Introd

uction to

SharePoint

Architecture

and Planning

Manag

ing

Services

Usin

g the

SharePoint Services

A L L - I N - O N E

Making Everything Easier!™

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ISBN 978-0-470-58716-4

Web Applications/Microsoft SharePoint

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McKennaLaahs

Vanamo

Spine: 1.82

SharePoint® 2010

AL

L-IN

-ON

E

SharePoint® 2010

• Introduction to SharePoint• Architecture and Planning • Managing Services• Using the SharePoint Services

Emer McKennaKevin LaahsVeli-Matti Vanamo

Open the book and find:

• Tips for building and using a basic site

• How Office Web Apps fit in

• Various authentication options

• Language factors to consider

• Advice on monitoring and managing Search

• How to sync profile data from multiple sources

• Hints on designing browser-compatible forms

• How to set up many services, including Excel Services

Get just what you need to get SharePoint 2010 up and running efficientlyThere’s a lot to SharePoint 2010, and there’s a lot of information in this book! Find just what you need to help you learn to use SharePoint and understand how it fits into Microsoft’s Unified Communication strategy. Learn to build and manage SharePoint sites, how they serve users, how to manage data and serve up content, and a whole lot more.

• Learn about SharePoint services — including SharePoint Foundation, SharePoint Server, and Office Web Apps

• Frame it — explore SharePoint fundamentals and the framework that supports SharePoint

• Install with ease — identify the software and hardware requirements and prepare your environment for installation

• Put the pieces together — understand the services architecture, choose and set up authentication procedures, and plan all the elements of your site

• Get down to business — work with Access Services and Business Connectivity Services, InfoPath Forms, and Managed MetaData

• Feel the power — use PowerShell to automate administrative tasks and extend SharePoint

• Branch out — work with external data, design browser-compatible forms, and see how SharePoint handles social networking

Emer McKenna founded N2C Inc., a consulting service focused on Microsoft technologies. She has worked with SharePoint since its initial beta release. Kevin Laahs is a Microsoft Certified Architect, a SharePoint MVP, and a Technology Strategist at HP. Veli-Matti Vanamo is a technical architect at HP.

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01_587164-ffirs.indd ii01_587164-ffirs.indd ii 9/30/10 7:50 PM9/30/10 7:50 PM

by Emer McKenna, Kevin Laahs, and Veli-Matti Vanamo

SharePoint® 2010A L L - I N - O N E

FOR

DUMmIES‰

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SharePoint 2010® All-in-One For Dummies®

Published byWiley Publishing, Inc.111 River StreetHoboken, NJ 07030-5774

www.wiley.com

Copyright © 2011 by Wiley Publishing, Inc., Indianapolis, Indiana

Published by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit-ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http://www.wiley.com/go/permissions.

Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affi liates in the United States and other countries, and may not be used without written permission. SharePoint is a registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book.

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITH-OUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZA-TION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

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About the AuthorsEmer McKenna is the founder of N2C, Inc. a Sacramento based corporation, through which she provides independent consulting services to her clients. Emer focuses on Microsoft technologies including Microsoft Exchange, SharePoint Products and Technologies, SharePoint Workspace 2010 and Offi ce Communications Server. Prior to branching out on her own Emer worked as a Technology Consultant for Hewlett Packard; Emer spent 15 won-derful years with HP working initially as a Digital employee, then a Compaq employee and fi nally as an employee of HP. Emer has had the good fortune of working with SharePoint from its initial beta release (code named Tahoe) and is the co-author of three previous SharePoint books coinciding with each major version release. Emer looks forward to continuing her exploration of Microsoft technologies and sharing her knowledge through published media. When Emer is not working she joins her husband in the wonderful, glittery, sparkly world of parenting their two little girls, Caoimhe (7) and Niamh (4). You can catch Emer on her blog http://nut2craic.com or through e-mail at emer.mckenna@n2cinc.com.

Kevin Laahs lives in Scotland and has been in the IT industry for more than 30 years. He is a Technology Strategist with HP Enterprise Services and works as astrategic advisor to many of HP’s worldwide customers with his main technical focus being Messaging and Collaboration technologies. He helps clients plan, design and implement infrastructures that help them meet their business goals. Kevin is a frequent speaker at industry events and writes regularly for industry publications. Outside of his working life Kevin enjoys golf and music – neither of which he is as good at as he would like to be. Kevin can be reached at kevin.laahs@hp.com

Veli-Matti Vanamo is a Technical Consultant in the HP Software & Services Information Management practice. His main focus is designing, develop-ing and deploying enterprise knowledge management systems based on Microsoft SharePoint. Veli-Matti has worked with over 20 major global customers including The Walt Disney Company, Procter & Gamble, Bank of America, World Health Organization, Sygenta, General Motors and Bank of Montreal. Veli-Matti was the Lead Technical Architect responsible for the internal HP Services Global Knowledge Management Systems and deployment of Microsoft Offi ce SharePoint Server architecture. Veli-Matti is a member of number of Technical Review Boards, including Microsoft Developer Advisory Council for SharePoint 2010 and Microsoft Offi ce SharePoint Server 2007. Veli-Matti is a frequent speaker at industry conferences such as Microsoft TechEd, Microsoft TechNet and MSD2D Web Casts and a co-author of three books on Microsoft SharePoint.

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DedicationThis book is dedicated to our ever-patient families: Michael, Caoimhe, and Niamh; Wendy, Jenny,and Euan; Audrey, Christian, and Cora. Thanks for supporting us through yet another writing adventure.

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Authors’ AcknowledgmentsWe did it! And I say that with pride and incredulity. The pride bit is obvious. This book is the product of a lot of hard work, perseverance, dedication and determination. The incredulity comes from the fact that I actually got to write another book with Kevin — this is the fourth book I have had the pleasure of co-authoring with him and after our last book I believed him when he said that he was done writing techie books. I wasn’t ready to hang up my writing boots and was resigned to the fact that I would proceed with my next book sans Kevin and Veli. Imagine my surprise when Kevin actually agreed to Veli’s proposition of coauthoring another SharePoint 2010 book! Thank you for saying yes Kevin, it was an honor to write with you again, and thanks to Veli for giving you the bait. We had initially planned on going the self-publishing route, but that changed when Wiley came knocking on the door with an offer to write SharePoint 2010 All-In-One Desk Reference for Dummies. We jumped at the chance.

Thank you to my literary agent Carol Jelen from Waterside Productions for introducing me to Katie Feltman from Wiley Publishing. Thank you to Katie for the opportunity to write for such a wonderful series and a reputable publisher. It has been an incredibly satisfying, rewarding and educational experience. The Wiley staff are brilliant! Thank so much to Katie and Pat O’Brien for their incredible patience and support throughout this whole process. Thanks to Pat, Barry, Lisa, Laura, and Matthew for your very thorough and enlightening edits — you really brought our text to life.

Special thanks to the wonderful folks at Temple Coffee (29th and S) in Sacramento. Lori, Leslie, Bethany, Ben, Spencer and Lauren, thank you all so much for being such gracious hosts and for putting up with me for hours on end while I tapped away on my laptop. The coffee creations that you all make are true works of art, without which this book would never have been completed.

Thanks to you, the reader, for purchasing our book. We hope you fi nd this book useful in your SharePoint journey as that’s what makes all the hard work put into writing this book worthwhile. If you have any feedback or questions regarding the content, feel free to contact us and we’ll try our best to help you out.

Thank you to my ever loving and supportive family. To my Mum, Dad, sisters and their hubbys, thank you for your constant encouragement. Love you all. To Caoimhe and Niamh, my sweet, sweet girls. Thank you for being so patient with me and excited for me as I completed each chapter. Your smiles and

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voices light up my whole world. I love you with all my heart. And fi nally — and most importantly — to my husband Michael, thank you for being, and continuing to be, my rock. I love you.

Emer McKenna

I recall saying to myself, “Have you lost your mind?” when agreeing to embark on yet another book. In fact I recall saying those exact words to Veli when he fi rst mooted the idea. And my co-authors and those closest to me will doubtless say that I have indeed lost my mind when I tell you that, overall, I did actually enjoy the experience. They would be correct in stating that all the evidence during the writing process was to the contrary but, now that our fourth book is complete, I can refl ect that I enjoyed writing in a different style to our previous books. Writing a For Dummies book is a great way of cutting through the hype and simply explaining how to get stuff done. To achieve this you need to learn the subject matter in great detail and then think about it in practical terms. This is what I enjoyed from the experience since, in the end, technology is all about making people’s lives simpler. So I’d like to acknowledge Wiley for being patient with us as we mastered the style and for all their help in getting the book to print. Thanks to Emer for handling all the logistics this time through and Veli – don’t you ever come to me again with such a ridiculous idea as writing another book since my wife, Wendy, and children, Jenny and Euan, have been put through enough.

Kevin Laahs

Thanks to Emer and Kevin for once again agreeing to co-author our third book together, once I saw SharePoint 2010 at the Microsoft Airlift in June 2009 I just knew we had to do this. I’m sorry my timelines were ever shifting, Emer & Kevin -- you will always be my favorite Goose & Maverick.

Thank you Audrey, my ever wonderful wife and our two little ones, Christian and Cora, for putting up with me through the process and giving me the time to put into this project. I love you guys. Thanks to my family around the world for encouraging and pushing ever forwards, especially my mother.

Thanks to our colleagues at HP and Microsoft for being a sounding board and an anchor throughout the process; especially Brian Carter, Eric Tipton, Paul Turner, Doron Bar-Caspi and Kimmo Forss. Thanks to the rest of the HP Academy crew for not making feel bad about missing few parties to fi nish off the last few chapters; Wendy, Lex, Mark, Matthew and Amish. And lastly, thanks to the best customer I could ask for; Department of Social Protection-- Helen, Dave, Pat and the rest of the crew.

Veli-Matti Vanamo

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Publisher’s Acknowledgments

We’re proud of this book; please send us your comments at http://dummies.custhelp.com. For other comments, please contact our Customer Care Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002.

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Contents at a GlanceIntroduction ................................................................ 1

Book I: Introduction to SharePoint ............................... 5Chapter 1: Getting to Know SharePoint .......................................................................... 7Chapter 2: Introducing Microsoft SharePoint Foundation 2010 ................................ 25Chapter 3: Getting Started with a Basic Site ................................................................. 55Chapter 4: Introducing SharePoint Server 2010 ........................................................... 75Chapter 5: Enterprise Content Management ................................................................ 95Chapter 6: Offi ce 2010 and Offi ce Web Applications ................................................. 119

Book II: Architecture and Planning ........................... 149Chapter 1: The Framework ........................................................................................... 151Chapter 2: Assessing Authentication Options ........................................................... 183Chapter 3: Considering the Logical Architecture ...................................................... 197Chapter 4: Designing the Logical Architecture .......................................................... 223Chapter 5: Planning for Performance and Scalability ............................................... 261Chapter 6: Touring Central Administration ................................................................ 283Chapter 7: Automating with PowerShell ..................................................................... 301Chapter 8: Using Service Applications ........................................................................ 331

Book III: Services Configuration and Management ...... 363Chapter 1: Analyzing Access Services ......................................................................... 365Chapter 2: Burrowing into Business Connectivity Services ..................................... 383Chapter 3: Exploring Excel Services ............................................................................ 413Chapter 4: Investigating InfoPath Forms Services ..................................................... 439Chapter 5: Maneuvering the Managed Metadata Service ......................................... 471Chapter 6: Submerging into Search ............................................................................. 495Chapter 7: User Profi les, Organization Profi les, and Audiences ...........................................517Chapter 8: Considering PerformancePoint Services ................................................. 543Chapter 9: Considering Visio Services ........................................................................ 581

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Book IV: Using the SharePoint Services ..................... 605Chapter 1: Publishing Access Applications ................................................................ 607Chapter 2: Connecting to External Data...................................................................... 631Chapter 3: Using External Content .............................................................................. 663Chapter 4: Working with Excel Services ..................................................................... 695Chapter 5: Investigating InfoPath Designer 2010 ....................................................... 729Chapter 6: Designing Browser Compatible Forms ..................................................... 755Chapter 7: Examining the InfoPath Forms Services Tools........................................ 795Chapter 8: Designing and Administering Search ...................................................... 809Chapter 9: SharePoint Gets Social ............................................................................... 833

Index ...................................................................... 851

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Table of Contents

Introduction ................................................................. 1Who Should Read This Book .......................................................................... 1How to Use This Book ..................................................................................... 2Foolish Assumption ......................................................................................... 2How This Book Is Organized .......................................................................... 2

Book I: Introduction to SharePoint ...................................................... 2Book II: Architecture and Planning ...................................................... 3Book III: Services Confi guration and Management ............................ 3Book IV: Using the SharePoint Services .............................................. 3

Icons Used in This Book ................................................................................. 4Ready, Set, Go . . . but Go Where? ................................................................. 4

Book I: Introduction to SharePoint ................................ 5

Chapter 1: Getting to Know SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Catching up with SharePoint Evolution ........................................................ 8Why SharePoint Evolution Matters to Your Company ............................. 11

How SPS 2001 adapted to match business needs ............................ 11How SharePoint changed along with related products ................. 12SharePoint fi nds a renewed purpose ................................................ 14SharePoint gets new powers .............................................................. 17

Fitting SharePoint into Unifi ed Communications ..................................... 21Knowing all the parts that make up SharePoint 2010 ..................... 22Putting the parts of SharePoint together

for business collaboration ............................................................. 23

Chapter 2: Introducing Microsoft SharePoint Foundation 2010. . . . . .25

Spotlighting SharePoint Foundation ........................................................... 25Putting SPS on top of SPF ................................................................... 26

SharePoint Foundation Basics ..................................................................... 28Untying some commands on the Ribbon .......................................... 28Setting up SharePoint sites ................................................................ 31Designing your site framework .......................................................... 32Creating a site collection .................................................................... 34Securing access to content ................................................................. 38Lists, libraries, views, and content types ......................................... 41Scaling your lists to fi t the job ........................................................... 43

SharePoint as a Development Platform ...................................................... 45Dissecting SharePoint Web solutions .............................................. 45Developing with a browser, SharePoint

Designer, and Visual Studio ............................................................ 47

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SharePoint 2010 All-in-One For Dummiesxiv

Turning on the Developer Dashboard............................................... 48Connecting to data in various ways .................................................. 50

Chapter 3: Getting Started with a Basic Site . . . . . . . . . . . . . . . . . . . . .55

Setting up SharePoint Sites .......................................................................... 55Creating your site with templates ..................................................... 55Navigation ............................................................................................. 60Setting themes for your sites ............................................................. 61Multiple-browser support ................................................................... 62

Generating and consuming content ............................................................ 63Creating pages for your site ............................................................... 64Interesting Web Parts .......................................................................... 66Manage your libraries and lists .......................................................... 69Building a relationship between two lists ........................................ 70

Chapter 4: Introducing SharePoint Server 2010 . . . . . . . . . . . . . . . . . . .75

Choosing Between SharePoint Foundation and Server ............................ 75Looking at Core SharePoint Server Features ............................................. 76

Managing Web content ....................................................................... 77Introducing the Enterprise Wiki ......................................................... 78Building an Enterprise Wiki ................................................................ 79

Chapter 5: Enterprise Content Management . . . . . . . . . . . . . . . . . . . . . .95

Generating and Finding Content .................................................................. 96The Document Center ......................................................................... 96Assigning unique Document IDs ........................................................ 97Utilizing Document Sets .................................................................... 100Navigating by metadata ................................................................... 102

Doing the right thing by the regs ............................................................... 103Information Management Policies ................................................... 104Content Organizer.............................................................................. 105Managing records with SharePoint ................................................. 111Holds and e-Discovery ...................................................................... 115Automating with workfl ows .............................................................. 118

Chapter 6: Offi ce 2010 and Offi ce Web Applications . . . . . . . . . . . . . .119

Offi ce 2010 Integration ................................................................................ 119Going Backstage ................................................................................. 120Locating SharePoint Sites ................................................................. 121Multi-user editing ............................................................................... 124Offl ine Working via the Offi ce Documents Cache .......................... 127Working with lists and libraries ....................................................... 128SharePoint Workspace ...................................................................... 130

Offi ce Web Applications ............................................................................. 137Introducing the Offi ce Web Apps ..................................................... 138A brief look at Web App architecture ............................................. 145Confi guring the end user experience .............................................. 147

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Table of Contents xv

Book II: Architecture and Planning ............................ 149

Chapter 1: The Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151

Understanding the Server Roles ................................................................ 152Web server .......................................................................................... 152Application server ............................................................................. 153Database server ................................................................................. 153Search server roles ............................................................................ 155

Understanding the Farm Components ...................................................... 156Internet Information Services (IIS) components ............................ 157Application pool ................................................................................. 158SQL databases .................................................................................... 158Web Application ................................................................................. 159Site collection ..................................................................................... 160SharePoint site ................................................................................... 162Scoping a SharePoint feature ........................................................... 164Creating a SharePoint site defi nition ............................................... 165SharePoint site template ................................................................... 166Shared Services Provider (SSP) limitations.................................... 170Service application architecture ...................................................... 171SharePoint service ............................................................................. 172Service application ............................................................................ 178How a service instance works .......................................................... 179Communicating by service application proxy ............................... 180Service application proxy group ...................................................... 180Service application associations ..................................................... 181Remote connections .......................................................................... 182

Chapter 2: Assessing Authentication Options . . . . . . . . . . . . . . . . . . .183

Understanding Claims-Based Identity ....................................................... 184Classic Mode Authentication ..................................................................... 186Claims-based Authentication ..................................................................... 189

Understanding SharePoint’s Security Token Service .................... 190Confi guring Claims-based authentication ....................................... 191

Implementing Multiple Authentication Methods through Zones .......... 195

Chapter 3: Considering the Logical Architecture. . . . . . . . . . . . . . . . .197

Logical Architecture Design for SharePoint 2010 .................................... 198Planning for Application Limits and Best Practices ................................ 204

Web Application and site limits ....................................................... 206List and item limits ............................................................................ 211Security limits..................................................................................... 214SharePoint Search topology limits .................................................. 216

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SharePoint 2010 All-in-One For Dummiesxvi

Chapter 4: Designing the Logical Architecture . . . . . . . . . . . . . . . . . .223

Getting Started with SharePoint Site and Services Topology Planning... 224Preparing SharePoint Server Farms .......................................................... 226

Planning for change management.................................................... 228Getting familiar with process isolation ........................................... 232Preparing for geographically distributed deployments ............... 234Operational considerations .............................................................. 235

Planning Service Applications ................................................................... 237Deciding on provided services......................................................... 238Service applications and groups ...................................................... 239Partitioning and isolating services .................................................. 240Providing distributed services ......................................................... 244

Planning Web Applications ........................................................................ 246Addressing authentication ............................................................... 248Planning zones and policies ............................................................. 252

Planning SharePoint Site Topology ........................................................... 253Organizing sites and site collections ............................................... 255Multilingual considerations .............................................................. 258

Chapter 5: Planning for Performance and Scalability. . . . . . . . . . . . .261

Core Terms and Concepts for SharePoint planning ................................ 262Latency ................................................................................................ 262Throughput ......................................................................................... 263Capacity and data scale .................................................................... 263Reliability ............................................................................................ 264

Software Architecture Building Blocks ..................................................... 266Main Platform Components .............................................................. 266SharePoint Platform Components ................................................... 267

Performance and Capacity Management .................................................. 270Overview of Performance Requirements ........................................ 272Estimating Requests per Second .................................................... 274Estimating SQL Server Requirements ............................................. 275Proactive Planning ............................................................................. 277

Designing Server Topologies ...................................................................... 278Designing for high availability .......................................................... 279

Chapter 6: Touring Central Administration . . . . . . . . . . . . . . . . . . . . . .283

Accessing Central Administration ............................................................. 283Confi guring access and granting permissions ............................... 285

Administering SharePoint 2010 .................................................................. 286Managing SharePoint Applications .................................................. 287Monitoring SharePoint 2010 ............................................................. 288Reviewing Security ............................................................................ 292Choosing Your General Application Settings ................................. 294Investigating System Settings ........................................................... 296Disaster Recovery with Backup and Restore ................................. 297Managing Upgrades and Migrations ............................................... 298

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Table of Contents xvii

Chapter 7: Automating with PowerShell . . . . . . . . . . . . . . . . . . . . . . . .301

Introducing PowerShell .............................................................................. 301Getting Started With PowerShell ............................................................... 302

Learning the Language ...................................................................... 303Talking with PowerShell .................................................................... 303Asking for Help ................................................................................... 304Understanding the Pipeline, Objects, and Variables ..................... 306

Understanding PowerShell usage with SharePoint ................................. 308Positioning STSADM and PowerShell .............................................. 308Accessing the SharePoint cmdlets .................................................. 309Using SharePoint PowerShell cmdlets ............................................ 313

Automating Tasks with PowerShell ........................................................... 317Understanding SharePoint and Variables ....................................... 317Choosing rlooping and selection options ....................................... 319Understanding Operators ................................................................. 321Making use of .NET and COM objects ............................................. 322Using data providers to access data stores ................................... 324Building and running PowerShell scripts ....................................... 325

Chapter 8: Using Service Applications . . . . . . . . . . . . . . . . . . . . . . . . .331

Using the Service Application Management Pages ................................. 331Creating a Service Application ................................................................... 332Editing Service Application Properties ..................................................... 334Managing Service Application Settings ..................................................... 335Service Application PowerShell cmdlets .................................................. 336

Retrieving service application information .................................... 336Creating service application components ...................................... 337Removing service application components ................................... 338Managing service application components .................................... 339

Assigning Service Application Administrators ........................................ 341Assigning Service Application Permissions ............................................. 342Connecting to a Local Service Application .............................................. 344Handling Remote Service Connections ..................................................... 346

Exchanging trust certifi cates ............................................................ 346Publishing a service application ...................................................... 352Connecting to a remote service application .................................. 354

Deleting a Service Application ................................................................... 359

Book III: Services Configuration and Management ...... 363

Chapter 1: Analyzing Access Services. . . . . . . . . . . . . . . . . . . . . . . . . .365

Access Services Architecture .................................................................... 366Managing Access Services .......................................................................... 368

Lists and Queries Settings ................................................................ 369Application Objects Setting .............................................................. 370Session Management Settings .......................................................... 371

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SharePoint 2010 All-in-One For Dummiesxviii

Memory Utilization settings ............................................................. 371Templates settings............................................................................. 372

Running Reporting Services ....................................................................... 372Reporting Services Modes ................................................................ 372Reporting Services Components...................................................... 373Scaling out Reporting Services......................................................... 373Installing Reporting Services ............................................................ 375Confi guring Reporting Services........................................................ 377Report Server content types ............................................................ 379Creating reports ................................................................................. 381

Chapter 2: Burrowing into Business Connectivity Services . . . . . . .383

Business Connectivity Services Overview ............................................... 383Business Connectivity Services: The new

and improved Business Data Catalog .......................................... 384Understanding the Business Connectivity

Services value proposition ........................................................... 387Interpreting the Business Connectivity Services lingo ................. 387

Examining the Business Connectivity Services Architecture ................ 390SharePoint server-side components ............................................... 391Client-side components .................................................................... 394

Managing Business Connectivity Services ............................................... 396Starting the BDC Service ................................................................... 396Creating a BDC Service application ................................................. 396Assigning BDC administrators ......................................................... 397Accessing the BDC management page ............................................ 398Setting permissions on the BDC metadata store ........................... 399Switching between views .................................................................. 400Setting object permissions ............................................................... 402Adding actions to an external content type ................................... 403Confi guring the profi le page host .................................................... 405Creating and upgrading profi le pages ............................................. 406Importing a new BDC model or resource fi le ................................. 408Exporting a new BDC model or resource fi le ................................. 410

Chapter 3: Exploring Excel Services . . . . . . . . . . . . . . . . . . . . . . . . . . .413

Admiring the Excel Services Architecture ............................................... 414Understanding the Excel Services Components ............................ 414Scaling Excel Services ....................................................................... 417

Managing Excel Services ............................................................................. 418Confi guring the Global Settings........................................................ 420Defi ning your trusted fi le locations ................................................. 424Defi ning your trusted data providers .............................................. 428Defi ning your trusted data-connection libraries............................ 429Registering your user-defi ned function assemblies ...................... 430Defi ning your trusted data-connection libraries............................ 432Confi guring the Secure Store ............................................................ 432Confi guring the Unattended Service Account ................................ 434

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Table of Contents xix

Chapter 4: Investigating InfoPath Forms Services . . . . . . . . . . . . . . . .439

Evolving InfoPath Forms Services ............................................................. 440InfoPath Forms Services ................................................................... 440Microsoft Offi ce InfoPath client ....................................................... 441

Confi guring InfoPath Forms Services ........................................................ 443Accessing the InfoPath Forms Services Confi gurations page ...... 443Confi guring form template settings ................................................. 444Confi guring data-connection settings ............................................. 445Confi guring postback settings .......................................................... 448Confi guring session state .................................................................. 449Confi guring the State Service .......................................................... 450

Understanding Data Connections .............................................................. 451Data-connection fi les ......................................................................... 452Data Connection Wizard ................................................................... 452Centrally managing data connections ............................................. 453

Managing Administrator-Approved Form Templates ............................. 456Uploading form templates ................................................................ 456Categorizing form templates ............................................................ 459Activating form templates ................................................................ 460Deactivating form templates ............................................................ 462Removing form templates ................................................................. 464Upgrading form templates ................................................................ 465

Chapter 5: Maneuvering the Managed Metadata Service . . . . . . . . .471

Reviewing the Managed Metadata Lingo .................................................. 472Managing the Managed Metadata Service ................................................ 477

Assigning Managed Metadata Administrators ............................... 477Accessing the Term Store Management Tool ................................ 478Setting the Managed Metadata Service Properties........................ 480Assigning Term Store Administrators ............................................. 481Creating a group................................................................................. 482Creating a term set ............................................................................ 483Adding a term ..................................................................................... 484Sorting terms ...................................................................................... 485Moving terms ...................................................................................... 486Copying terms .................................................................................... 487Reusing terms ..................................................................................... 488Handing orphaned terms .................................................................. 489

Surfacing Metadata in your Sites ............................................................... 490Creating Managed Metadata Columns ............................................ 490Confi guring Metadata Navigation .................................................... 491Enabling Enterprise Keywords ......................................................... 493

Chapter 6: Submerging into Search . . . . . . . . . . . . . . . . . . . . . . . . . . . .495

The Importance of Search .......................................................................... 495Positioning search in SharePoint ..................................................... 497

Major Search Concepts ............................................................................... 499Creating The End-User Experience ............................................................ 501

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SharePoint 2010 All-in-One For Dummiesxx

Building and executing queries ........................................................ 501Understanding and Working with Search Results ................................... 505

Federating searches and using search locations ........................... 505Search Results Page ........................................................................... 508Did You Mean & Related Searches .................................................. 510Refi ners ............................................................................................... 510Keywords, Defi nitions, and Best Bets ............................................. 512Search Actions ................................................................................... 513View In Browser ................................................................................. 514

A Closer Look at FAST Search Server for SharePoint 2010 .................... 514

Chapter 7: User Profi les, Organization Profi les, and Audiences . . . . . . . . .517

Understanding the User Profi le Service Application .............................. 517Working with User Profi les ............................................................... 519Understanding Profi le Synchronization .......................................... 523Confi guring Profi le Synchronization with Active Directory ......... 526

Defi ning Connections to the Active Directory ......................................... 529Using Organization Profi les .............................................................. 538Audiences as targets for content ..................................................... 540

Chapter 8: Considering PerformancePoint Services . . . . . . . . . . . . . .543

Reviewing PerformancePoint Services ..................................................... 544Peeking at the SharePoint Business

Intelligence Center ......................................................................... 544Understanding the PerformancePoint Lingo .................................. 545Storing PerformancePoint Content.................................................. 554Reviewing the PerformancePoint content types ........................... 555Reviewing the PerformancePoint Web Parts ................................. 556Using Web Parts to create dashboards manually.......................... 557

Examining the PerformancePoint Architecture ....................................... 558Managing PerformancePoint Services ...................................................... 559

Confi guring the PerformancePoint Service Application Settings ... 560Confi guring PerformancePoint Security ................................................... 562

Confi guring the locations of trusted data sources ........................ 562Confi guring Trusted Content Locations.......................................... 564Confi guring the Secure Store ............................................................ 565Confi guring the Unattended Service Account ................................ 567

Activating PerformancePoint Services ..................................................... 568Creating a Business Intelligence Center Site .................................. 569Enabling PerformancePoint on an existing site ............................. 570

Introducing PerformancePoint Dashboard Designer .............................. 573Launching the Dashboard Designer ................................................ 573Introducing the Workspace Browser .............................................. 577Reviewing the Ribbon Menu ............................................................. 578Saving PerformancePoint Items ....................................................... 579Deploying a dashboard to SharePoint ............................................ 580

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Table of Contents xxi

Chapter 9: Considering Visio Services. . . . . . . . . . . . . . . . . . . . . . . . . .581

Reviewing Visio Services ............................................................................ 582Managing the Visio Graphics Service ........................................................ 584

Confi guring the Visio Graphics Service Settings............................ 585Confi guring the Unattended Service Account ................................ 586

Publishing Visio Diagrams to SharePoint ................................................. 590Saving your Visio Drawings to SharePoint ..................................... 590Saving your Visio Web Drawings to SharePoint ............................ 591

Integrating Visio with SharePoint Workfl ow ............................................ 592Creating a SharePoint workfl ow diagram ....................................... 596Exporting your SharePoint workfl ow diagram ............................... 597Importing Workfl ow into SharePoint Designer .............................. 598Publishing Visio Workfl ow to SharePoint ....................................... 599Exporting your SharePoint Workfl ow to Visio ............................... 601Importing your SharePoint Workfl ow into Visio ............................ 601

Creating a Strategy Map .............................................................................. 602

Book IV: Using the SharePoint Services ...................... 605

Chapter 1: Publishing Access Applications . . . . . . . . . . . . . . . . . . . . .607

Designing SharePoint-Compatible Access Databases ............................. 608Creating an Access Web database ................................................... 609Creating an Access Web database from SharePoint ..................... 609Access Web Database Objects ......................................................... 612Setting the default form .................................................................... 618

Publishing to Access Services ................................................................... 619Mapping Access Objects to SharePoint Objects............................ 620Checking Web compatibility ............................................................ 622Publishing your Access Web database ........................................... 623Viewing the Application Log............................................................. 626Opening your Access Web database application .......................... 626Synchronizing your changes with SharePoint ............................... 628Saving your Web Database as a Site Template .............................. 628

Chapter 2: Connecting to External Data . . . . . . . . . . . . . . . . . . . . . . . . .631

Understanding External Content Types ................................................... 631External content type XML defi nition ............................................. 632

Tooling for Business Connectivity Services ............................................. 635Creating External Content Types with SharePoint Designer ................. 636

Opening your site in SharePoint Designer ...................................... 639Launching the External Content Type Designer ............................ 639Confi guring your external content type general settings ............. 640Connecting to an external SQL database ........................................ 640

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SharePoint 2010 All-in-One For Dummiesxxii

Connecting to a Web service ............................................................ 642Connecting to a .NET assembly ....................................................... 645Adding operations to an external content type ............................. 647Defi ning fi lter parameters ................................................................. 653Editing operations for an external content type ............................ 660Removing operations for an external content type ....................... 661Saving an external content type....................................................... 662

Chapter 3: Using External Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . .663

Creating an External List ............................................................................ 663Creating an external list with the browser interface ..................... 664Creating an external list with SharePoint Designer ....................... 666

Creating External Data Columns ................................................................ 668Taking External Content Offl ine ................................................................. 669

Enabling offl ine sync for your external lists ................................... 670Connecting your external list to Microsoft Outlook...................... 671Synchronizing to SharePoint Workspace ....................................... 672Synchronizing from SharePoint Workspace ................................... 674

Using the Business Connectivity Services Web Parts ............................. 675Creating a blank Web Part page ....................................................... 677Adding the Business Data List Web Part ........................................ 678Adding the Business Data Item Web Part ....................................... 680Creating associations by using SharePoint Designer .................... 682Adding the Business Data Related List Web Part .......................... 685Adding the Business Data Actions Web Part.................................. 688Adding the Business Data Connectivity Filter Web Part .............. 691

Chapter 4: Working with Excel Services. . . . . . . . . . . . . . . . . . . . . . . .695

Reviewing a Snapshot of Excel 2010 New Features ................................. 696Publishing Your Excel Workbooks ............................................................ 699

Checking for compatibility issues ................................................... 700Confi guring your external connections........................................... 702

Finding the Secure Store Service Application ID ..................................... 703Confi guring the authentication options .......................................... 704

Verifying the Unattended Service Account .............................................. 705Exporting data connection fi les to SharePoint .............................. 706

Checking Trusted Resources ..................................................................... 709Verifying your SharePoint library is trusted .................................. 709Verifying your data connection library is trusted ......................... 710Confi guring your Publishing Options .............................................. 711Publishing your workbook................................................................ 714

Viewing Your Workbooks in the Browser ................................................ 716Reviewing the Excel Web Access Menu Options ........................... 718Using the Parameter Pane ................................................................ 719

Confi guring the Excel Web Access Web Part ........................................... 720Excel Web Access Web Part Settings .............................................. 720Adding the Excel Web Access Web Part ........................................ 724

Understanding Excel Web App .................................................................. 725

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Table of Contents xxiii

Chapter 5: Investigating InfoPath Designer 2010 . . . . . . . . . . . . . . . . .729

Understanding InfoPath Roles ................................................................... 729Accessing InfoPath Filler 2010 .......................................................... 730Accessing InfoPath Designer 2010 ................................................... 731

Touring InfoPath Designer 2010 ................................................................ 732InfoPath Designer Backstage view ................................................... 732InfoPath ribbon tabs .......................................................................... 734Accessing the Designer task panes ................................................. 738

Exploring Form Templates ......................................................................... 747Understanding form templates ........................................................ 747Cracking open the form template .................................................... 749Considering the Designer templates ............................................... 750Understanding template parts ......................................................... 752Browser-compatible form templates ............................................... 753

Chapter 6: Designing Browser Compatible Forms . . . . . . . . . . . . . . . .755

Designing Web Browser InfoPath Forms .................................................. 755Creating a browser compatible form .............................................. 757Adding fi elds and groups .................................................................. 759Designing your form layout .............................................................. 760Adding controls to the page ............................................................. 762Adding secondary data sources ...................................................... 766Creating form views ........................................................................... 769Storing connections in a Data Connection Library ....................... 771Adding business rules and logic ...................................................... 773Confi guring Security and Trust ........................................................ 782Verifying your form template ........................................................... 783

Deploying Form Templates ........................................................................ 784Publishing User Form Templates ..................................................... 785

Chapter 7: Examining the InfoPath Forms Services Tools . . . . . . . . .795

Customizing SharePoint List Forms .......................................................... 795Embedding InfoPath Forms in Web Pages ................................................ 802

Creating a blank Web Part page ....................................................... 802Adding the InfoPath Form Web Part................................................ 803Connecting the InfoPath Form Web Part ........................................ 805

Using InfoPath Forms with External Lists ................................................ 806Working Offl ine with InfoPath Forms ........................................................ 807

Chapter 8: Designing and Administering Search . . . . . . . . . . . . . . . .809

Designing the Search Experience .............................................................. 809Creating an Enterprise Search Center site ..................................... 810Defi ning a search scope .................................................................... 811Associating the search scope with a team site .............................. 813Confi guring the search dialog box on team site pages ................. 814Creating a custom search landing page .......................................... 815Creating a federated search location for images ........................... 817

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SharePoint 2010 All-in-One For Dummiesxxiv

Confi gure a Federation Web Part to display the images............... 820Creating a managed property for a custom site column .............. 821Confi guring a Refi nement Web Part to use a managed property ...822

Administrating and Monitoring Search .................................................... 825The Search Management Dashboard .............................................. 825

Chapter 9: SharePoint Gets Social . . . . . . . . . . . . . . . . . . . . . . . . . . . . .833

Understanding People-centricity in SharePoint ...................................... 833My Site at the Center ................................................................................... 834

Understanding the My Profi le page ................................................. 835Understanding the Overview tab of a profi le page ........................ 838Understanding the Organization tab of a profi le page .................. 838Understanding the Content tab of a profi le page .......................... 838Understanding the Tags and Notes tab of a profi le page ............. 839Understanding the Colleagues tab of a profi le page ..................... 839Understanding the Memberships tab of a profi le page ................ 843Understanding the My Content page............................................... 843Understanding personalization links .............................................. 843Understanding the My Newsfeed page............................................ 845

Searching for People ................................................................................... 848

Index ....................................................................... 851

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Introduction

Microsoft SharePoint Server 2010 is chock full of goodies for you to explore and leverage within your organization. When you start

looking at all the functionality that SharePoint 2010 provides, you may — understandably — find yourself feeling a tad overwhelmed and frustrated. Probing at just one little area of the product reveals layer after layer of new features, making you feel like you just opened Pandora’s box.

Much of the new functionality emerges as services that can be consumed by your users, and SharePoint 2010 has lots of new services available right out of the box. For example, PerformancePoint Server used to be a standalone server offering from Microsoft, but with SharePoint 2010 it has been rolled up into the product and is now provided as one of the many service applica-tions. Understanding what each service has to offer and knowing when and how to utilize it in your organization is the key to a successful SharePoint 2010 deployment.

With SharePoint 2010 All–In–One For Dummies, we demystify the product and show you how to get the most out of your SharePoint deployment.

Who Should Read This BookThis book is intended for SharePoint administrators who are responsible for deploying and managing SharePoint, and also for the technically savvy busi-ness users that want to get the most out of their organization’s SharePoint 2010 deployment.

Others who may benefit from this book include:

✦ Developers: When it comes to building solutions for SharePoint 2010, writing code is typically a last resort. By understanding and knowing how to maximize the services that ship with SharePoint, developers can save themselves a lot of time and effort, and impress their managers by quickly producing solutions with very little underlying cost.

Developers will find Books I and IV most useful to their needs.

✦ Power Users: Since its inception SharePoint has always been a great technology for empowering the end user, and SharePoint 2010 is no exception. Technically savvy end users, also known as Power Users, will be eager to take advantage of all the goodies that SharePoint 2010 has in store for them, and knowing what those goodies are is half the battle.

Power users will find Books I and IV of most immediate benefit to them.

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2 How to Use This Book

✦ Business Decision Makers: If you are responsible for deciding whether your department should purchase SharePoint 2010, or for deciding whether to leverage an existing SharePoint 2010 implementation within your orga-nization, then you need to understand what the product has to offer. SharePoint 2010 All-In-One For Dummies can help you do exactly that.

How to Use This BookSharePoint 2010 All-In-One For Dummies is a reference book. You don’t have to read it from cover to cover. So, if you’re interested in finding out about a particular topic, pick up the book and dive in. Throughout the book we direct you to any related chapters so you don’t miss a thing.

If you want to learn about SharePoint from top to bottom, just start with Book I, Chapter 1, and keep going until you hit the Index!

Foolish AssumptionPlease forgive us, but since SharePoint Server 2010 is such a huge topic we made one foolish assumption about you, the reader of this book. We assumed that you have access to a development environment that has SharePoint Server 2010, Enterprise Edition installed.

Microsoft has a SharePoint 2010 evaluation Virtual Machine available for download on their Web site.

How This Book Is OrganizedThis book is your guide to planning for SharePoint 2010 and getting the most from the product once you’ve got it up and running in your organization. It’s jampacked with how-to’s, advice, shortcuts, and tips. This book contains four minibooks, with each minibook focusing on a particular stage of your SharePoint implementation.

Book I: Introduction to SharePointThe first minibook provides an overview of the SharePoint product suite, describing the various flavors of SharePoint and the differences between them. Use this minibook to get an overall understanding of SharePoint 2010 and its underlying SharePoint Foundation Server platform. This minibook also examines the integration points with Microsoft Office 2010 products, such as Microsoft Outlook, which gives you an idea of how you can leverage SharePoint in your daily activities.

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3How to Use This Book

Book II: Architecture and PlanningSharePoint isn’t one of those products that you can just rip the cover off the CD, stick it into your computer and have a successful implementation up and running in mere moments. For SharePoint 2010 to be truly successful in your organization you must take the time to understand the product, know how you want to use it, and plan appropriately. This isn’t as scary as it sounds, especially if you’re armed with this book; at the end of the day a lot of your planning will be based on common sense. For example, if you want your users to still be able to access their SharePoint sites even when your SharePoint server crashes, that means you’re going to need more than one server.

This minibook examines the underlying SharePoint architecture, explain-ing the different types of servers and authentication methods that you may need, and shows you how to plan for both performance and growth. This minibook also explains the new service application architecture that is the heart and soul of SharePoint 2010, and introduces you to the plethora of services available out of the box. If you are in the planning stages of your SharePoint 2010 deployment you should read this minibook for guidance on how to deploy the various SharePoint components so that you have the best possible chance of success.

Book III: Services Configuration and ManagementMuch of the functionality that comes with SharePoint 2010 is implemented as a service application. For example, Access Services is a new feature that ships with SharePoint Server 2010 Enterprise Edition and enables you to publish your Access databases as a SharePoint Web based database applica-tion. This minibook examines the architecture of the various services that ship with SharePoint 2010 and shows you how to configure and manage them using SharePoint’s administrative Web site.

Book IV: Using the SharePoint ServicesThis minibook focuses on how to use the plethora of services that ship with SharePoint 2010. Want to know how to publish your Access databases to SharePoint? Want to know how to leverage Excel Services in your sites? Then this minibook is the place for you. We give you step-by-step guidance on how to use the services in your SharePoint sites so that you and your users can get the most out of your SharePoint 2010 implementation.

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4 Icons Used in This Book

Icons Used in This BookTo help you get the most out of this book, we’ve placed icons here and there. Here’s what the icons mean:

Next to the Tip icon, you can find shortcuts and tricks of the trade that help you to understand SharePoint and have more fun using it. Also, there are references to other chapters that can expand your knowledge.

The Warning icon doesn’t appear often in this book, but when it does it’s to warn you of potential problems or common pitfalls.

When we want you to pay special attention to a specific detail that bears remembering, we mark it with a Remember icon. Committing these little details to memory along the way will make your SharePoint journey more enjoyable.

When we are forced to describe high-tech stuff, a Technical Stuff icon appears in the margin. You don’t have to read what’s beside the Technical Stuff icons if you don’t want to, although these technical descriptions often help you understand how a specific feature works.

Ready, Set, Go . . . but Go Where?So you’ve read the introduction and you’re ready and raring to go . . . but where do you start? Well, the answer is easy. Start anywhere you’d like. If you’re new to SharePoint 2010, a good place to start is Book I, Chapter 1. If you’re a Power User with access to a SharePoint 2010 environment and you’re ready to get your hands dirty, then any of the chapters in Book IV will work for you. If you’re interested in a specific topic — for example, Access Services — take a peek at the index at the back of the book for all the chapters related to Access Services and start with the first one.

Read on!

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