Clinic 3370: Getting Started with Microsoft® Office SharePoint® Server 2007 (Beta

1 Design Goals Behind Office SharePoint Server 2007
Contemporary organizations are finding that traditional mechanisms for storing, organizing, and retrieving data face a number of limitations In many cases, it is difficult to find information in file shares even when you know it exists Office SharePoint Server provides enhanced information management and organizational productivity features.

2 Office SharePoint Server 2007 Features
The New Workplace: What Are the Challenges? (Part 1 of 2)
There has been a major increase in the amount of information made available as well as the need for multiple organizations or teams to work together to achieve results. This has resulted in the need for new processes and technology to assist in content control, collaboration techniques, searching, and security

One world of business. The workplace is part of a single global market, a global workforce, and global customers,
partners, and suppliers. This creates challenges for organizations, as they must enable collaboration across time zones, across organizations, across firewalls. Organizations will be challenged to maintain the security and confidentiality of information when users from any location might need to gain access to information at any time by using a wide variety of devices Always on, always connected. Because information workers can now work from anywhere, by using a variety of mobile devices, the amount of information that can be created and accessed has grown exponentially. The challenge now is to sift through that immense flow of e-mail, reports, instant messages, and raw data to prioritize work and get the information needed to make smart business decisions.

How Organizations Respond to the Challenges
Many organizations respond to the new workplace by providing tools for users to collaborate. These tools include:

Web access to business applications. With Web access to business applications, users can access
information using a Web browser and any Internet connection.

Web and mobile access to e-mail. Users can now access e-mail by using Web browsers on computers
and Web browsers on mobile devices and by synchronizing e-mail to mobile devices.

Collaboration solutions for internal employees. Many organizations have developed
collaborative solutions for employees to make it easier for them to work together. This ranges from simple calendar and contact sharing to complex applications that provide online presence information, online collaboration, and information sharing tools.

Why Do the Solutions Fail?
The collaboration and productivity solutions implemented by many organizations are custom-developed solutions or pieced-together components from multiple vendors Single-instance solutions create the following problems:

They do not provide a framework for future development to meet new needs.

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User adoption is low because the solutions do not have a consistent user interface. The solutions are not integrated, so they create islands of information and applications. Implementing and supporting multiple applications is costly and complicated. With multiple solutions, it is difficult to find the appropriate content, data, and people. Most solutions do not provide secure and convenient tools for sharing outside the organization. Solutions do not provide integrated security, so organizations are concerned about the information management risk. Users are slow to adopt the new solutions because they cannot see the business benefits.

2007 Office System Goals
Enterprise content management. Make it simple to author, publish, organize, and find
content in a managed environment. it allows better policy management of content across the organization

Collaboration. Enable better communication and more efficient information sharing to keep
coworkers, customers, and partners synchronized.

Benefits of Office SharePoint Server 2007
Effective management and repurposing of information. Documents can be
managed through policies that control access rights and retention periods. In addition, Office SharePoint Server 2007 provides a central location to store, manage, and access documents.

Acceleration of shared business processes. Workflows and forms are used to
manage business processes. This simplifies everyday tasks and allows you to extend business processes to customers, partners, and suppliers by using the Web.

Better-informed decisions through centralized access to information.

Business intelligence portals provide a live view of data in your organization, even data in enterprise systems such as SAP and Siebel. Enterprise search allows you to find the information and people you need.

Sharing business information inside and outside the organization. Microsoft

Office Excel® services enable you to provide Web-based access to spreadsheets while protecting proprietary information such as financial models. In addition, you can easily provide Web-based and secure data access to customers, partners, and suppliers.

What Are the Collaboration Features?


Collaboration is the base component of Office SharePoint Server 2007. Among the many collaboration features SharePoint Server 2007 are:

Discussions. A discussion provides a forum for teams to discuss current projects where
previous responses can be easily accessed. Discussions can be viewed by discussion thread.

Calendars. A calendar provides a centralized place for team members to see when team
events are occurring.

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Document libraries. A document library provides a central repository for team
documents. This is an alternative to storing files in shared folders.

Contacts. Teams can centrally store contacts in an Office SharePoint Server 2007 site.
These contacts are available through Microsoft Office Outlook®.

Blogs. A blog provides an informal way for team members to document and discuss team

Wikis. A Wiki is a user-maintained knowledge base that teams can use to capture and
retain information

What Is Content Management?


document management, records management, and Web content management. All types of content management can be controlled by workflow processes.

Document Management
Document management lets you control how documents and their contents are used in your organization.

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wide variety of ready-to-use content types for different kinds of business scenarios

Ready-to-use workflows centered around document production, approval, retirement, and review Custom site templates for sites devoted specifically to editing and managing large amounts of document content

Records Management

Records management is the process of collecting, managing, and disposing of corporate records. The following features are included:

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Policies for large-scale operations on documents, including retention, expiration, auditing, adding permanent identification labels, bar-coding, and more E-mail content can be stored as records where policies can be applied and content archived Support for formal records repositories, with default providers included, and support for third-party records management products

Web Content Management
All of the features found in Content Management Server 2002 have been incorporated into Office SharePoint Server 2007 Features unique to Web content management and provided in Office SharePoint Server 2007 include:

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Site templates designed to be completely customizable to fit specific requirements. Page templates for a wide variety of layout scenarios. Rendering of a wide variety of content as Hypertext Markup Language (HTML) for browseronly scenarios. What You See Is What You Get (WYSIWYG) Web content editor for HTML content and support for custom field controls to allow for browser-based in-place editing of other kinds of content as well.

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Rich client support for custom editing environments. Systematic authoring and publishing workflow for managing the staging and deployment of content from authoring to testing to production scenarios. Support for treating multiple sites as known variations of each other and automating both updates of content between variations and the assignment of tasks for translation or post update editing. This feature allows for treating multiple physical sites as one virtual site that automatically redirects browsers to the correct site for a given language or device type.

What Is a Portal?


A portal is a central Web site that your company can use to organize and distribute company information. Some of the portal features provided in Office SharePoint Server 2007 are: User profiles Each user has a set of attributes, such as a phone number or workgroup that constitutes a user
profile. Users can control which attributes in their user profile can be viewed by others.

Audiences. An audience is a group of users defined based on their user profiles. Portal
content can be targeted to specific audiences

Content targeting. The portal content displayed is customized depending on the group
membership or SharePoint audience of the person accessing the portal. This increases productivity by ensuring that everyone gets information that is relevant to them.

My Site. Each user can have his or her own personal site named My Site. This site allows

users to store their own content and can serve as a central starting point when they are looking for information. Content in My Site can be designated as private or public to control whether other users have access to the content.

Enhanced Notification Services. Basic notifications can be sent by e-mail to inform

users about changed items in lists or document libraries. Users participating in a workflow automatically receive e-mail notifications related to the workflow. Office SharePoint Server 2007 adds the ability to be notified when the results of a search query change

What Is Search?


The Search component in Office SharePoint Server 2007 is significantly enhanced from what was available in Windows SharePoint Portal Server 2003. It is now faster and easier to find both the information and the people you need.

Revised relevance algorithms. The relevance algorithms used when searching have been optimized for searching corporate data. When users perform a search, they receive only results that they have access to. Content sources. In addition to information stored in SharePoint sites, additional content sources can be searched. Additional content sources include line-ofbusiness application data, databases, and file shares.

People searching. Like Windows SharePoint Portal Server 2003, you can search for the people you need, not just data. Any Lightweight Directory Access Protocol (LDAP) directory can be searched as well as user profiles within a site. New in Office SharePoint Server 2007 is people search results grouped by “social distance” from you and your common interests. Social distance gives higher priority to users that you know. Content scopes. Users can broaden or narrow the scope of their searches by using content scopes. In addition to content scopes based on content sources, as were available in SharePoint Portal Server 2003, scopes can now be based on arbitrary content properties such as document type and author.

What Is Business Process Management? Business processes are a set of activities or events that are required to complete a business task, such as providing a particular product or service to a customer
Built on the Extensible Markup Language (XML) industry standards. Microsoft
Office InfoPath® 2007 forms are based on XML schemas that you define. Each completed form is an XML file that can be used by any XML-capable application or Web service.

Browser-based forms. Microsoft Office SharePoint Server 2007 InfoPath Forms Services
allow you to create Web-capable forms. The forms can be used internally on a corporate intranet, by partners on an extranet, or by customers on the Internet. No client downloads are required.

Design-once development model. Forms designers can design their forms once and
deploy them for use both within the Office InfoPath client and through a Web browser. Microsoft Office SharePoint Server 2007 InfoPath Form Services automatically converts the form into ASP.NET Web forms.

Form Import Wizard. The Form Import Wizard converts forms designed in Microsoft Office
Word or Office Excel to Office InfoPath 2007 forms. Converting existing forms is much more efficient than creating new forms.

Multiple form views. Forms can be defined with a different view for the full Office InfoPath
2007 client or a browser. For example, a loan application form might include a basic view available to clients through a browser, while the loan office has access to a view with additional information through the full Office InfoPath 2007 client

What Is Business Intelligence? gathering and analyzing data and then distributing the results to help organizations make better decisions.
Business intelligence is the process of Some of the business intelligence features provided in Office SharePoint Server 2007 are:

Web access to published spreadsheets. Office SharePoint Server 2007 Excel Services enable you to publish spreadsheets to SharePoint sites. These spreadsheets can include rich information such as graphs and PivotTable® and PivotChart® dynamic views. All of the calculations are performed on the server to

keep any proprietary algorithms secure. Users require no software other than a Web browser. • Programmatic access to published spreadsheets. Custom applications can access a published spreadsheet as a Web service. This allows you to embed business logic in a central, easily accessible location rather than in the application. Business Data Catalog. You can include data from back-end systems in SharePoint lists, Web Parts, and search results by using the Business Data Catalog. The Business Data Catalog also allows access to data by using Microsoft ADO.NET. Dashboards. Office SharePoint Server 2007 makes it easy to create business intelligence dashboards that include key performance indicators, Office Excel workbooks, and SQL-based reports. Dashboards are an intuitive way to convey complex information. Report Center Web sites. Pre-built Web sites optimized for report access and management are included in Office SharePoint Server 2007. These sites provide a consistent way to manage reports, spreadsheets, and data connections.

Office SharePoint Server 2007 Software Components
Windows SharePoint Services 3.0 provides platform and collaboration services to Office SharePoint Server 2007. Office SharePoint Server 2007 integrates with and extends the functionality available in Windows SharePoint Services 3.0

Operating System and Database Services Operating System Services
The operating system services required by Office SharePoint Server 2007 are:

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Microsoft .NET 2.0 Framework, which includes: Microsoft ASP.NET master pages, content pages, and Web Parts. Pluggable service-provider models for personalization, membership, navigation, and security. Database access services. Internet Information Services (IIS). Windows Workflow Foundation (WF). Windows desktop indexing and search services.

Database Services
SQL Server is required to store all of the content and configuration information for Office SharePoint Server 2007. SQL Server 2005 is recommended.

Windows SharePoint Services 3.0 Services
Windows SharePoint Services 3.0 provides both platform and collaboration services that are used by Office SharePoint Server 2007. These services allow you to build team sites for workgroups or large enterprise solutions.

Platform Services
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The platform services provided in Windows SharePoint Services 3.0 are:

Storage. Functions provided by storage services include acting as a repository for
data, capturing and storing document metadata, versioning, recycle bin, and indexing.

Security. Functions provided by security services include server policies, pluggable
authentication, folder and item security, and a user interface that exposes only options to which users have rights.

Management. Functions provided by management services include the administrative
interface, delegation of management ability, provisioning of new sites, and monitoring of sites.

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Deployment. Functions provided by deployment services include migration of data,
configuration management, Web farm services, feature policies, and extranet support.

Site model. Functions provided by site model services include templates, HTML
rendering of content, navigation components, and a consistent user interface.

Extensibility. Functions provided by extensibility services include forms, the object
model, SOAP access site objects, event handlers, and migration application programming interfaces (APIs).

Collaboration Services
The collaboration services provided in Windows SharePoint Services 3.0 include:

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Document collaboration. Wikis and blogs. Really Simple Syndication (RSS) support. Discussions. Project task management. Contacts, calendars, and tasks. E-mail integration. 2007 Microsoft Office system client integration. Offline support for lists and document libraries.

Office SharePoint Server 2007 Services
Office SharePoint Server 2007 provides shared services in addition to five server applications. The shared services are used by all Office SharePoint Server 2007 applications. The five server applications provide the functionality that users see and use.

Shared Services
1. 2. 3.


The shared services provided in Office SharePoint Server 2007 are: Full-text indexing, property indexing, and search services.

Business Data Catalog. User profile store.

4. 5. 6.

Audiences for customizing content. Usage reporting. Single sign-on (SSO) services.

Server Applications
The server applications provided in Office SharePoint Server 2007 are



1. 2. 3. 4. 5.

Content management

Portal Search Business intelligence Business process management