SharePoint Basics
Based on Training Provided by Pluralsight
Kimberly Seivers Crigger, Parker Poe Adams & Bernstein
Agenda
What is SharePoint?
Glossary, Terms and Acronyms
SharePoint Projects
SharePoint Audiences
◦ Where do you fit in?
SharePoint Tools
Logical Layout
SharePoint Versions
What is SharePoint?
Web application platform developed by Microsoft
Centralized replacement for multiple web applications
Web Content Management
Document Management System
Allows for managing and provisioning of intranet portals, extranets
and websites, document management and file management,
collaboration spaces, social networking tools, enterprise search,
business intelligence tooling, process/information integration, and
third-party developed solutions
Highly scalable
Capable of supporting multiple organizations on a single ‘server
farm’
Highly customizable and configurable through editing, branding and
web parts (i.e. widgets/gadgets)
Glossary, Terms and Acronyms
Active Directory
The Active Directory stores information about a variety of objects in the
network. Importantly, user accounts, computer accounts, groups, and all
related credential information used by windows and SharePoint.
Activities
Activities are tracked updates related to a specific user. They are often
related to the users social interaction within SharePoint (such as tagging,
rating, etc).
Activity Feed
A message that provides updates about items of interest based on custom
notification settings. This includes updates about changes to documents,
the status of colleagues, social tags, and colleague profiles.
Alerts
To notify users of changes to existing information or new information add
an alert to track new matches to search queries, changes to content in an
area (list/library, folder, and document/item), or a new site added to the
Site Directory.
Glossary, Terms and Acronyms
Anonymous User
A user who presents no credentials when identifying himself or herself.
Areas
A means to organize the portal for navigational simplification.
Ascending Order
A sort order in which text strings are arranged in alphabetical order,
numerical values are arranged from smallest to largest, and dates and
times are arranged from oldest to newest.
Attachment
An external file that is included with an email message or associated with
an item in a SharePoint list.
Audience
A named group of users that is used for targeting content.
Audiences
Groups of users, who meet certain criteria, created for targeted
distribution of information. Users are said to be a member of an audience
if they meet that audience’s membership criteria. The criteria are
associated with properties found in the Active Directory.
Glossary, Terms and Acronyms
Authentication
(1) The ability of one entity to determine the identity of another entity.
(2) The act of proving an identity to a server while providing key material
which binds the identity to subsequent communications. (How the
system knows who the user is)
BCS
Business Connectivity Services – A new service that empowers users
(who have sufficient access rights) to pull in external data use in
SharePoint.
BDC
Business Data Catalog – For connecting with other lines of business
(enterprise level feature)
Collaboration Content
Collaboration content is content stored in lists like calendars, task lists,
and document libraries.
Glossary, Terms and Acronyms
Content Type
A named and uniquely identifiable collection of settings and fields that
store metadata for individual items in a SharePoint list. One or more
content types can be associated with a list, which restricts the contents to
items of those types.
Data Validation
The process of testing the accuracy of data; a set of rules that specify the
type and range of data that users can enter.
Default View
The view of a list that is defined by the owner of the list to appear when
users browse to the list without specifying a view.
Descending Order
A sort order in which text is arranged in reverse alphabetical order,
numerical values are arranged from largest to smallest, and dates and
times are arranged from newest to oldest.
Glossary, Terms and Acronyms
Discussions
SPS supports two types of discussions: discussion boards and Web
discussions. Discussion boards are similar to any newsgroup forum. Web
discussions, on the other hand, are a new way to comment on documents
and share those comments with others. When a new site is created, a
discussion board is automatically created.
Distribution List
A collection of users, computers, contacts, or other groups that is used
only for e-mail distribution, and addressed as a single recipient.
Document Center
A document library template that is preconfigured to store a large quantity
of documents.
Document Library
A configurable list in which documents and folders can be stored. The
document library has special settings above and beyond a folder such as
versioning settings, workflow settings, and information policies.
Document Workspace
A document repository that enables users to collaborate on one or more
documents.
Glossary, Terms and Acronyms
Document Workspace
SharePoint Services site that contain a document library, tasks, links, and
other information. Document workspaces can be created directly in SPS
as a new site, or they may be created ad-hoc from within an Office
product. End users can collaborate without having SPS open alongside
Office.
External Content Type
A reusable collection of metadata that defines a set of data from one or
more external data sources, the operations avaialble on that data, and
connectivity information related to that data.
External List
A list of items of an external content type.
Feature
A package that can be activated or deactivated at either the site or site
collection level. Each feature varies considerably so you must refer to it’s
description to understand the impact of activating or deactivating a
specific feature.
Glossary, Terms and Acronyms
Gallery
A library that is used to store a collection of site resources, such as Web
Parts, list templates, or site templates.
Item
An individual entry within a SharePoint list. Each list item can have multiple
columns associated with it depending on the list it is contained within and,
depending on the content type of the item.
Key Performance Indicator (KPI)
A predefined measure that is used to track performance against a strategic
goal, objective, plan, initiative, or business process. A visual cue is frequently
used to communicate performance against the measure.
Keyword
One or more words or phrases that site administrators identified as
important. A keyword provides a way to display best bets and definitions
on a search results page.
Libraries
In order to share files, SharePoint makes use of libraries. The three types of
libraries available in SharePoint are document libraries, form libraries and
picture libraries.
Glossary, Terms and Acronyms
List Template
An XML-based definition of list settings, including fields and views, and
optionally list items. List templates are stored in .stp files in the list
template gallery.
Lists
Along with document libraries, lists form the foundation of content within
SPS. A list is a collection of information items displayed in an area or on a
site. List types include: Announcements, Links, Contacts, Events, Tasks and
Issues.
Lookup Column
A column of the Lookup type that allows a user to select items from
another list/library. This column can also bring in extra data/fields from the
list it is referencing.
Major Version
An iteration of a document, or list item that is ready for a larger group to
see, or has changed significantly since the previous major version. For an
item on a SharePoint site, the minor version is always zero for a major
version.
Glossary, Terms and Acronyms
Managed Term
A word or a phrase that can be associated with a SharePoint item . Managed
terms, are usually predefined, can be created only by users with the
appropriate permissions, and are often organized into a hierarchy. Also
called “term” where “managed” is clear from the context.
Masterpage
The masterpage is the structural content which often surrounds your site.
Often it makes up the header and footer of the site and may or may not
also contain the left navigation. Typically if you have multiple masterpages
these will significantly alter the look of each site they are applied to.
Meeting Workspace
A specialized SharePoint Services site. Can be created directly in SPS or in
Outlook as a part of a meeting request. Should not be confused with Live
Meeting, etc.
Metadata
Data about data. This is often seen in the form of column values in a
SharePoint library or list, but can take many other forms.
Glossary, Terms and Acronyms
Minor Version
For an item on a SharePoint site, the minor version number is never zero
and is incremented for each new version of an item, unless a major version is
explicitly published. When minor versioning is disabled on a SharePoint site,
only major version numbers are incremented, and the minor version is
always zero.
Moss
Microsoft Office SharePoint Server 2007 – The fully licensed product in 2007
(note there is still enterprise and standard variations)
My Network
My network is a page designed to provide a summary and roll up of the
activities going on in your network.
Glossary, Terms and Acronyms
My Site
A single page portal that contains the user’s personal sites, links, etc. My
Site consists of both a public and private view. The private view is intended
as a personal workplace for the individual end user. The public view, on the
other hand, acts like a business card that can be accessed by other portal
users.You can see the different views by clicking either Private or Public
under the Select View list.I am leaving this, because many will still refer to
My Home, or Personal Sites as MySites for some time.
OOTB
Out of the box. Typically in SharePoint this represents the components and
features shipped with the product. As in the existing webparts, and
templates in the product. There is contention around whether using
SharePoint Designer is OOTB as SharePoint Designer (while free) is still
another product from SharePoint.
Page Layout
A dynamic Web template that is stored as a document. It contains content
placeholders that bind to fields of a publishing page. A page layout has an
associated content type that determines which publishing pages it can be
bound to. The page layout can contain webpart zones, as well as webparts.
In SharePoint think of the Masterpage as the wrapper for page layouts.
Glossary, Terms and Acronyms
Permission
A rule that is associated with something to regulate which users can gain
access to that something and in what manner.
Permission Level
A set of permissions that can be granted to users, distribution lists or
SharePoint groups on an entity such as a site, list, folder, item, or document.
Personal Site
A type of SharePoint site that is used by an individual user for personal
productivity. The site appears to the user as My Site.
Privacy Level
A setting that specifies the category of users who are allowed to view the
personal information of other users, such as user profile properties,
colleagues, or memberships.
Private Web Part
A Web Part added to a Web Part Page by a user who is working on the
page in personal view. Private Web Parts are available only to the user who
added or imported the Web Part.
Glossary, Terms and Acronyms
Provision
The process of creating and deploying something, and in some cases,
populating that something with default data and settings.
Published Version
The version of a list item that is approved and can be seen by all users. The
user interface (UI) version number for a published version is incremented
to the next positive major version number and the minor version is zero.
and minor version.
Publishing Pages
Publishing pages are pages under /Pages/ document libraries on each site
that include specific content types. Content for these pages are stored in
this document library like columns in a list, with each column storing data
for a page field.
Recycle Bin
A container for items that are deleted. Items in this container are visible to
users with the appropriate permissions and to site collection
administrators and can be recovered or removed (default of 45 days before
they are automatically emptied).
Glossary, Terms and Acronyms
Ribbon
The Ribbon is a new UI component added to simplify navigation, and
increase the visibility of functions. It is Context Sensitive (which means
when you click on something, it knows what you clicked on).
Search Scope
A list of attributes that define a collection of items to be filtered/returned
in searches.
Server Farm
A central group of network servers maintained by an enterprise. A server
farm provides a network with load balancing, scalability, and fault tolerance.
In some configurations, multiple servers may appear to users as a single
resource. Each SharePoint farm has a single, unique configuration database
where information and configuration settings for the farm are registered.
Each server in the farm relies on that configuration database to get
information about the farm and to provide services in the farm.
Shared Documents Library
A document library that is included by default in the Team Site site
template.
Glossary, Terms and Acronyms
Shared Web Part
A Web Part added to a Web Part Page by a user who is working on the
page in shared view. Shared Web Parts are available to all users of a Web
Part Page who have the appropriate permissions.
SharePoint Foundation (Server)
This is the next version of WSS renamed. This version has no licensing
costs (aside from infrastructure it runs on) and has less functionality than
the full copy of SharePoint Server.
SharePoint Server
The new product/platform name. No longer called MOSS or Microsoft
Office SharePoint Server.
Site
A complete Web site stored in a named leaf of the top-level Web site.
Glossary, Terms and Acronyms
Site Collection
A set of Web sites on a Web application that has the same owner and share
administration settings. Each site collection contains a top-level Web site
and can contain one or more sites (or subsites). There can be multiple site
collections on each Web application. A site collection can use only a single
content database. Everything is now a site collection: a portal is a site
collection where Home is the top-level Web site and the areas are sites (or
subsites), a channel hierarchy is a site collection where the root channel is
the top-level Web site and sub-channels are sites (or subsites).
Site Collection Administrator
A user who has administrative permissions for a site collection.
Site Column
A column that can be associated with a content type or list within a site or
site collection.
Site Content Type
A named and uniquely identifiable collection of settings and fields that
store metadata for lists within individual sites. This is at the site collection
level, so that it is available throughout the subsites or sites beneath it.
Glossary, Terms and Acronyms
Site Groups
Site groups are custom security groups that apply to a specific Web site.
Users are assigned to site groups to grant them permissions on a
SharePoint site.
Site Membership
The status of being a member of a site and having a defined set of user
rights for accessing or managing content on that site.
Site Templates
Whenever you create a new site, SPS use predefined templates to simplify
the creation of the new elements for the site. These templates allow you to
create everything from a specialized team site to a blank site you can use
to create content from scratch.
SPD / Sharepoint Designer
SharePoint Designer is a free tool which allows users to modify pages, and
customize their SharePoint sites in more powerful ways than the out of the
box GUI interface.
SPS
SharePoint Portal Server
Glossary, Terms and Acronyms
Subsite
A named subdirectory of the top-level Web site that is a complete Web site.
Each subsite can have independent administration, authoring, and browsing
permissions from the top-level Web sites and other subsites.
Survey
A Web site component that enables users to respond to a set of questions
specified by the creator of the survey. Results are tallied in a graphical
summary. Surveys provide a way to poll portal users for input on a subject.
Surveys support a wide variety of response types from simple Yes/No
answers to free-form text.
Term Set
A collection of related terms. For example, the term set named “milestone”
could include the terms “M0” “M1” “M2” “Alpha” “Beta1” “Beta2” “RC1”
“RC2” and “RTM.”
Top-Level Web Site
The top, root default site in a site collection. Every site collection has, at its
root a top-level Web site. Access to the top-level web site is provided
supplying the URL of the site collection (like http://ServerURL or
http://ServerURL/sites/SiteCollectionName) without specifying a page name
or subsite.
Glossary, Terms and Acronyms
View
A named collection of settings for querying and displaying items/documents
in a SharePoint list/library. There are two types of views: Personal, which
can be used only by the user who creates them; and Public, which can be
used by all users who have access to the site.
Web Application
A virtual server that resides on an HTTP server but appears to the user as
a separate HTTP server. Several Web applications can reside on one
computer, each capable of running its own programs and each having
individualized access to input and peripheral devices. Each Web application
can have its own domain name and IP address.
Web Part
Customizable Web page element that can be added to SharePoint pages
Web Part Connection
An element in a Web Parts page that defines a provider-consumer data
relationship between two Web Parts. When a Web Parts page is rendered,
data provided by one Web Part can affect how and what is rendered by the
other Web Part.
Glossary, Terms and Acronyms
Web Part Page
Often certain pages will be called web part pages – Really this just means
that these pages most likely have pre-defined zones you can use to add
and re-arrange webparts on.
Web Part Properties
The properties which can be changed for a web part to appear or
function differently.
Web Part Zone
A container with a set of properties that can be configured to control the
organization and format of Web Parts on a Web Part Page. Web Part zones
can also be used to provide protection against changes to Web Parts.
Workflow
The automation of business processes, where business documents and
tasks are passed automatically from one user to another for action,
according to a set sequence.
WSS
Windows SharePoint Services
Typical SharePoint Projects
Intranets
Extranets
Project Tracking
Departments
Committees
Work Orders
Human Resources
Clients
Keys to SharePoint Project Success
Don’t follow any methodology by the
book.
Prepare a Governance Plan.
◦ People
◦ Processes
Design
◦ Information Architecture Diagram
Monitor Infrastructure Requirements
SharePoint Audiences
Business Users
Advanced/Moderately Technical Business
Analysts
Developers
Designers
Administrators
SharePoint Tools
SharePoint Visual
Browser
Designer Studio
Logical Layout
Central
Administration – SharePoint Farm
Manage all
SharePoint Sites SharePoint
Web Application
Site Collections
Sites
Shared Service
Lists Provider (SSP) –
Centrally
manage and
share services
(profiles)
SharePoint Choices
SharePoint 2010
SharePoint 2010 SharePoint Foundation
• Enterprise Search
Enterprise Standard • My Sites
• Workflows’
• BCS
• Audience Targeting
• Web Analytics / Services
SharePoint 2007
SharePoint 2007 WSS 3.0
• My Sites
Enterprise Standard • RSS Feeds
• Audience Targeting
• BDC
• Workflows
• Services
SharePoint 2010
SharePoint 2007
SharePoint WSS 3.0
5 Reasons SharePoint 2010 Will
Revolutionize Your Organization
Empower
Individuals
Money, Deliver
Money, Relevant
Money Infomation
Support
Inter-
Compliance
operability
Requirements
Questions
Thanks!
Thank you for your attention!
Kimberly Seivers Crigger
kimberlycrigger@parkerpoe.com
kimberly.crigger@gmail.com
SharePoint Administrator
Parker Poe Adams & Bernstein