UTS SHAREPOINT 2010 Migrating Content

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					                                  Lab 4 UTS: SHAREPOINT 2010 MIGRATING CONTENT

          ***Special Note***
          In order to do this lab, you must make sure your
          account in SharePoint is Administrator

          After completing this lab, you will be able to:

              -    Configure and use document library
              -    Import files into a document library using Out of Box tools
              -    Take files offline

          Note This lab focuses on the concepts in this module and as a result may not comply with Microsoft
          security recommendations.

Estimated time to
complete this lab: 120

                  1 Objectives | SSW
                   Lab 4 UTS: SHAREPOINT 2010 MIGRATING CONTENT

Exercise 0:
Lab Setup
 Login as Administrator to the Virtual Machine

Exercise 1:
(Review from lab 3) Upload document(s) to your document library

   1. In SharePoint, create a new document library UTS Document Exercise under your
      team site

       Make sure to select Create a version each time you edit a file…
       You can switch this setting on via document library settings if you missed it.

   2. In Windows, create a new Microsoft Word document and populate it with some
   3. Save the document as document1.docx into your My Documents folder
   4. In SharePoint, navigate to the UTS Document Exercise document library, select
      the Library Tools, Documents ribbon, then Upload Document

     2 Exercise 0:
       Lab Setup | SSW

5. Click Browse...
6. Find the document document1.docx you just created in My Documents and click

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Exercise 2:
(Review from lab 5) Upload multiple documents to your document

  1. In Windows, create two new Microsoft Word document and populate it with
     some content.
  2. Save the documents into your My Documents folder as document2.docx and
  3. In SharePoint, navigate to the UTS Document Exercise document library, click
     Upload Document, Upload Multiple Documents

  4. Select My Documents, then select the two documents you just created
     document2.docx and document3.docx in My Documents

  5. Click OK to upload
  6. Review the “UTS Document Exercise” document library – the three Word
     documents should be uploaded.
  7. New documents added to the document library are in draft status

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8. You can check in and check out files from the ribbon – select the file that’s
   checked out, select Check In from the ribbon

9. Select Keep the document checked out after checking in this version?, click OK

10. Make sure all the files are checked out to you.

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Exercise 3:
Open document library in Windows Explorer via WebDAV

  1.  NOTE In SharePoint, it is possible to access any Document Library with Windows

     Explorer, via WebDAV.
  2. But first, make a change to document3.docx created in the previous exercise.
  3. In Windows Explorer – go to My Documents
  4. Open document3.docx and make a change. save the file again.

  5. In Internet Explorer – go to UTS Document Exercise document library

  6. Click Actions, Open with Windows Explorer

  7. Windows Explorer should open showing the files in the Document Library, if
     doesn’t you should see the follow error. If running on Windows Server 2008 or
     above you need to enable “Desktop Experience”

  8. You can drag files into this Windows Explorer folder and it will be uploaded to
  9. NOTE You may see a hidden folder “Forms” in the Windows Explorer view – the
     files in this hidden folder is crucial to SharePoint and should not be modified

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10. From the other Windows Explorer My Documents, drag document3.docx into
    this Windows Explorer http://server/UTS Document Exercise
11. The Confirm File Replace dialog should open. Check that the file you are copying
    is newer than the previous version in SharePoint, then click Yes
12. NOTE If you have an error at this point – it may be caused by the file not being
    checked-out, you cannot check-out a file from the Windows Explorer view – go
    back to Internet Explorer, hover over the file “document3.docx” and wait for the
    drop down menu – select “Check Out”

13.    NOTE You can also add this via Windows Explorer. Start from Map network

      drive, click Connect to a network server or Connect to a website to store files…,
      next, choose another Network location, and enter in the URL of the document

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Exercise 4:
Checking history

  1. Each time you check-in your document, a new version is tracked in SharePoint
  2. In Internet Explorer, browser to UTS Document Exercise, hover over the file
     document1.docx and wait for the drop down menu – select View History

  3. You should see the different versions checked into SharePoint over the past few
     steps of the exercise

Exercise 5:
Word 2010 version compare

  1. NOTE Ensure you have multiple versions for the file you are using for this exercise.
  2. In Internet Explorer, navigate to UTS Document Exercise and click on
     document3.docx to open the document in Microsoft Word
  3. If Word is in reader mode (side-by-side layouts), click Close on the top right to go
     back to the normal mode

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4. Click on the Review menu in the Ribbon bar

5. Click the Compare button and select Specific Version in the drop down
6. Select an earlier version of this document, then click Compare

7. Word will open in diff mode – comparing two different versions of the file with
   summary of change revisions down the left hand side.

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Exercise 6:
Setting up document library Alert Me

  1. SharePoint document libraries can be set up to alert members when files are
  2. Go to Actions and click Alert Me

  3. Review the options here
  4. Because network and mail accounts are not set up – we won’t configure Alert

Exercise 7:
Uploading very large files to SharePoint

  1. Upload a very large file, C:\Windows\Driver Cache\i386\ (this file is
     over 50mb)
  2. NOTE We’re using for demonstration only. In practice you shouldn’t
     store cab files in SharePoint
  3. You will see an error after a short wait

  4. By default, files in SharePoint document libraries are limited to 50mb.

Exercise 8:
Changing the upload limit

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1. Go to Central Administration Site
2. Go to Application Management tab

3. Select the default web application SharePoint – 80, select General Settings

4. Click on Web application general settings under SharePoint Web Application
   management, and change the Maximum upload size to 60 MB. Click OK

5. Go back to UTS Documents library and try to upload the file again
6. This time it should be successful

7.   NOTE  We are uploading to SharePoint from the same machine – thus the speed is
     relatively quick because the bandwidth limit doesn’t come into play. In the real

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  world, uploading large files may have additional issues due to HTTP timeout, IIS
  thread execution time outs. These are advanced topics and involves
  configuration via the Web.Config.
  Ultimately, time-outs are always going to happen eventually, so if you are on a
  very slow connection it is possible for a large file to never finish uploading due to
  time outs.

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Exercise 9:
Site Quota

  1. In Central Administration it is possible to set up Quota for a site, or a site
  2. First, we will need to create a Quota template – this is a definition of the rules
     for Quota sizes that can be re-applied to other sites
  3. Additionally, it allows you to modify all site quota at once by modifying the
  4. Go to Central Administration, Application Management and click Specify quota
     templates under Site Collections

  5. Select Create a new quota template, give it a name UTS Site
  6. Set site storage limit to 1000 MB and warning at 800 MB

  7. Click OK
  8. To modify quota for all sites within a Web Application, select Application
     Management, select the application on port 80, then select General Settings

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  9. For Default Quota Template, select the UTS Site quota we’ve just defined, click

  10. To modify quota for the entire Site Collection, go to Site collection quotas and
      locks under Site Collection
      For Site Quota Information, select the UTS Site quota we’ve just defined, click

  11.   NOTE  In SharePoint, Web Applications can have many site-collections; each site
        collection can have a hierarchy of sites. At the site-collection level, you can
        configure different site-collections to be stored into different databases,
        allowing for fine control of sizes via quota, and allowing different backup options
        for different databases / hard drives.

Exercise 10:
Usage reports

  1. In Internet Explorer - head back to our site: http://ssw-sp2010/
  2. From                  select Site Settings
  3. Under the Site Actions column, click Site Collection Web Analytics reports, then
     click Storage Usage under Inventory (note: you may not have enough collected
     stats to view the report)
  4. This allows a site admin to see where the space has been used for a site-
     collection. The bar indicates the amount of Quota used

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  5. Notice our very large file is eating all the space in “UTS Document Exercise”

Exercise 11:
User recycle bin

     1. In our site, go to “View All Site Content”, and go to “UTS Document Exercise”
     2. Delete “document3.docx”
     3. When asked “Are you sure you want to send this item to the site recycle Bin?”
        click OK
     4. Click on the “Recycle Bin” on the Quick Launch (left hand side) navigation

     5. User can select a file and restore it back to the original document library,
        don’t do this now.
     6. Go to Site Actions select Site Settings
     7. Go to Recycle Bin under Site Collection Administration
     8. By default – SharePoint configures a secondary recycle bin. When a user
        deletes an item, it is moved to “End user Recycle Bin”. After 30 days files will
        be deleted again from the user recycle bin.

     9. Select document3.docx and click Delete Selection, click OK on the dialog

Exercise 12:
Second level site collection recycle bin

     1. Select a View Deleted from end user Recycle Bin

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      2. Files deleted from the user recycle bin ends up in the secondary site
         collection recycle bin. It will remain here for another 30 days before
         permanently deleted (or early deletion by a user)
      3. NOTE So adding it all up, a user has 60 days to get a deleted file back, beyond
         this, you will need to ask the administrators to restore a backup to a virtual
         machine and get the file back out for you.

Exercise 13:
Taking files offline with Outlook

   1. In Internet Explorer, navigate to “UTS Document Exercise” document library.
   2. From the Library menu, select Connect to Outlook

   3. Outlook will ask if you want to connect the SharePoint Document Library to
      Outlook, click Yes

   4. You can edit the files in this document list in Outlook – double click
      “document3.docx” to open the document. Click Edit Offline

   5. Make some changes and close the document. Click do not update the server for

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  6. Back in Outlook, you will see an icon indicating the file has been modified offline
     and you should upload your changes

  7. Open it again to check in your changes
  8. Open in Web Browser is useful to take you back to Internet Explorer

Exercise 14:
Taking files offline with SharePoint Workspace 2010


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