About Windows SharePoint Services
Windows SharePoint Services sites take file storage to a new level, providing communities for team collaboration
and making it easy for users to work together on documents, tasks, contacts, events, and other information. In
addition, team and site managers can coordinate site content and user activity easily.
SharePoint sites are made up of Web Parts and Windows ASP.NET-based components. Web Parts are designed
to be added to pages and configured by site administrators and users, creating complete page-based
applications. Windows SharePoint Services ships with a number of ready-to-use Web Parts; more will be
available in the future from Microsoft and third-party vendors.
SharePoint sites provide places to capture and share ideas, information, communication, and documents. The
sites facilitate team participation in discussions, shared document collaboration, and surveys. Site content is
accessible from both a Web browser and through clients that support Web Services. The document collaboration
features allow for easy check in, check out, and document version control.
SharePoint site members can find and communicate with key contacts and experts, both by e-mail and with
instant messaging. Site content can be easily searched, and users can also receive alerts to tell them when
existing documents and information has been changed, or when new information or documents have been added.
Site content and layout can be personalized on a per-user basis, and Web Parts can be used to present targeted
information to specific users on precise topics.
About Microsoft Windows SharePoint Services 2.0
Web sites based on Microsoft Windows SharePoint Services 2.0 provide a place where your team can
communicate, share documents, and work together on a project. You can create a separate site for every project
on which your team is working.
You can contribute to the site by using nothing more than a Web browser. However, if you use a Windows
SharePoint Services-compatible client program, such as Microsoft Office 2003, you can work seamlessly with the
site, saving files to libraries, editing documents in the client program, and moving or linking that information to
Using SharePoint sites
You can add information to the SharePoint site, such as events, names and phone numbers of people with whom
your team communicates, and to-do items.
You can also do the following:
• Post documents to share with other team members
• Hold newsgroup-style discussions
• Take a poll of the team to make a decision
As team members add or delete documents, lists, discussions, and surveys, Windows SharePoint Services
automatically updates links to the content so that it's always easy to find. You can also create alerts so that you
are notified of changes to the site.
Pages in the site display lists of information, allowing team members to organize the information any way they
want, such as by subject, due date, or author. For example, you can do the following:
• Restrict the display to see only the set of information that applies to you
• Hide information that doesn't interest you
• Change the order in which the information is listed
• Set up customized views to make it easy for your team members to focus quickly on pertinent information
When you first create a Windows SharePoint site, it comes with the following built-in features:
Your team can fill the following built-in lists with information and customize the lists if desired. You can also create
a new list that is either based on a built-in list or custom-designed.
If you have a Windows SharePoint Services-compatible spreadsheet program, such as Microsoft Excel 2002, and
Microsoft Internet Explorer 5 or later installed, you can create lists that are based on spreadsheets.
• Announcements The announcements list is a place to post information for the team. By default, a view of the
announcements list appears on the home page.
• Contacts The contacts list stores information such as name, telephone number, e-mail address, and street
address for people who work with your team. By default, a hyperlink to the contacts list appears on the Quick
• Events The events list is a place to post important dates. By default, a view of the events list appears on the
• Links The links list displays hyperlinks to Web pages of interest to team members. By default, a view of the
links list appears on the home page.
• Tasks The tasks list provides a to-do list for team members. By default, a hyperlink to the tasks list appears
on the Quick Launch bar.
Document, picture, and form libraries are collections of files that you share with team members.
A library appears on a page that lists each file and its properties, as well as a hyperlink to the file.
You can set up a template for a document library so that all files created in a library share common features.
By default, your site comes with a built-in document library named Shared Documents, which is listed on the
Quick Launch bar as well as on the Document Libraries page.
Discussion boards provide a forum for conversing about topics that interest your team. Team members can post
comments and reply to others' comments, reducing the need for widely distributed e-mail threads.
By default, your site comes with a built-in discussion board named General Discussion, which is listed on the
Quick Launch bar as well as on the Discussion Boards page.
Surveys provide a way of polling team members. All you need to do is specify the questions and define how team
members will enter their answers.
Your site doesn't come with a built-in survey, but you can easily create your own.
Integration with client programs
You can use a site based on Windows SharePoint Services whether or not you have a Windows SharePoint
Services-compatible client program installed. However, if you are running a Windows SharePoint Services-
compatible client program, such as Office 2003, you can integrate the work you do in the client program with your
Using a datasheet program for editing list data
A Windows SharePoint Services-compatible datasheet program such as Office Excel 2003 allows you to edit list
data as easily as you would cells in a spreadsheet program. You can add and edit rows and columns, apply filters
and sort orders, display calculated values and totals, and more.
Saving files to a document library
If you use a Windows SharePoint Services-compatible client program, such as Office 2003, you will have
integrated functionality between the client program and your site.
For example, you can use an Office 2003 program to open a template in a document library, and when you save
the file, it is saved back to the document library by default. If custom properties are defined for the library, the
Save As dialog box displays a form in which you can fill out the information.
Using a spreadsheet program to link to, import, or export lists
If you use a Windows SharePoint Services-compatible spreadsheet program, such asOffice Excel 2003, and
Internet Explorer 5 or later, you can link data between an existing spreadsheet and a list in your site.
You can also export any list from your site to the spreadsheet program. For example, if you export a list to Office
Excel 2003, you can create PivotTables and charts to analyze the information or apply text formatting. In Excel,
the exported list is a Web Query that stays updated with changes to the original list in your SharePoint site.
Copying items between calendars or address books and your SharePoint site
If you use a Windows SharePoint Services-compatible calendar program, such as Office Outlook 2003, you can
link events between your site and your calendar.
If you use a Windows SharePoint Services-compatible address book program, such as Office Outlook 2003, that
supports vCard files, you can link your address book information with a site contacts list. You can also export
contacts to the site.
Display lists and document libraries in Web pages
If you use a Windows SharePoint Services-compatible word processing program or Web page editor, such as
Microsoft Office Word 2003 or Microsoft Office FrontPage 2003, you can insert views of lists and document
libraries into pages of your document. The pages must be saved as Web pages in the same site as the list or
document library. The view can display only the set of information in which you're interested. The view displays
live data, so any changes in the original list or document library are reflected in the view.
Use a Web page editor to customize your site
If you are a member of the Web Designer or Administrator site group, you can open the SharePoint site in a
Windows SharePoint Services-compatible Web page editor, such as Office FrontPage 2003, and customize the
content, format, and layout.
SharePoint site customization
You can customize the content of your SharePoint site by using nothing more than a Web browser. However, if
you have a Windows SharePoint Services-compatible Web page editor, such as Office FrontPage 2003 installed,
you can tailor the site with your own custom layout, formatting, and content.
Customize by using a browser
The SharePoint site provides commands for customizing the look of your site. You can apply themes, create
custom views of information, and change the organization of Web Parts on pages. For example, for a list of tasks,
you can create one view that lists the tasks by due date and another view that lists the tasks by the name of the
person to whom they're assigned.
You can also do the following:
• Change the order of fields on data entry forms
• Change the layout of the home page
Customize by using a Web page editor
You can open the SharePoint site in a Windows SharePoint Services-compatible Web page editor, such as Office
FrontPage 2003, and change the layout of the site. You can also add custom pages and your corporate logo for a
polished, professional look.
For example, you can do the following:
• Add your own HTML pages, and then add them to the Quick Launch bar or top link bar
• Change the order of the hyperlinks on the Quick Launch bar
• Add images to pages
• Apply a theme
• Modify the font, colors, and layout of forms associated with lists, document libraries, discussion boards, and
• Add views of lists, document libraries, discussion boards, and surveys to Web pages
• Modify the navigation structure
When you create a site, you can specify who has access to the site and send each member an invitation to join
the site. As the site creator, you can assign rights to other team members. For example, you could grant some
team members rights only to read what's on the site, while granting other team members rights to add content or
to configure settings for the site.
What's new for site users?
The following features are just some of the additions and improvements for users of Windows SharePoint
• Alerts Alerts improve on the subscription notifications in SharePoint Team Services 1.0 from Microsoft.
Windows SharePoint Services uses alerts to tell you through e-mail about additions, deletions, and changes to
lists, list items, libraries, and other parts of sites. You can receive alert results immediately, or request daily, or
weekly alert results summaries.
• Lists Issue lists, calendar views, group-by views, personal views, and rich text expand the possibilities of
Windows SharePoint Services lists. You can use formulas and functions in lists to create calculated columns and
views. Creating a list is even easier from the one-stop Create page. Lists can be set up to require the list owner's
approval before new items appear.
• Document libraries Document libraries now support versions—or creating a backup copy of a file whenever
you save a file to the library—as well as check in and check out, and subfolders. Windows SharePoint Services
includes viewers for files that enable you to view documents from programs such as Microsoft Office 2003 even if
you don't have the program installed.
• Picture libraries You can store photos and graphics in new picture libraries. View pictures as thumbnails,
filmstrips, or in a standard files list.
• Meeting Workspace sites New Meeting Workspace sites deliver a place for managing meetings and their
attendees, agendas, documents, decisions, and action items. Users can contribute to a Meeting Workspace site
using a browser. You can create a Meeting Workspace site from an e-mail program compatible with Windows
SharePoint Services, such as Office Outlook 2003 or by using the browser from an events list.
• Document Workspace sites New Document Workspace sites deliver sites that are centered around one or
more documents. You can can easily work together with coworkers on a document — either by working directly
on the copy located on the Document Workspace site or by working on your own copy, which you can update
periodically with changes that are saved to the copy located on the Document Workspace site. You can create a
Document Workspace site from a word processing program compatible with Windows SharePoint Services. For
example, you can create a Document Workspace from Microsoft Office Word 2003, Office Excel 2003, Office
PowerPoint 2003, as a Shared Attachment in Office Outlook 2003, or by using the browser from a document
• Integration with other programs You can open files from, save files to, and upload multiple files to document
libraries from productivity programs that are compatible with Windows SharePoint Services, such as Office 2003.
You can link events and contacts information between Windows SharePoint Services and compatible calendar
and contacts programs. Document Workspace sites integrate with Windows SharePoint Services-compatible e-
mail, spreadsheet, presentation, and word processing programs to enable you to send documents in a Document
Workspace site as attachments. Windows SharePoint Services-compatible spreadsheet and database programs
enhance SharePoint lists in Datasheet views.
• Online presence integration User presence is indicated everywhere a member name appears in a site. The
presence menu integrates with Microsoft Active Directory directory service, Microsoft Exchange, and Microsoft
Windows Messenger to offer information such as free/busy status, office location, and manager.
What's new for site administrators?
The following are just some of the new and improved features for people who manage a site or sites.
Lists and libraries Windows SharePoint Services offers site administrators that ability to manage lists and
libraries by doing the following:
• Blocking specific file types from document libraries to prevent suspicious file types from being uploaded to the
• Linking a document library with a public folder based on Microsoft Exchange 2000 or later to store documents
attached to e-mail messages
• Specifying list permissions to allow only specific users to change a list
Customizing sites You can enable users to update the home page content and layout by using the Web Parts
tool pane. Also, each list in a site is a Web Part that allows easy customization and personalization by using the
browser. You can also manage themes and templates to make customization even easier.
Templates Templates can apply to entire sites, or individual lists and libraries. You can save lists as templates,
and then reuse them or distribute them to other sites. You can save sites as templates to capture best practices
or to define a consistent look and feel. You can store Web Parts, list templates, and site templates in libraries for
use by all sites in the site collection.
International settings Windows SharePoint Services offers support for regional settings such as language, time
zone, currency type, international calendar formats, and other locale settings on a per-site basis.
Site users You can use your organizational address book to choose the users to add to a site, and use domain
groups to control access to your site. Windows SharePoint Services supports Microsoft Windows authentication
support for anonymous, basic, integrated Windows authentication, and certificates authentication.
Site creation You can enable self-service site creation to allow users to create sites on demand without
involving the IT department.
Tracking site use You can use usage information to determine how many users visit each site. Sites owners
are automatically notified if their site has been inactive for a specified period of time. If multiple notices are sent to
the site owner and the site remains inactive, the administrator can specify that the site be automatically deleted.