The SharePoint wheel simplifies the process of grasping the product's capabilities, making it more accessible for users unfamiliar with previous versions Before exploring the new features of SharePoint 2013, it's important to review the SharePoint wheel to ensure a common understanding among all users.
Figure 1-1 The SharePoint wheel illustrates the six primary categories of functionality offered in
SharePoint sites serve as a unified platform for all business websites, enabling users to quickly create new sites through a browser-based interface to address various business needs With a variety of site templates available—such as team sites, document management sites, search sites, and wiki sites—SharePoint facilitates essential tasks like document sharing, team collaboration, and customer information publishing Ultimately, these sites function as the core technology engine of SharePoint, providing users with the tools they need to efficiently accomplish their work.
SharePoint communities foster social networking and collaboration within enterprises by providing tools such as blogs, wikis, newsfeeds, tagging, and personal sites known as My Sites These features facilitate idea sharing, enable users to connect with the right individuals, and promote collaboration with subject matter experts, enhancing teamwork and communication across organizations.
Document management, web content management, and records management are essential for businesses and government organizations, and SharePoint offers tailored site templates and features for these needs Over the years, SharePoint has expanded its capabilities to support not only traditional document types like Microsoft Office but also a variety of rich media files, photographs, and Adobe PDFs Its seamless integration with desktop productivity tools allows users to interact with content naturally within Microsoft Office, enhancing their overall experience.
SharePoint has evolved its search capabilities into a robust enterprise search engine, enabling users to effectively discover content, people, and diverse business data The relevance and accuracy of search results match those of leading Internet search engines, offering a valuable experience that enhances employee productivity and efficiency.
Insights, often referred to as business intelligence, enable seamless access to and presentation of data from databases, SharePoint lists, and Microsoft Excel spreadsheets By leveraging tools like Excel Services, PerformancePoint, and SQL Server Reporting integration, users can effectively analyze and visualize their data.
SharePoint facilitates the development and distribution of dashboards and reports, empowering employees to recognize business trends, collaborate on common objectives and metrics, and accurately identify the information necessary for informed decision-making.
Composites in SharePoint are innovative applications that integrate business data with various built-in tools and web parts, enabling users to create customized solutions quickly SharePoint offers a wealth of features, including Access Services, Visio Services, workflows, and digital forms, which facilitate the development of these composite applications Typically, applications designed within the SharePoint composite model can be completed in just days, often without the need for coding This rapid development capability highlights the business value of SharePoint, allowing organizations to design, build, and deploy effective business solutions that deliver a near-instant return on investment.
SharePoint 2013 represents a significant evolution of the platform, building on the foundations established by SharePoint 2010 This latest version enhances core capabilities while introducing profound improvements, ensuring that users benefit from a more robust and dynamic experience.
SharePoint 2013 enhances functionality by prioritizing the user experience, ensuring that individuals are at the core of the platform The planning and development process emphasized user-centric design, leading to improvements across various capabilities This version focuses on five key principles to deliver an improved overall experience.
This chapter provides a high-level introduction to SharePoint 2013, setting the stage for a deeper exploration of its enhanced core capabilities, new concepts, and innovative features throughout the remainder of the book.
Collaboration, at its essence, involves sharing ideas, documents, and expertise SharePoint 2013 continues this tradition by providing a platform for users to easily share and collaborate on various types of content, including documents, tasks, and projects Content creators within organizations will discover that the process of sharing their work has become more efficient and accessible than ever, reinforcing SharePoint's role as a foundational tool for collaborative content management.
SharePoint 2013 serves as a robust platform for document sharing with internal and external users, including partners and customers It allows seamless content publishing from Office 2013 desktop applications, enhancing collaboration and accessibility.
Creating, managing, and designing
content with colleagues inside your organization or external partners and customers in a few simple clicks, as shown in Figure 1-3.
Figure 1-2 The Share menu, as seen in Microsoft PowerPoint 2013, enables users to select people with whom they want to share content.
Figure 1-3 From a SharePoint 2013 document library, a user may choose to edit, share, or follow a PowerPoint file.
If your idea of sharing content extends to people outside of your organization, SharePoint
In 2013, significant advancements in web content management (WCM) emerged, enhancing the ability to share websites globally SharePoint 2013 evolved into a robust, cross-browser WCM platform, offering numerous improvements to streamline content management and distribution.
● Search-driven sites with the Content Search Web Part (CSWP)
● Search engine optimization (SEO) site maps
● Support for standard web design tools such as Adobe Dreamweaver
SharePoint 2013 has significantly enhanced its Enterprise Social capabilities, enabling users to capture and share ideas and tacit knowledge through features like microblogging and community sites These community sites foster engaging discussions, encourage easy participation, and provide a platform for recognizing and rewarding expertise.
Figure 1-4 A SharePoint 2013 social experience is delivered via a SharePoint 2013 community site.
SharePoint 2013 contains a number of new social features that can assist the users in your organization as they share ideas Some of the most significant features include:
● Company, site, and personal newsfeeds
● Hash-tag trending and other social analytics via the new search engine
● Richer SharePoint user profiles populated with useful social information
Y ammer integration in SharePoint 2013 has been set to become a critical piece of the story since Microsoft purchased the social networking software in
Since its inception in 2012, Yammer has evolved from a stand-alone, cloud-based social networking platform to a comprehensive solution under the Microsoft umbrella It not only serves as a robust social networking tool but also aggregates various social touchpoints within organizations With connections to SharePoint and Microsoft Dynamics, and upcoming integrations with Office 365 and Skype, Yammer enhances collaboration across Microsoft properties Additionally, it effectively combines external cloud-based activity feeds with data from existing business applications like ERP and CRM, delivering a truly holistic social experience in the enterprise.
Increasingly, a major component of sharing and collaborating involves mobile access
SharePoint 2013 introduces significant enhancements and architectural updates that enhance sharing capabilities for mobile users The user interface has been revamped with HTML5, ensuring that modern mobile devices compatible with this standard will experience a vastly improved browsing experience on SharePoint, even without additional mobile site optimizations.
A new feature called Channels allows websites to deliver the same content to mobile devices in a mobile-optimized format This functionality enables automatic detection of users browsing on smartphones, ensuring an enhanced viewing experience tailored for mobile users.
You can customize your website's visual design to enhance user experience, particularly on mobile devices By delivering optimized versions of images and videos, you can minimize page size, ensuring faster loading times and improved performance for users with limited bandwidth.
With mobile-enabled features, users can easily share documents, update their activity feeds, and engage in community discussions directly from their smartphones or tablets For instance, as illustrated in Figure 1-5, a mobile tablet user is actively searching for marketing documents shared by colleagues on a team site.
Figure 1-5 A user on a tablet device may access shared documents in a SharePoint document library.
The unified search platform in SharePoint 2013 enhances information discovery by delivering more relevant results and facilitating the sharing of insights This advanced search engine comprehensively understands query meanings and can be integrated with line-of-business (LoB) applications, enabling users to uncover answers from essential information sources.
With the increasing volume of information, documents, videos, and reports on private networks and in the cloud, a strong enterprise search platform is essential SharePoint 2013 has undergone a major enhancement in its search engine features and architecture, enabling users to efficiently search for and discover the data necessary to perform their jobs effectively.
● A new and improved HTML5-based search interface
● The addition of result types, which are a set of rules that can be used to identify certain items in the search results that match a specific set of predefined criteria
● The addition of a custom display template that highlights and promotes items identified by result types in the interface
● Consolidated search architecture that no longer requires a separate install of FAST Search
● Continuous crawling to ensure up-to-the-minute search index freshness
● Re-architected the relevance engine and ranking model
Every business has requirements to share analytical information That information is often lurking in reports and spreadsheets that users may not be aware of or have access to
Business users are clamoring for better ways to visually discover and share insights so that collaborative decision making can be more effective across the organization.
SharePoint 2013 takes its business intelligence capabilities to an entirely new level by offering very close integration with Excel 2013, Power View, PowerPivot, and Microsoft SQL
Server 2012 offers built-in tools like Excel Services, Visio Services, and PerformancePoint, enabling users to create interactive dashboards in SharePoint sites efficiently Here’s a brief overview of the solutions you can develop using SharePoint 2013.
● Connect to data from nearly any source to create fully interactive reports and insights on your site.
● Publish and share reports with your colleagues.
● Combine and analyze large sets of business data with PowerPivot.
● Integrate with SharePoint Search and create a custom “Reports” search vertical, as shown in Figure 1-6.
● Perform interactive data exploration to find answers and make well-informed business decisions.
● Ensure spreadsheet integrity and compliance, and apply information management policies as business requirements dictate.
● Consolidate and simplify the management of data that has traditionally resided in unmanaged Excel spreadsheets and Microsoft Access databases.
Figure 1-6 Here is an example of using a custom “Reports” search vertical to discover analytical information.
SharePoint 2013 enhances collaboration by offering intuitive features to discover and connect with colleagues across your organization Users can search for individuals as in previous versions, but now they can also uncover shared interests, projects, and documents This functionality allows for informed actions based on the insights gained from these connections.
Figure 1-7 Discovering a product development expert in a SharePoint 2013 people search.
SharePoint 2013 is highly effective in organizing information and facilitating team collaboration, encompassing everything from individual tasks to team projects and enterprise data management A key aspect of its functionality is the ability to implement a governance strategy that effectively manages enterprise content and records.
Team sites have long been at the heart of what most people experience when they use
SharePoint In 2013, team sites receive a refreshing update that orients them more toward
Teams collaborating on projects need essential tools such as document sharing, task management, shared note-taking, and a team newsfeed SharePoint 2013 team sites enable site owners to effortlessly integrate these applications, personalize the site's theme, and invite participants to engage with the site.
The new team mailbox feature enhances team collaboration by providing a shared Microsoft Exchange inbox accessible to all site members This app acts as a central email filing cabinet, allowing only site members to edit its contents Additionally, it integrates seamlessly with Microsoft Outlook 2013, enabling users to work with files from document libraries directly within their email interface.
Figure 1-8 The SharePoint 2013 team mailbox enables all team members access to team email.
Store and synchronize your documents
In 2013, SharePoint enhanced its core document collaboration features with the introduction of SkyDrive Pro, a modern solution for personal document storage and synchronization This updated capability allows organizations to effortlessly provide users with a secure, personal document space, accessible both in the cloud and on-premises.
In addition to providing a place to store and share documents, SkyDrive Pro offers easy synchronization to a user’s device with a single click SkyDrive Pro replaces the Microsoft
SharePoint Workspace 2010 product as the new offline client for SharePoint documents
The figures that follow show a 2013 SharePoint SkyDrive Pro site (Figure 1-9), and the synchronized files on the client system (Figure 1-10).
Figure 1-9 SharePoint 2013 SkyDrive Pro performing a synchronization.
Figure 1-10 The SkyDrive Pro client in Windows Explorer.
SharePoint 2013 introduces a lightweight task management feature that enhances project coordination for teams This capability can be easily integrated into any team site, allowing members to track tasks, stay organized, and manage deadlines all within the same platform used for file storage, team communication, and notes Additionally, tasks in SharePoint can seamlessly synchronize with Microsoft Project and Exchange, further streamlining project management.
Team sites utilizing tasks now feature a Project Summary view on the homepage, allowing members to easily monitor project progress and upcoming milestones This enhancement provides a clear, high-level overview for all site visitors, highlighting the current status and next steps for project completion.
Figure 1-11 The Project Summary view on a team site shows upcoming tasks and project documents.
The new "My Tasks" feature in the Newsfeed Hub allows users to efficiently manage and track multiple tasks across various projects As illustrated in Figure 1-12, this functionality aggregates all necessary tasks in one convenient location, providing a clear overview of what needs to be accomplished.
My Tasks consolidates all tasks assigned to you from SharePoint, Project, and Exchange into a single interface, allowing users to efficiently organize and manage both personal and project-related tasks in one convenient location.
Figure 1-12 My Tasks shows all personal and project tasks in your Newsfeed.
SharePoint 2013 offers unprecedented opportunities for developing diverse solutions, including sites, apps, and cloud-based services With its updated HTML5 and JavaScript user interface, SharePoint enables faster and more standards-compliant solution development.
There has never been a greater opportunity for people tasked with building SharePoint- based solutions to create solutions that address business challenges.
SharePoint 2013 features a new Cloud App Model that transforms how users engage with the platform by allowing the development of innovative SharePoint apps This model leverages standard web technologies, including JavaScript, REST web services, and HTML5, to enhance and customize user interactions Previously, SharePoint differentiated between "lists" and "libraries," but this update broadens the scope of app development.
In SharePoint, lists and libraries have evolved to be categorized simply as apps, reflecting a broader consolidation of features under this term While there are technical distinctions between task lists, picture libraries, and third-party applications developed by your team, they all share a unified experience as apps within the platform.
SharePoint apps offer users a reliable method to explore, acquire, and integrate new functionalities into their sites This modern app model allows SharePoint site owners to effortlessly add apps that fulfill specific needs The available apps encompass a wide array of features, including mapping tools, world clocks, and sales reporting functionalities.
SharePoint users can create custom applications using various developer tools and publish them to a dedicated app catalog site Additionally, Microsoft offers a public SharePoint app catalog that features a wide range of applications, many of which are free These cloud-hosted apps operate independently from SharePoint and Office version updates, ensuring seamless functionality.
Figure 1-13 The public SharePoint app store provides many types of SharePoint apps.
SharePoint 2013 features an enhanced architecture that allows web designers to create engaging and interactive sites without needing specialized SharePoint development skills With full support for tools like Adobe Dreamweaver and Microsoft Expression Blend, designing SharePoint pages and layouts has become more accessible and efficient.
SharePoint 2013 introduces a new tool called Design Manager that enables site designers to easily customize SharePoint sites in the browser The need to edit ASP.NET files to create
SharePoint now allows designers to edit master pages and page layouts directly in HTML, with the SharePoint Design Manager automatically converting these files As illustrated in Figure 1-14, site designers can seamlessly modify a master page using Design Manager.
Notice that HTML snippets can easily be added to a site to quickly provide a modern web experience.
Figure 1-14 A site designer is able to edit a master page easily in SharePoint Design Manager.
SharePoint 2013 offers a flexible solution for management, functioning effectively in both cloud and on-premises environments This versatility allows organizations to leverage its performance and scalability advantages while reducing overall infrastructure and management costs Additionally, substantial investments in records management and e-discovery capabilities have been made to support compliance and risk management requirements.
Adding, editing, connecting, and
SharePoint 2013 offers organizations essential tools for managing risks related to digital assets, including e-discovery, disposition, and retention policies for SharePoint, Microsoft Lync, and Exchange data Additionally, it effectively addresses the challenge of controlling access to sensitive company and customer information, making SharePoint 2013 a powerful platform for the secure storage, management, and utilization of sensitive data.
A significant enhancement in SharePoint 2013 is the ability to establish retention policies for sites and mailboxes through its data protection tools This feature allows administrators to preserve content in real time, ensuring data integrity across SharePoint, Lync, and Exchange Furthermore, SharePoint 2013 offers more centralized and customizable authorization and audit management, aligning with specific customer policies.
SharePoint 2013 simplifies the upgrading and management process for administrators compared to previous versions, thanks to its improved cloud delivery model This model allows for a more streamlined addition of new features and offers the option to reduce infrastructure costs by hosting SharePoint farms in the cloud Consequently, organizations can lower expenses related to administration, storage, and server hardware.
SharePoint 2013 has several new tools for administrators to keep things running smoothly Some of the most notable include:
● Schema vs site collection upgrade
● Usage and health data collection
Perhaps one of the most useful tools is the new Site Collection Health Check, shown in
An administrator can easily identify common issues like missing features or templates, as well as potential problems within a site collection that could arise during an upgrade.
Figure 1-15 The new Site Collection Health Check tool allows an administrator to easily identify common issues within a site collection.
SharePoint 2013 is the first version of SharePoint developed from the ground up to be fully
“cloud ready.” As the development process unfolded, priority was given to ensuring that
SharePoint Online offers features comparable to traditional on-premise versions, marking the first release of SharePoint available as both a service and a server Transitioning to a cloud-enabled product like SharePoint involves not only adapting existing features but also re-architecting fundamental components to align with the agile nature of modern cloud applications.
SharePoint Online, included in Microsoft Office 365, offers cloud advantages for customers looking to transition their SharePoint infrastructure online With a streamlined administration and deployment model, Office 365 allows for rapid implementation of SharePoint 2013 projects Additionally, SharePoint Online benefits from the robust security measures provided by Office 365.
Microsoft’s geo-redundant data center environments around the world.
Some of the specific features that make SharePoint 2013 more cloud ready than ever before are listed here:
● The Cloud App Model allows for easy publishing and updating of apps in the cloud.
● Common web standards for applications, security, and data access are now supported Examples include JavaScript, OAuth, OData, and HTML5.
● SharePoint includes a unified search architecture that now has near feature-parity regardless of which version of SharePoint you choose to utilize.
● SharePoint uses common administration tools across the cloud and on-premises Examples include the new unified admin console and more comprehensive Windows PowerShell support.
SharePoint Online can now seamlessly integrate with Windows Azure data and services, allowing it to utilize various application models beyond NET, including PHP, Node.js, and Java.
The deep integration of Windows Azure with SharePoint Online provides access to Microsoft SQL Azure, Blobs, Tables, AppFabric, and Service Bus, significantly enhancing cloud-based data hosting and integration capabilities This advancement opens up new opportunities for application development Additionally, customers with geo-distributed SharePoint sites can utilize Windows Azure as a content distribution network (CDN) to deploy and globally replicate their assets, including videos, images, and documents.
● SharePoint Online updates come on a very regular basis, with new features and capabilities, so your organization will receive the latest technology without the need to upgrade servers.
Before installing SharePoint Server 2013, it is essential to ensure that specific software components are in place For detailed information on hardware and software requirements, as well as browser support, visit the Microsoft TechNet site at technet.microsoft.com/en-us/library/cc262749(v=office.15) This webpage offers comprehensive resources to aid in planning your SharePoint 2013 installation.
This introductory chapter gives you a small glimpse of the new capabilities in SharePoint
In this book, you will explore the key functionalities introduced in 2013, catering to SharePoint experts, business users, IT professionals, and newcomers alike, ensuring a comprehensive understanding of the platform's capabilities.
In this article, you will uncover the "Inside Out" insights on leveraging the capabilities of SharePoint 2013 By exploring best practices, you will learn how to effectively share, discover, organize, build, and manage content using this powerful platform.
Security 38 Upgrades and migration 45 Summary 49
T he first chapter of this book gave you a quick review of Microsoft SharePoint 2013
In this chapter, we delve into advanced SharePoint concepts and terminology essential for navigating the book's remaining sections While you may primarily engage with SharePoint's front end by managing documents and list items, understanding its underlying structure and security is crucial This knowledge not only enhances your discussions with developers and IT professionals but also equips you with fundamental administration skills for effective planning and utilization of SharePoint within your organization.
Administration of SharePoint 2013 can be broken down into two categories: business user administration and IT professional administration.
If you are a typical person who works in the business user administration category:
● Your main job is not technical computer work.
● You create and modify sites, libraries, and lists.
● You might also be responsible for the site content For example, you might upload documents to libraries for others to download.
This book primarily caters to advanced business users involved in administrative tasks This chapter equips you with essential tools for setting up SharePoint sites managed by your organization’s backend services.
IT group, an external hosting company, or both.
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Introducing SharePoint 2013
If you are a typical person who works in the IT professional administration category:
● You work in a room surrounded by the server’s network hardware.
● You install and configure SharePoint on a server.
● You create web applications and site collections for business users to administer.
IT professionals using SharePoint typically possess advanced skills in the platform While this chapter does not provide detailed instructions for implementing back-end changes in Microsoft SharePoint Server 2013, it offers valuable insights from a business perspective that can enhance an IT professional's understanding of these changes.
Why administration matters: One search example
Searching for a product on a website, only to find no results, can be incredibly frustrating For instance, if you search for "coffee" on your favorite shop's website and receive no matches, you're likely to move on to your second favorite shop or conduct a broader Internet search This lack of results not only discourages you from continuing to browse that website but also decreases the likelihood of returning in the future.
Administration for business users
As a responsible party for your organization's SharePoint sites, it's essential to ensure that visitors find value and satisfaction during their visits, encouraging them to return Your goal in managing the site is to create a rewarding experience, and understanding site administration can help prevent negative user experiences While you may not be an IT professional or directly managing the technical aspects of the site, the performance and management of the hosting environment significantly impact user perception Ultimately, every visitor should leave with the information they sought, enhancing the overall effectiveness of your SharePoint site.
You might not be the one installing and configuring SharePoint However, if you expect
SharePoint to become an important tool in your work life, you will want to be a part of the planning process that should come before the installation and configuration.
During installation and configuration of SharePoint, important choices are being made that, in part, determine your user experience For the health and performance of your
When setting up SharePoint sites, it's essential to follow a predetermined plan that considers the specific needs of your organization and its community Depending on who manages the back-end administrative tasks, you may have the flexibility to customize the installation and configuration to suit your requirements or select a hosting provider that aligns with your needs.
To maximize the effectiveness of your SharePoint web content sharing, it's essential to read this chapter and complete the planning steps prior to installation If SharePoint is already set up, many decisions may have already been made, so understanding how this configuration impacts your priorities will guide you in determining whether adjustments are necessary.
INSIDE OUT I’ve successfully installed Microsoft Word before, and even installed Windows, so why wouldn’t I install SharePoint?
SharePoint is a unique software solution that differs from traditional applications like Word or Windows, which are typically installed on individual computers Instead, SharePoint is installed centrally and offers services to multiple users simultaneously This allows users to access SharePoint through web browsers such as Internet Explorer, Safari, or Firefox, facilitating collaboration and resource sharing across various devices.
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Working with list and library apps
For highly active SharePoint installations utilized by numerous concurrent users, deployment typically involves multiple servers, often supported by additional servers such as directory servers for logon management and database servers for content storage In such configurations, a dedicated IT support team with specialized expertise is essential for effective maintenance and management of the environment.
A list of all supported web browsers
The Microsoft TechNet article titled "Plan browser support in SharePoint 2013" provides the most up-to-date information on browser compatibility for SharePoint It confirms that the 32-bit versions of Internet Explorer 8 and Internet Explorer 9 are fully supported for all collaboration features within SharePoint For more details, visit the article at technet.microsoft.com/en-us/library/cc263526(v=office.15).aspx.
2013 Versions of Google Chrome, Apple Safari, and Mozilla Firefox (and 64-bit versions of Internet Explorer) have limited support; these limitations are listed in the TechNet article
Internet Explorer 6 and 7 are not supported for SharePoint 2013; however, designers can create publishing sites that accommodate any browser for readers, depending on their design choices and HTML markup It is essential to use a supported browser when creating a publishing site.
Hosted SharePoint or on-premises SharePoint?
Understanding your service provider is crucial for managing your installation effectively, as they are the point of contact for any necessary changes The installation's location is referred to as your host, which may not always be near you Therefore, you rely on your service provider to ensure the installation operates smoothly and to implement any modifications.
SharePoint installations normally fall into one of two models: on-premises or hosted.
If your IT team is skilled in installing, configuring, and maintaining computer servers, an on-premises installation of SharePoint 2013 may be the best option for your company This setup allows the SharePoint servers to be housed either within your business premises or at an off-site data center, providing greater control and management of your data.
Working with collaboration sites
On-premises installs are typically how the majority of SharePoint sites have been implemented When set up with great in-house IT support and dedicated resources, Share-
Point has proven to be a reliable and worthwhile addition to the server rooms of many organizations.
The “Under-the-Desk” effect
Be cautious of the "Under-the-Desk" effect when using SharePoint Its straightforward download and installation process can lead to on-premises installations on desktop workstations This phenomenon is termed the "Under-the-Desk" effect, highlighting the risk of accidentally disconnecting power to the computer hosting the SharePoint site with a simple kick.
Implementing SharePoint installations can demonstrate significant value for your organization; however, be cautious of the negative impact that disruptions can have on user morale A single extended outage can lead to a substantial loss of goodwill among users Consequently, a site that frequently encounters outages will attract far fewer users compared to a reliable platform.
For organizations utilizing on-premises installations, configuring Active Directory to block SharePoint installations on the corporate network is essential This setup is ideal for ensuring resource centralization and safeguarding data integrity, especially in scenarios where IT professional support may be limited.
A hosted SharePoint server offers a fast and efficient way to establish a highly available website for users who rely on it By utilizing online service options, businesses can benefit from SharePoint even if it isn't installed on their local computers.
Microsoft Office 365, now enhanced with SharePoint 2013, offers a cost-effective solution for hosting collaboration sites on Microsoft-managed servers With a low monthly fee per user, organizations can leverage SharePoint's multi-tenancy capabilities, originally introduced in SharePoint 2010, to efficiently support multiple users on a single SharePoint farm The improvements in multi-tenancy features in SharePoint 2013 reflect valuable insights gained from the deployment and maintenance of SharePoint Online.
To learn more about Office 365, go to office365.microsoft.com
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Using Office applications with SharePoint
SharePoint 2013 was designed with a "hosted SharePoint" approach to enhance accessibility, enabling more users to utilize the platform without relying on dedicated in-house IT support or specialized skills for installation and configuration.
If your organization has data that cannot be stored outside its facilities or at the hosting provider's location, hosted SharePoint may not be suitable It's crucial to remember that you and your team are accountable for the information posted online, which should influence your choice of provider and the type of projects you host Additionally, be aware of laws and regulations that may restrict hosting your data in another country.
SharePoint 2013 features a new app model that enables distributed development options, addressing previous bottlenecks that hindered enhancements on shared servers in earlier versions.
Chapter 23, titled "Introduction to Custom Development," focuses on extending SharePoint capabilities For additional insights into the new cloud app model and programming using web standards, visit Microsoft’s MSDN website at msdn.microsoft.com/en-us/library/jj163091(v=office.15).aspx.
Figure 2-1 summarizes the key strategic considerations when choosing on-premises versus hosted SharePoint.
Figure 2-1 SharePoint installation models: on-premises versus hosted installations.
Sharing information with SharePoint social networking
INSIDE OUT SharePoint moves into the cloud
The term "cloud" varies in meaning depending on the context, but it essentially serves as a metaphor for the Internet Specifically, SharePoint in the cloud refers to utilizing SharePoint as an Internet-based service This concept is similar to the advantages of web-based email, highlighting the benefits of accessing software hosted on a cloud server.
Cloud-based SharePoint is just another step in the direction away from relying on in-house IT for installation and configuration of every server-based application you use
Sometimes moving toward a service provider allows a business to benefit from huge economies of scale that most businesses can’t achieve with their own in-house IT staff
Understanding the structure of a SharePoint site is essential for effective management This article will explore the fundamental components of a SharePoint installation, illustrating how sites often develop organically The section titled “Comparing a SharePoint web application to a tree” will introduce the basic building blocks of this structure Additionally, Table 2-1 highlights the nine key structural elements that are crucial for a SharePoint installation.
TABLE 2-1 The nine main SharePoint structural elements
The term "farm" refers to both the physical computers and the necessary software that operate together to host SharePoint effectively.
In addition, each farm’s settings are held in a unique configuration database stored on a Microsoft SQL Server instance.
Service application A service application runs within a farm to provide capability to the sites hosted on it or another farm.
Content database The majority of the information added to a SharePoint site is stored in a content database.
A SharePoint site is accessed via a web application that offers the necessary address and authentication settings, along with other configuration properties Each web application requires an associated website in Internet Information Services (IIS) to function properly.
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Using and creating workflows
A site collection consists of one or more sites grouped together, organized hierarchically Configuration settings and administrative actions applied to the site collection impact all sites within the group.
Site A site is a logical grouping of content within SharePoint
Each site collection has a root site, which is the main point of entry.
Document library Document libraries are historically the most used element of a SharePoint site Library settings control visibility and content types among other critical configurations.
In a SharePoint site, most content is organized within lists, which come in various types Each site can host multiple lists, including document libraries, which are specialized lists equipped with tools optimized for managing documents effectively.
Since the introduction of SharePoint 2010, webpages have gained significant importance for SharePoint sites In SharePoint 2013, every webpage features rich-text editing capabilities, and each webpage created through the browser is stored in a document library.
Comparing a SharePoint web application to a tree
A web application can be visualized as a tree, where each trunk represents a site collection, all originating from the same foundational roots The branches symbolize the individual sites that extend from these site collections, while the leaves represent the list items and documents associated with each site.
Web applications can resemble a pomegranate tree, featuring multiple trunks within a single entity A prime example of this is SharePoint Server 2013, particularly with its My Site Host configuration Each user's My Site functions as an independent site collection, meaning that in an organization with 80,000 users, there could be as many as 80,000 site collections originating from the same web application root.
The My Site Host base address, such as my.litware.com, redirects users to their personal site collections, accessible at a URL like my.litware.com/personal/ Users can also view other My Site public profiles by entering my.litware.com/personal/ followed by the respective username.
A multinational organization's public website can effectively utilize SharePoint by creating distinct site collections for its various regional groups This approach allows for a centralized main web address while ensuring that each region has its own tailored content and resources, enhancing user experience and accessibility.
Planning site content
and a corresponding SharePoint web application, associated with multiple site collections
Imagine the SharePoint elements of a public website as a tree with numerous trunks and even more primary branches The structure of the website's web addresses can be visualized as a tree, as depicted in Figure 2-2.
Figure 2-2 The SharePoint pomegranate tree.
Many web applications resemble a pecan tree, featuring a single trunk that represents the site collection From this trunk, several robust branches extend, supporting additional branches and numerous leaves, akin to the many components of the application This structure can be visualized as a tree, where the web addresses of the site map to the central trunk and its supporting branches.
The classic intranet publishing portal, accessible at portal.contoso.com, serves as the primary site for the site collection, with the entry page located at portal.contoso.com/pages/welcome.aspx Human Resources maintains a main trunk site at portal.contoso.com/hr/, while benefits information is organized in a document library at portal.contoso.com/Locations/Lists/Benefits/ For specific details, the webpage on medical benefits can be found at portal.contoso.com/Locations/Lists/Benefits/Medical.aspx, which includes a link to the provider’s benefit statement at portal.contoso.com/Locations/Lists/Benefits/Provider.
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Creating and formatting content pages
Figure 2-3 The SharePoint pecan tree.
INSIDE OUT Host-named site collections
SharePoint 2013 introduces enhanced flexibility in site address options, allowing host-named site collections to utilize shorter URLs Unlike path-based site collections that append the site collection identifier after the domain (e.g., www.contoso.com/partners), host-named site collections position the identifier before the host name (e.g., partners.contoso.com) This streamlined approach results in shorter, more memorable addresses that are easier to type.
Recent updates to Microsoft's guidelines for Enterprise Corporate Portals emphasize the use of host-named site collections over path-based ones, which could significantly impact your site architecture While the specifics of these changes may not seem engaging, their implications for your website's structure are crucial to consider.
The Corporate Portal design for the fictional organization Fabrikam features an intranet site collection, exemplified by the URL structure portal.fabrikam.com/intranet This path-based site collection allows for further extension of the address for additional sites, such as portal.fabrikam.com/intranet/purchasing.
Adding, editing, connecting, and maintaining web parts
An effective alternative to host-named site collections is transitioning to web-based applications, such as creating a distinct web application for the intranet segment of a portal that maintains the address intranet.fabrikam.com However, this approach necessitates additional resources within the farm, leading to increased equipment costs.
Farm scalability, service applications, and databases
The SharePoint farm is the set of servers hosting all of the sites and support they need
A farm can have as few as one server, which would host the entire infrastructure needed for a small organization.
SharePoint offers exceptional scalability, allowing farms to accommodate increased user demand by utilizing additional server resources This can be likened to a nut orchard that yields abundant fruit, providing valuable benefits to a wide audience.
Service applications in a SharePoint farm are akin to essential resources for a thriving orchard, with some being fundamental like water and fertilizer, while others, such as business data services, are used more selectively, similar to targeted insecticide applications during specific infestations.
Connectivity (BDC) is a SharePoint service that enables users to connect to business data sources, like Microsoft CRM, across all web applications and site collections By configuring this connection once, SharePoint users can seamlessly provide access to vital data throughout the entire farm, facilitating workflows such as automatically initiating processes when a new client is added in CRM.
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Managing documents
You can add a task list item to an external list using BDC, a shared service that allows access to data from a user's My Site or a department's team site, all sourced from the same BDC.
Understanding the relationship between SharePoint and databases is crucial for effective implementation planning SharePoint leverages the full capabilities of the Microsoft platform, particularly in how it handles data storage By utilizing SQL Server, SharePoint ensures that items created or added within the platform benefit from a secure, efficient, and reliable storage solution, enhancing the experience for both users and administrators.
In a SharePoint 2013 farm, all content is stored in one or more databases on SQL Server servers As SharePoint usage increases in large organizations, understanding the relationship between the discussed items and the content database becomes crucial.
A content database is integral to a web application and its site collections, as it stores content from one or more site collections within a single web application For instance, at least two content databases are necessary to manage the My Sites and intranet web applications While all content within a single site collection must reside in the same database, a single content database can accommodate multiple site collections Additionally, a web application can distribute the storage of these site collections across several content databases, enhancing organization and efficiency.
The tree metaphor effectively illustrates the administrative concepts of SharePoint, aiding users in visualizing the structure of their SharePoint environment Understanding this structure is crucial for making informed decisions regarding content uploads, webpage creation, and new site development By grasping the relationships among the five main structural elements—farm, web application, service application, content database, and site collection—intermediate to advanced SharePoint users can effectively communicate with IT professionals about the underlying frameworks of their SharePoint sites.
The content database as a unit of storage
Understanding the content database is crucial for a successful SharePoint implementation, as it plays a significant role in managing storage for critical files, lists, and webpages As user reliance on SharePoint increases, the storage demands can escalate rapidly, potentially impacting performance and stability By combining the tree metaphor with insights into content databases, organizations can better navigate the challenges of rapid storage growth in SharePoint.
Designing web content management sites
implementation You will also be able to see how the same elements can explain the solution.
Let’s go back to the intranet portal example and assume that the entire organizational structure was represented in the site structure, such as the Human Resources department
In a typical business structure, departments such as Sales, Marketing, and Operations often have dedicated sites, with sub-teams creating additional sites under these main categories As the organization grows and more team members contribute by uploading documents, images, lists, and web pages, a centralized content database effectively manages all the information generated within this hierarchical framework.
This case highlights three prevalent challenges in unsuccessful SharePoint implementations: disorganized information, delays in content backup and restoration, and declining web application performance These issues typically develop gradually, making it essential to monitor growth and changes proactively By staying aware of these factors, organizations can effectively plan for necessary reorganizations or hardware upgrades in advance.
Using a content database as a unit of backup and restoration
When backing up and restoring your intranet content, it's essential to recognize that a successful SharePoint implementation can lead to a database size in terabytes For those who have attempted to back up a large hard disk, such as one with 200 GB of data, the considerable time investment required to secure vital information becomes evident.
The amount of time it takes to back up data is affected by two critical restore parameters
The frequency of data backups is crucial for organizations, as a single eight-hour backup process means SharePoint content is only secured once per business day While some businesses may tolerate losing a day's worth of data, others cannot afford to lose even a minute, highlighting the importance of tailored backup strategies.
The time required to restore large content databases can significantly impact an organization's operations While the acceptable duration for restoration varies by task and organization, waiting an entire day for SharePoint recovery after a disaster or unexpected failure is often deemed excessive.
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Implementing compliance, records management, and eDiscovery
INSIDE OUT Backups use a lot of resources
As a site user and business influencer, it's essential to pay attention to backup operations, even if you don't need all the details Backups can be resource-intensive and may interfere with user activities To minimize this impact, consider scheduling backup tasks during off-peak hours if your operation isn't 24/7 Being aware of when your backups occur can help you understand their performance implications for your users.
Organizing for content database growth
Disorganization of information can lead to lost files and outdated documents, especially in long-term computer use or on a SharePoint site As file storage fills up, it’s essential to maintain a dynamic SharePoint environment by identifying key areas that matter to users Regularly highlight relevant information and gather user feedback on organization and usefulness to ensure the site meets the needs of all collaborators.
To effectively accommodate growth within your organization, it's essential to plan ahead, particularly for SharePoint sites dedicated to team collaboration and document sharing, which typically increase in database size over time While document sharing sites are popular, they often become isolated into site collections based on audience, serving as natural boundaries for security and access For instance, a legal team requires this isolation due to the sensitivity of their information, but other teams can also benefit from a similar structure, where critical information is housed in one site collection while more general content is shared in a broader portal The SharePoint Product Team exemplifies this model through My Sites in SharePoint Server, allowing users to upload content and manage access within their own site collections This architecture supports the idea of providing small- to medium-sized project teams with controlled workspaces, ensuring both security and effective collaboration.
Creating site collections tailored for specific audiences minimizes content clutter, enhancing both security and mobility within the content database Unlike sites or lists, individual site collections offer greater flexibility for movement between content databases Additionally, storage size quotas can be effectively implemented on these site collections, optimizing resource management.
Planning for business intelligence and key performance indicators
When a content database grows too large, it can lead to operational challenges; therefore, the ability to relocate content to minimize the size of existing databases offers significant advantages.
If you’re overwhelmed by rapid content growth in your SharePoint implementation, there are effective strategies to address this challenge Many have faced similar situations, and solutions exist for managing issues like backup and restore times One approach is to conduct a thorough analysis with IT professionals to assess whether enhancing the read or write speeds of your content database storage, backup storage, or network infrastructure is feasible through new hardware purchases or optimizing existing systems.
To effectively reorganize your SharePoint sites and achieve your goals, leverage your understanding of the SharePoint structure If your sites are currently consolidated in one site collection and content database, consider creating a new site collection in a separate database to facilitate the migration of existing sites Although moving sites can be stressful and may result in lost items, utilizing professional tools and consultants can expedite the process and minimize losses, albeit at a cost To mitigate risks, adopt a proactive approach by moving early and clearly identifying the level of service you require from SharePoint By estimating potential support milestones, you can develop a strategic roadmap for upcoming changes.
The time required for backup and restore processes is a crucial service-level requirement for electronic information By utilizing the site collection as a mobile unit of SharePoint content, you can organize your content databases to meet these service-level needs In typical backup procedures, the content database serves as the primary container for backup and restoration By transferring your most critical site collections to a new content database, IT professionals can expedite the backup and restore processes for those sites.
When planning a reorganization, remember that you can host multiple site collections within a single web application This approach allows you to maintain a unified web address for various site collections, thereby streamlining backup and restore processes for your essential data.
Search functionality in Microsoft SharePoint is incredibly powerful, akin to the way we rely on web search engines for information Just as we frequently access these engines to navigate the vast resources available online, leveraging SharePoint's search capabilities can significantly enhance our ability to find and utilize information within the platform A robust search experience in SharePoint not only streamlines access to data but also improves overall productivity and efficiency.
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Implementing better business intelligence with Excel
tap into the information you and your colleagues create on computers about and for your organization.
Optimizing SharePoint Search for your organization's webpages and files can lead to more precise and relevant results By leveraging this tool, you can easily access essential resources such as customer service guidelines, training materials, and product-related experiences A deeper understanding of SharePoint Search will enable you to fully utilize the valuable information your organization has stored electronically.
Search improvements in SharePoint Server 2013
Search functionality is a critical component of SharePoint, prompting Microsoft to enhance its capabilities with each new release, including SharePoint Server 2013 This version introduces an improved enterprise search experience, leveraging technology from the acquired FAST Search server Users can expect more timely search results, enhanced content publishing options, and refined search result filtering.
Chapter 18, “Discovering information with SharePoint 2013 Search,” and Chapter 19, “Creating a customized SharePoint 2013 search experience,” cover search in depth and offer suggestions for the best use of this improved tool
SharePoint provides a secure and user-friendly web-based collaboration platform that is straightforward to set up The product is designed with comprehensive security features integrated throughout its functionalities This section, along with the subsequent chapters, emphasizes the often-overlooked security options available to advanced business users Whether you are initiating a new SharePoint installation, modifying configurations, or seeking to enhance your understanding of security, it is essential to focus on the information presented in this section.
Microsoft SharePoint Foundation 2013 serves as the foundational infrastructure for SharePoint Server 2013, although this book primarily focuses on SharePoint Server 2013 While the differences between the two products are not typically highlighted, it is important to note that security features remain consistent across both platforms Therefore, the security principles outlined for SharePoint Server 2013 are equally applicable to SharePoint Foundation 2013.
Building powerful dashboards with PerformancePoint Services
Understanding authentication and authorization is crucial for secure applications Authentication identifies the current user, while authorization determines the level of access that user has within the application.
Together, these two concepts provide a means for securing your SharePoint sites.
Most important authentication settings are configured by IT at the web-application level
The configuration of authentication settings for a SharePoint site significantly influences how and when users are prompted for their login information Tailoring these settings to meet your business needs is essential for optimal web application performance.
Authorization settings in SharePoint are extensive and have evolved significantly from previous versions, offering more ways to configure access Microsoft has addressed customer feedback by allowing restrictions on IT professionals' access to content and settings that are primarily relevant to business users Additionally, user policies for web application zones can supersede permissions set by site collection owners, which may lead to confusion If you have concerns about the security of your site or site collection, it is essential to consult with your site host to ensure appropriate safeguards are implemented Furthermore, auditing capabilities have also been enhanced to support these changes.
SharePoint provides auditing of item and page views, updates, and deletes, but it is not configured by default.
INSIDE OUT Authentication isn’t just for the Internet browser
Properly configured authentication settings by IT are essential for the success of your SharePoint solution and significantly impact user experience These settings are crucial for enabling Office integration features, which rely on the correct authentication setup for both the web application and the client environment.
The "Connect To Outlook" button on a SharePoint Calendar can malfunction due to incorrect environment configurations, particularly if your web application uses Forms-Based Authentication and your Outlook client lacks the necessary updates This issue can quickly erode visitor trust, as users may be left confused when the button fails to perform as expected If users encounter repeated failures, they may question the reliability of the entire solution, leading to a loss of confidence in the site.
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Discovering information with SharePoint 2013 Search
SharePoint provides a secure, web-based collaboration platform that is easy to set up, with extensive security options integrated throughout the product This section, along with the rest of the chapter, emphasizes the often-overlooked security features relevant to advanced business users Whether you're preparing for a new SharePoint installation, making configuration changes, or seeking to enhance your understanding of security, it's crucial to focus on the insights shared in this section.
Microsoft SharePoint Foundation 2013 serves as the infrastructure for SharePoint Server 2013, although this book primarily focuses on SharePoint Server 2013 While the differences between the two products are typically not highlighted, it is important to note that security features remain consistent across both platforms Therefore, the security principles discussed for SharePoint Server 2013 are also applicable to SharePoint Foundation 2013.
Two key security principles to grasp in any secure application are authentication and authorization Authentication refers to the process of verifying the identity of the user, while authorization determines the level of access that user has within the application.
Together, these two concepts provide a means for securing your SharePoint sites.
Most important authentication settings are configured by IT at the web-application level
The configuration of authentication settings in a web application significantly impacts how users are prompted for login information when accessing a SharePoint site Tailoring these settings to align with your business needs is essential for optimal user experience and security.
Authorization settings in SharePoint are extensive and have evolved significantly in recent versions, allowing for more granular control over access Microsoft has addressed customer demands by enabling limits on IT professionals' access to content and settings relevant only to business users It's important to note that user policies for web application zones can override permissions set by site collection owners, which may lead to confusion If you have concerns about the security of your site or site collection, it is advisable to consult with your site host to ensure appropriate safeguards are implemented Additionally, auditing options have also been enhanced to improve oversight.
SharePoint provides auditing of item and page views, updates, and deletes, but it is not configured by default.
INSIDE OUT Authentication isn’t just for the Internet browser
Properly configured authentication settings by IT are crucial for the success of your SharePoint solution and significantly impact user experience These settings play a vital role in enabling Office integration features, which rely on the correct authentication for both the web application and the client environment.
The Connect To Outlook button on a SharePoint Calendar can be affected by incorrect environment configurations, particularly if your web application uses Forms-Based Authentication and your Outlook client lacks the latest updates This issue can quickly erode visitor trust, as it offers no clear indication of the problem When users encounter a non-functional button, they may perceive the site as unreliable, leading to a loss of confidence in the overall solution after repeated frustrating experiences.
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The five most common authentication types are outlined in this section Each of these authentication types play a part in the secure web scenarios presented in the next section
Classic Windows authentication has historically been the most prevalent method in SharePoint deployments, receiving comprehensive support throughout the product's evolution In contrast, claims-based authentication was introduced in SharePoint 2010 to expand the range of authentication options available for SharePoint sites, allowing for integrations such as Windows Live ID accounts By the time of SharePoint Server 2013, claims-based authentication had seen significant enhancements and became the default option for administrators when creating new sites.
Classic Windows integrated authentication is no longer the default setting for new web applications created by IT administrators While it may not be widely used for new applications, it remains a crucial factor to consider when migrating from older SharePoint versions Details on upgrades and migrations can be found in the relevant section later in this chapter.
Claims-based authentication, introduced in SharePoint 2010, plays a crucial role in SharePoint 2013, as all web applications created via Central Administration utilize this authentication method While upgrades from SharePoint 2010 can adopt claims authentication, customizations may require code modifications to align with the updated security model.
Forms-based authentication in SharePoint 2013 is only possible with claims and is commonly used in extranet scenarios since it eliminates the need for individual Active Directory accounts for each user However, this setup may lead to limitations in functionality, especially regarding Office integration, which can be problematic without the latest Office client versions.
SharePoint 2010 introduced a new authentication method known as claims-based without Windows authentication, marking a significant departure from previous versions This innovative approach continued with SharePoint 2013, enhancing the platform's security and flexibility in user authentication.