate diverse content from multiple locations into a centrally managed repository with consistent categorization. The new document sets feature enables your organization to create and manage work products that span multiple documents. Integrated search capabilities help people find, share, and use this information. Metadata management capabilities such as the new Term Store feature can help organizations to centrally manage metadata across sites. Metadata is information about data that is used to help identify, structure, discover, and manage information. New support for metadata-driven navigation, and the ability to embed metadata fields in documents improves information search and discovery. Content can also be protected from unauthorized access. Collaboration tools, such as workflow, help people work better together to create, review, and approve documents in a structured way.
Satisfy compliance and legal requirements The records management capabilities in SharePoint Server 2010 enable organizations to store and protect business records, either in-place next to in-progress records or in a locked down central repository. Organizations can apply expiration policies to records to ensure that they are retained for the appropriate time period to comply with regulations or corporate business policies, thereby mitigating legal risk to the organization. Audit trails provide proof to internal and external auditors that records were retained appropriately. Holds can be placed upon specific records under legal discovery to prevent their destruction.
Efficiently manage multiple Web sites The Web content management capabilities in SharePoint Server 2010 enable people to publish Web content with an easy-to-use content authoring tool and a built-in approval process. Employees can upload content — including images, audio, and video — to Web sites in a timely manner without extensive support from IT staff. New support for rich media includes a new Asset Library, with rich views and pickers; support for videos as a SharePoint content type; a streaming video infrastructure, and a skinable Silverlight media player. Templates in the form of master pages and page layouts enable organizations to apply consistent branding to pages. Built-in Web analytics features provide support for Traffic, Search, and Inventory analytics reports. SharePoint Server 2010 also offers a single deployment and management infrastructure for intranet, extranet, and Internet sites, as well as for multilingual sites.
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