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Implementing Microsoft ®

SharePoint Portal ™

Server 2001
Delivery Guide
Course Number: 2095A

Part Number: X05-92785


Released: 5/2001
Information in this document is subject to change without notice. The names of companies,
products, people, characters, and/or data mentioned herein are fictitious and are in no way intended
to represent any real individual, company, product, or event, unless otherwise noted. Complying
with all applicable copyright laws is the responsibility of the user. No part of this document may
be reproduced or transmitted in any form or by any means, electronic or mechanical, for any
purpose, without the express written permission of Microsoft Corporation. If, however, your only
means of access is electronic, permission to print one copy is hereby granted.

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual
property rights covering subject matter in this document. Except as expressly provided in any
written license agreement from Microsoft, the furnishing of this document does not give you any
license to these patents, trademarks, copyrights, or other intellectual property.

 2001 Microsoft Corporation. All rights reserved.

Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint,
SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32
are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other
countries.

Other product and company names mentioned herein may be the trademarks of their respective
owners.

Course Number: 2095A


Part Number: X05-92785
Released: 5/2001
Implementing Microsoft® SharePoint™ Portal Server 2001 iii

Contents
Introduction
Course Materials ......................................................................................................2
Prerequisites.............................................................................................................3
Course Outline .........................................................................................................4
Microsoft Official Curriculum .................................................................................5
Microsoft Certified Professional Program ...............................................................6
Facilities...................................................................................................................8
Module 1: Introduction to SharePoint Portal Server
Overview..................................................................................................................1
Common Obstacles to Implementing an Effective Document Management
Solution....................................................................................................................2
Introduction to SharePoint Portal Server ...............................................................11
Using SharePoint Portal Server as an Effective Document Management
Solution..................................................................................................................14
Review ...................................................................................................................28
Module 2: Installing and Configuring SharePoint Portal Server
Overview..................................................................................................................1
Deploying SharePoint Portal Server ........................................................................2
Advanced SharePoint Portal Server Setup Options ...............................................16
Post-Installation Issues...........................................................................................17
Installing the Client Components of SharePoint Portal Server ..............................22
Lab A: Creating a Workspace................................................................................30
Accessing the Workspace ......................................................................................35
Securing SharePoint Portal Server and the Workspace .........................................43
Using the SharePoint Portal Server Console..........................................................49
Lab B: Configuring SharePoint Portal Server........................................................51
Review ...................................................................................................................62
Module 3: Configuring the Workspace
Overview..................................................................................................................1
Planning a New Workspace .....................................................................................2
Creating and Configuring a Category ......................................................................6
Creating a Document Profile and Document Profile Property...............................10
Creating Document Folders and Modifying Folder Properties..............................22
Interaction of Categories, Document Profiles, and Document Folders..................29
Lab A: Organizing Documents ..............................................................................30
Review ...................................................................................................................41
Module 4: Adding Documents to the Workspace
Overview..................................................................................................................1
Using, Configuring, and Administering Document Versioning ..............................2
Managing Content and Document Folders ............................................................11
Lab A: Adding Documents to the Workspace .......................................................23
Review ...................................................................................................................33
iv Implementing Microsoft® SharePoint™ Portal Server 2001

Module 5: Publishing Documents


Overview................................................................................................................. 1
Publishing Documents without Approval Routing ................................................. 2
Demonstration: Publishing Documents without Approval Routing........................ 4
Publishing Documents with Approval Routing ...................................................... 5
Lab A: Approving Documents.............................................................................. 16
Using Web Discussion to Review Documents...................................................... 26
Review .................................................................................................................. 28
Module 6: Adding and Managing External Content
Overview................................................................................................................. 1
Components of a SharePoint Portal Server Search ................................................. 2
Adding Content Sources ....................................................................................... 13
Managing Content Sources ................................................................................... 28
Lab A: Adding External Content to a Workspace................................................. 42
Review .................................................................................................................. 48
Module 7: Searching for Content
Overview................................................................................................................. 1
Performing Searches by Using the Dashboard Site ................................................ 2
Demonstration: Searching and Search Results........................................................ 9
Optimizing Search Performance and Administering Search Features .................. 14
Multimedia: The Search Process........................................................................... 18
Lab A: Searching for Content ............................................................................... 28
Review .................................................................................................................. 37
Module 8: Using the SharePoint Portal Server Dashboard Site
Overview................................................................................................................. 1
Introducing Digital Dashboard Technology............................................................ 2
Default Dashboards................................................................................................. 6
SharePoint Portal Server Discussions ................................................................... 14
SharePoint Portal Server Subscriptions ................................................................ 19
Customizing the Dashboard Site........................................................................... 33
Lab A: Using the SharePoint Portal Server Discussion and Subscription
Features ................................................................................................................. 43
Lab B: Customizing the SharePoint Portal Server Dashboard Site....................... 52
Review .................................................................................................................. 56
Module 9: Managing SharePoint Portal Server
Overview................................................................................................................. 1
Examining the Web Storage System....................................................................... 2
Managing SharePoint Portal Server ........................................................................ 6
Monitoring SharePoint Portal Server .................................................................... 22
Backing Up SharePoint Portal Server ................................................................... 27
Restoring SharePoint Portal Server....................................................................... 35
Lab A: Backing Up and Restoring SharePoint Portal Server................................ 41
Review .................................................................................................................. 47
Implementing Microsoft® SharePoint™ Portal Server 2001 v

Module 10: Examining an Enterprise-Level Implementation


Overview..................................................................................................................1
Planning an Enterprise-Level Implementation.........................................................2
SharePoint Portal Server Deployment Scenarios.....................................................6
Duplicating a SharePoint Portal Server Computer.................................................13
SharePoint Portal Server Deployment Methods and Considerations.....................22
Configuring SharePoint Portal Server for Multiple-Server Deployment...............31
Lab A: Configuring an Index Workspace ..............................................................43
Review ...................................................................................................................47
Implementing Microsoft® SharePoint™ Portal Server 2001 vii

About This Course


This section provides you with a brief description of the course, audience,
suggested prerequisites, and course objectives.

Description
The goal of this course is to provide students with the architectural concepts
and the skills necessary to deploy Microsoft® SharePoint™ Portal Server 2001
as a search, intranet dashboard site, and document management solution. This
course will provide an overview of each of the major functions provided by
SharePoint Portal Server. It will not discuss how to programmatically extend
SharePoint Portal Server or how to use SharePoint Portal Server as a
development platform.

Audience
This course is intended for information technology (IT) professionals,
Microsoft Office administrators, and Microsoft Certified Solution Providers.

Student Prerequisites
This course requires that students meet the following prerequisites:
!" Familiarity with Windows 2000 file system security (groups, settings, and
permissions).
!" Familiarity with document management systems.
!" Familiarity with the use of Windows applications and Internet browsers.
!" Working knowledge of Microsoft Office 2000.

Course Objectives
After completing this course, the student will be able to:
!" Install SharePoint Portal Server and the client components of SharePoint
Portal Server.
!" Configure the SharePoint Portal Server computer by using Microsoft
Windows® 2000 file security settings and SharePoint Portal Server roles.
!" Configure the SharePoint Portal Server workspace by adding categories,
document profiles, and document folders.
!" Use the document properties and metadata to organize workspace content.
!" Use the SharePoint Portal Server dashboard site to access content and
demonstrate the digital dashboard architecture.
!" Customize the layout of the SharePoint Portal Server dashboard site by
modifying properties of the digital dashboard.
!" Add documents to the SharePoint Portal Server workspace and control user
access to documents by using standard and enhanced folders.
!" Add metadata for search-specific information.
!" Create and structure indexes for searching content in SharePoint Portal
Server.
viii Implementing Microsoft® SharePoint™ Portal Server 2001

!" Create a document approval process for their organization.


!" Use Web Discussions to add editorial suggestions to documents.
!" Implement dashboard site security and maintain the digital dashboard site.
!" Optimize a SharePoint Portal Server computer and SharePoint Portal Server
dashboard site for searches and content access.
!" Find documents that are stored on multiple servers and data stores, such as
Web servers, file shares, other SharePoint Portal Server computers,
Microsoft Exchange servers, and Lotus Notes servers.
Implementing Microsoft® SharePoint™ Portal Server 2001 ix

Course Timing
The following schedule is an estimate of the course timing. Your timing may
vary.

Day 1
Start End Module
9:00 9:30 Introduction
9:30 10:30 Module 1: Introduction to SharePoint Portal Server
10:30 10:45 Break
10:45 11:15 Module 1: Introduction to SharePoint Portal Server (continued)
11:15 12:00 Module 2: Installing and Configuring SharePoint Portal Server
12:00 1:00 Lunch
1:00 1:15 Lab A: Creating a Workspace
1:15 2:00 Module 2: Installing and Configuring SharePoint Portal Server
(continued)
2:00 2:45 Lab B: Configuring SharePoint Portal Server
2:45 3:00 Break
3:00 4:00 Module 3: Configuring the Workspace
4:00 4:30 Lab A: Organizing Documents
4:30 5:00 Module 4: Adding Documents to the Workspace

Day 2
Start End Module
9:00 9:30 Day 1 review
9:30 10:00 Lab A: Adding Documents to the Workspace
10:00 10:15 Break
10:15 10:45 Module 5: Publishing Documents
10:45 11:15 Lab A: Approving Documents
11:15 12:15 Module 6: Adding and Managing External Content
12:15 1:15 Lunch
1:15 1:45 Lab A: Adding External Content to a Workspace
1:45 2:45 Module 7: Searching for Content
2:45 3:00 Break
3:00 3:45 Lab A: Searching for Content
3:45 5:00 Module 8: Using the SharePoint Portal Server Dashboard Site
x Implementing Microsoft® SharePoint™ Portal Server 2001

Day 3
Start End Module
9:00 9:30 Day 2 review
9:30 10:00 Module 8: Using the SharePoint Portal Server Dashboard Site
(continued)
10:00 10: 15 Break
10:15 11:00 Lab A: Using the SharePoint Portal Server Discussion and
Subscription Features
11:00 11:30 Lab B: Customizing the SharePoint Portal Server Dashboard Site
11:30 12:00 Module 9: Managing SharePoint Portal Server
12:00 1:00 Lunch
1:00 2:45 Module 9: Managing SharePoint Portal Server (continued)
2:45 3:00 Break
3:00 3:30 Lab A: Backing Up and Restoring SharePoint Portal Server
3:30 4:30 Module 10: Examining an Enterprise-Level Implementation
4:30 5:00 Lab A: Configuring an Index Workspace
Implementing Microsoft® SharePoint™ Portal Server 2001 xi

Trainer Materials Compact Disc Contents


The Trainer Materials compact disc contains the following files and folders:
!" Default.htm. This file opens the Trainer Materials Web page.
!" Readme.txt. This file contains a description of the compact disc contents and
setup instructions in ASCII format (non-Microsoft Word document).
!" 2095a_ms.doc. This file is the Manual Classroom Setup Guide. It contains
the steps for manually installing the classroom computers.
!" 2095a_sg.doc. This file is the Classroom Setup Guide. It contains a
description of classroom requirements, classroom configuration, instructions
for using the automated classroom setup scripts, and the Classroom Setup
Checklist.
!" Errorlog. This folder contains a template that is used to record any errors
and corrections that you find in the course.
!" Fonts. This folder contains fonts that are required to view the Microsoft
PowerPoint® presentation and Web-based materials.
!" Mplayer. This folder contains files that are required to install Microsoft
Windows Media™ Player.
!" Powerpnt. This folder contains the PowerPoint slides that are used in this
course.
!" Pptview. This folder contains the PowerPoint Viewer, which is used to
display the PowerPoint slides.
!" Studentcd. This folder contains the Web page that provides students with
links to resources pertaining to this course, including additional reading,
review and lab answers, lab files, multimedia presentations, and course-
related Web sites.
!" Tprep. This folder contains the Trainer Preparation Presentation, a narrated
presentation that explains the instructional strategy for the course and
presentation tips and caveats. To open the presentation, on the Trainer
Materials Web page, click Trainer Preparation Presentation.
xii Implementing Microsoft® SharePoint™ Portal Server 2001

Student Materials Compact Disc Contents


The Student Materials compact disc contains the following files and folders:
!" Default.htm. This file opens the Student Materials Web page. It provides
you with resources pertaining to this course, including additional reading,
review and lab answers, lab files, multimedia presentations, and course-
related Web sites.
!" Readme.txt. This file contains a description of the compact disc contents and
setup instructions in ASCII format (non-Microsoft Word document).
!" AddRead. This folder contains additional reading pertaining to this course.
!" Answers. This folder contains answers to any questions in the modules and
hands-on labs.
!" Fonts. This folder contains fonts that are required to view the Microsoft
PowerPoint® presentation and Web-based materials.
!" Labfiles. This folder contains files that are used in the hands-on labs. These
files may be used to prepare the student computers for the hands-on labs.
!" Media. This folder contains files that are used in multimedia presentations
for this course.
!" Mplayer. This folder contains files that are required to install Microsoft
Windows Media™ Player.
!" Pptview. This folder contains the PowerPoint Viewer, which is used to
display the PowerPoint presentations that accompany the additional reading.
!" Webfiles. This folder contains the files that are required to view the Student
Materials Web page.
!" Wordview. This folder contains the Word Viewer that is used to view any
Word document (.doc) files that are included on the compact disc.
Implementing Microsoft® SharePoint™ Portal Server 2001 xiii

Document Conventions
The following conventions are used in course materials to distinguish elements
of the text.
Convention Use

# Indicates an introductory page. This symbol appears next


to a topic heading when additional information on the
topic is covered on the page or pages that follow it.
bold Represents commands, command options, and syntax that
must be typed exactly as shown. It also indicates
commands on menus and buttons, dialog box titles and
options, and icon and menu names.
italic In syntax statements or descriptive text, indicates
argument names or placeholders for variable information.
Italic is also used for introducing new terms, for book
titles, and for emphasis in the text.
Title Capitals Indicate domain names, user names, computer names,
directory names, and folder and file names, except when
specifically referring to case-sensitive names. Unless
otherwise indicated, you can use lowercase letters when
you type a directory name or file name in a dialog box or
at a command prompt.
ALL CAPITALS Indicate the names of keys, key sequences, and key
combinations — for example, ALT+SPACEBAR.
monospace Represents code samples or examples of screen text.
[] In syntax statements, enclose optional items. For example,
[filename] in command syntax indicates that you can
choose to type a file name with the command. Type only
the information within the brackets, not the brackets
themselves.
{} In syntax statements, enclose required items. Type only
the information within the braces, not the braces
themselves.
| In syntax statements, separates an either/or choice.
! Indicates a procedure with sequential steps.
... In syntax statements, specifies that the preceding item may
be repeated.
. Represents an omitted portion of a code sample.
.
.
THIS PAGE INTENTIONALLY LEFT BLANK
Introduction

Contents

Introduction 1
Course Materials 2
Prerequisites 3
Course Outline 4
Microsoft Official Curriculum 5
Microsoft Certified Professional Program 6
Facilities 8
Information in this document is subject to change without notice. The names of companies,
products, people, characters, and/or data mentioned herein are fictitious and are in no way intended
to represent any real individual, company, product, or event, unless otherwise noted. Complying
with all applicable copyright laws is the responsibility of the user. No part of this document may
be reproduced or transmitted in any form or by any means, electronic or mechanical, for any
purpose, without the express written permission of Microsoft Corporation. If, however, your only
means of access is electronic, permission to print one copy is hereby granted.

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual
property rights covering subject matter in this document. Except as expressly provided in any
written license agreement from Microsoft, the furnishing of this document does not give you any
license to these patents, trademarks, copyrights, or other intellectual property.

 2001 Microsoft Corporation. All rights reserved.

Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint,
SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32
are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other
countries.

Other product and company names mentioned herein may be the trademarks of their respective
owners.
Introduction iii

Instructor Notes
Presentation: The Introduction module provides students with an overview of the course
30 Minutes content, materials, and logistics for course 2095a, Implementing Microsoft®
SharePoint™ Portal Server 2001.

Course Materials and Preparation


Required Materials
To teach this course, you need the following materials:
!" Delivery Guide
!" Trainer Materials compact disc

Preparation Tasks
To prepare for this course, you must:
• Complete the Course Preparation Checklist that is included with the trainer
course materials.
iv Introduction

Module Strategy
Use the following strategy to present this module:
!" Course 2095a: Implementing Microsoft® SharePoint™ Portal Server 2001
Show the Topic that displays the course number and course title.
!" Introduction
Welcome students to the course and introduce yourself. Provide a brief
overview of your background to establish credibility.
Have students introduce themselves and provide their background, product
experience, and expectations of the course.
Record student expectations on a white board or flip chart that you can
reference later in class.
!" Course Materials
Explain the purpose of all materials used in this course.
Tell students that they will have an opportunity at the end of class to
provide feedback on the course and facilities by using the Microsoft Online
Evaluation System.
!" Prerequisites
Provide the students with the list of prerequisites that they should have met
before taking this course. This is an opportunity for you to identify students
who may not have the appropriate background or experience to attend this
course.
!" Course Outline
Provide an overview of each module and what students will learn.
Explain how this course will meet students’ expectations by relating the
information covered in individual modules to their expectations.
!" Microsoft Official Curriculum
Present an overview of the Microsoft Official Curriculum program and refer
students to the Microsoft Official Curriculum Web page at
http://www.microsoft.com/train_cert/moc/
!" Microsoft Certified Professional Program
Inform students about the Microsoft Certified Professional (MCP) program
and the various certification options.
!" Facilities
Explain the facility information for the training site.
Introduction 1

Introduction
Topic Objective
To introduce yourself,
establish credibility, meet ! Name
students, and set student
expectations for the course.
! Company Affiliation
Lead-in ! Title/Function
Good morning. Welcome to
Implementing Microsoft ! Job Responsibility
SharePoint Portal
Sever 2001. ! Portal Solutions Experience
! Document Management Experience
My name is...
! SharePoint Portal Server Experience
! Expectations for the Course

Introduce yourself.

Provide a brief overview of


your background to
establish credibility as a
SharePoint Portal Server
instructor.

Ask students to introduce


themselves, addressing the
bulleted items on the Topic.
Delivery Tip
As students introduce
themselves, use a white
board or flip chart to record
their expectations of the
course.
2 Introduction

Course Materials
Topic Objective
To identify and describe the
course materials.
Lead-in ! Name Card
We have provided ! Student Workbook
everything you need for this
course. You will find the ! Student Materials Compact Disc
following materials at your
desk... ! Course Evaluation

Describe the contents of the The following materials are included with your kit:
student workbook and the
Student Materials compact !" Name card. Write your name on both sides of the name card.
disc. !" Student workbook. The student workbook contains the material covered in
class, in addition to the hands-on lab exercises.
Have students write their
names on both sides of the !" Student Materials compact disc. The Student Materials compact disc
name card. contains the Web page that provides students with links to resources
pertaining to this course, including additional readings, review and lab
Tell students that a course answers, lab files, multimedia presentations, and course-related Web sites.
evaluation must be
completed at the end of the
Note To open the Web page, insert the Student Materials compact disc into
course.
the CD-ROM drive, and then in the root directory of the compact disc,
Tell students where they double-click Default.htm.
can send comments.
Delivery Tip !" Course evaluation. At the conclusion of this course, please complete the
Demonstrate how to open course evaluation to provide feedback on the instructor, course, and
the Web page provided on software product. Your comments will help us improve future courses.
the Student Materials
To provide additional comments on course materials, send e-mail to
compact disc. On the
Trainer Materials compact
mstrain@microsoft.com. Be sure to type Course 2095 in the subject line.
disc, double-click To provide additional comments or inquire about the Microsoft Certified
Default.htm in the Professional program, send e-mail to mcp@msprograms.com.
StudntCD folder.
Introduction 3

Prerequisites
Topic Objective
To present and describe the
prerequisites for this course.
Lead-in ! Familiarity with Windows 2000 file system security
The following prerequisite (groups, settings, and permissions)
knowledge is needed for this
course.
! Familiarity with document management systems
! Familiarity with the use of Windows applications and
Internet browsers
! Working knowledge of Microsoft Office 2000

This course requires that you meet the following prerequisites:


!" Familiarity with Windows 2000 file system security (groups, settings, and
permissions).
!" Familiarity with document management systems.
!" Familiarity with the use of Windows applications and Internet browsers.
!" Working knowledge of Microsoft Office 2000.
4 Introduction

Course Outline
Topic Objective
To provide an overview of ! Module 1: Introduction to SharePoint Portal Server
each module and what
students will learn. ! Module 2: Installing and Configuring SharePoint Portal Server
Lead-in ! Module 3: Configuring the Workspace
In this course, we will ! Module 4: Adding Documents to the Workspace
cover...
! Module 5: Publishing Documents
! Module 6: Adding and Managing External Content
! Module 7: Searching for Content
! Module 8: Using the SharePoint Portal Server Dashboard Site
! Module 9: Managing SharePoint Portal Server
! Module 10: Examining an Enterprise-Level Implementation

Briefly describe each !" Module 1 provides students with a clearer understanding of what the
module. Microsoft SharePoint Portal Server, which is used to improve the document
management capabilities of an organization or group.
As you describe each
module, acknowledge any !" Module 2 introduces the student to planning for, installing, and configuring
information that will meet SharePoint Portal Server.
the student expectations !" Module 3 provides students with the information necessary to configure a
that you recorded earlier. Microsoft SharePoint Portal Server workspace.
!" Module 4 provides students with the information necessary to manage
documents by using publishing verbs to check in, check out, and publish
documents; by using document versioning; and by using document
profiling.
!" Module 5 provides students with an introduction to the document approval
process.
!" Module 6 provides students with the information necessary to add and
manage a SharePoint Portal Server content source.
!" Module 7 introduces students to planning a search strategy, conducting
searches, and creating and editing indexes for searching.
!" Module 8 introduces the student to digital dashboards and the SharePoint
Portal Server dashboard site and teaches students how to administer
discussions, administer subscriptions, and customize dashboard sites.
!" Module 9 is intended to help the server administrator perform the day-to-
day administration of SharePoint Portal Server.
!" Module 10 introduces the student to enterprise-level deployments of
Microsoft SharePoint Portal Server 2001 in a multiple server environment.
Introduction 5

Microsoft Official Curriculum


Topic Objective
To explain the Microsoft
Official Curriculum program
and provide information
about curriculum paths. ! Microsoft Exchange
Lead-in ! Microsoft BackOffice Server
Let’s briefly talk about the ! Microsoft Windows Infrastructure and Solutions
Microsoft Official Curriculum Operating Systems
program. ! Microsoft FrontPage
! Microsoft Office
! Microsoft Systems
! Microsoft BackOffice Management Server
Small Business Server
! Collaborative Solutions
! Microsoft SQL Server

Microsoft Official Curriculum (MOC) is hands-on facilitated classroom and


Web-based training. Microsoft develops skills-based training courses to educate
computer professionals who develop, support, and implement solutions by
using Microsoft products, solutions, and technologies. MOC courses are
available for the following products and solutions:
!" Microsoft Windows® operating systems
!" Microsoft Office
!" Microsoft BackOffice® Small Business Server
!" Microsoft SQL Server™
!" Microsoft Exchange
!" Microsoft BackOffice Server Infrastructure and Solutions
!" Microsoft FrontPage®
!" Microsoft Systems Management Server
!" Collaborative Solutions

MOC provides a curriculum path for each product and solution. For more
information on the curriculum paths, see the Microsoft Official Curriculum
Web page at http://www.microsoft.com/train_cert/moc/
The Microsoft Official Curriculum Web page provides information about MOC
courses. In addition, you can find recommended curriculum paths for
individuals who are entering the Information Technology (IT) industry, who are
continuing their training on Microsoft products and solutions, or who currently
support non-Microsoft products.
6 Introduction

Microsoft Certified Professional Program


Topic Objective
To provide students with
information about the ! Microsoft Certified Systems Engineer (MCSE)
Microsoft Certified
Professional Program. ! Microsoft Certified Database Administrator (MCDBA)
Lead-in ! Microsoft Certified Solution Developer (MCSD)
The Microsoft Certified
Professional Program ! Microsoft Certified Professional + Site Building
includes these certifications. (MCP + Site Building)
! Microsoft Certified Professional (MCP)
! Microsoft Certified Trainer (MCT)

The Microsoft Certified Professional program provides the best method to


prove your command of current Microsoft products and technologies. The
following table describes each certification in more detail.
Certification Description

Microsoft Certified Systems MCSEs are qualified to effectively plan, implement, maintain, and support
Engineer (MCSE) information systems in a wide range of computing environments with Microsoft
Windows 2000 and Microsoft BackOffice.
Microsoft Certified MCDBAs are qualified to derive physical database designs, develop logical data
Database Administrator models, create physical databases, create data services by using Transact-SQL,
(MCDBA) manage and maintain databases, configure and manage security, monitor and
optimize databases and install and configure Microsoft SQL Server.
Microsoft Certified Solution MCSDs are qualified to build Web-based, distributed, and commerce
Developer (MCSD) applications by using Microsoft products, such as Microsoft SQL Server,
Microsoft Visual Studio®, and Component Services.
Microsoft Certified MCPs with a specialty in site building are qualified to plan, build, maintain, and
Professional + Site Building manage Web sites by using Microsoft technologies and products.
(MCP + Site Building)
Microsoft Certified MCPs demonstrate in-depth knowledge of at least one product by passing any one
Professional (MCP) exam (except Networking Essentials).
Microsoft Certified Trainer MCTs demonstrate the instructional and technical skills that qualify them to deliver
(MCT) Microsoft Official Curriculum through Microsoft Certified Technical Education
Centers (Microsoft CTEC).
Introduction 7

Certification Requirements
The certification requirements differ for each certification category and are
specific to the products and job functions addressed by the certification. To
become a Microsoft Certified Professional, you must pass rigorous certification
exams that provide a valid and reliable measure of technical proficiency and
expertise.

For More Information See the “Certification” section of the Web page provided
on the compact disc or the Microsoft Training and Certification Web site at
http://www.microsoft.com/train_cert/
You can also send e-mail to mcp@msprograms.com if you have specific
certification questions.

Preparing for an MCP Exam


Microsoft Official Curriculum (MOC) helps you prepare for Microsoft
Certified Professional (MCP) exams. However, no one-to-one correlation exists
between MOC courses and MCP exams. Microsoft does not expect or intend
for MOC to be the sole preparation tool for passing an MCP exam. Practical
product knowledge and experience is also necessary to pass an MCP exam.
To help prepare for the MCP exams, you can use the preparation guides that are
available for each exam. Each Exam Preparation Guide contains exam-specific
information, such as a list of the topics on which you will be tested. These
guides are available on the Microsoft Certified Professional Web site, located at
the following address: http://www.microsoft.com/mcp/examinfo/exams.htm
8 Introduction

Facilities
Topic Objective
To inform students of class Class Hours
logistics and rules for the
training site.
Lead-in Building Hours Phones
Before we start, let’s go over
the class logistics.
Parking Messages

Rest Rooms Smoking

Meals Recycling

Explain the class hours,


extended building hours for
labs, parking, rest room
location, meals, phones,
message posting, and
where smoking is or isn’t
allowed.

Also make sure that the


students are aware of the
recycling program if one is
available.
Module 1: Introduction
to SharePoint Portal
Server
Contents

Overview 1
Common Obstacles to Implementing an
Effective Document Management Solution 2
Introduction to SharePoint Portal Server 11
Using SharePoint Portal Server as an
Effective Document Management Solution 14
Review 28
Information in this document is subject to change without notice. The names of companies,
products, people, characters, and/or data mentioned herein are fictitious and are in no way intended
to represent any real individual, company, product, or event, unless otherwise noted. Complying
with all applicable copyright laws is the responsibility of the user. No part of this document may
be reproduced or transmitted in any form or by any means, electronic or mechanical, for any
purpose, without the express written permission of Microsoft Corporation. If, however, your only
means of access is electronic, permission to print one copy is hereby granted.

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual
property rights covering subject matter in this document. Except as expressly provided in any
written license agreement from Microsoft, the furnishing of this document does not give you any
license to these patents, trademarks, copyrights, or other intellectual property.

 2001 Microsoft Corporation. All rights reserved.

Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint,
SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32
are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other
countries.

Other product and company names mentioned herein may be the trademarks of their respective
owners.
Module 1: Introduction to SharePoint Portal Server iii

Instructor Notes
This module provides students with an understanding of Microsoft®
Presentation: SharePoint™ Portal Server.
90 Minutes
After completing this module, students will be able to:
!" Describe the common obstacles to implementing an effective document
management solution.
!" Describe the major features of SharePoint Portal Server and describe the
characteristics of SharePoint Portal Server workspaces and a digital
dashboard.
!" Demonstrate how SharePoint Portal Server can be used to improve the
document management capabilities of an organization.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need the following materials:
• Microsoft PowerPoint® file 2095a_01.ppt

Preparation Tasks
To prepare for this module, you should:
• Read all of the materials for this module.
iv Module 1: Introduction to SharePoint Portal Server

Module Strategy
Use the following strategy to present this module:
!" Common Obstacles to Implementing an Effective Document Management
Solution
Explain the common obstacles to implementing an effective document
management solution. Let students know that after you have explained the
common problems in a general way, and after a brief introduction to its
features, you will show that SharePoint Portal Server provides a solution to
each of these issues.
!" Introduction to SharePoint Portal Server
Describe the characteristics of SharePoint Portal Server workspaces and a
digital dashboard.
!" Using SharePoint Portal Server as an Effective Document Management
Solution
Explain how SharePoint Portal Server provides a solution to each of the
issues you explained earlier that relate to designing a document
management solution.
Module 1: Introduction to SharePoint Portal Server 1

Overview
Topic Objective
To provide an overview of
the module topics and
objectives. ! Common Obstacles to Implementing an Effective
Lead-in Document Management Solution
In this module, you will learn
about the common
! Introduction to SharePoint Portal Server
obstacles to implementing ! Using SharePoint Portal Server as an Effective
an effective document
management solution and
Document Management Solution
how SharePoint Portal
Server provides a solution to
each of these obstacles.

Every organization has valuable knowledge, about its customers, products,


processes and competitors, locked away in people’s minds, on paper, and in
electronic form. Knowledge management is the process of organizing this
knowledge and making it available to the employees who make the day-to-day
decisions that ultimately determine the success or failure of a business.
To make this happen, knowledge management requires effective search and
document management systems so that employees can quickly and easily find
and manage information. Document management is using technology to enable
people to create, share, and collaborate on documents.
After completing this module, you will be able to:
!" Describe the common obstacles to implementing an effective document
management solution.
!" Describe the major features of Microsoft® SharePoint™ Portal Server and
describe the characteristics of SharePoint Portal Server workspaces and a
digital dashboard.
!" Demonstrate how SharePoint Portal Server can be used to improve the
document management capabilities of an organization.
2 Module 1: Introduction to SharePoint Portal Server

# Common Obstacles to Implementing an Effective


Document Management Solution
Topic Objective
To outline this topic.
! Organizing Documents
Lead-in
Employees spend most of ! Finding Documents
their business day creating,
managing, and using ! Enabling Collaboration
information; however,
finding information is one of
! Providing Update Notifications
the common challenges that ! Implementing Approval Processes
these employees face.
! Ensuring Document Security
! Providing Scalability

Ask your students to give There are a number of obstacles that are commonly encountered when
some examples of how their attempting to implement an effective document management solution. For
organizations use search example, document organization can pose a problem such that employees may
and document find large and complex information sources, such as multiple file shares,
management. difficult to use because they seldom include a consistent organizational
framework. Further, employees can have difficulty collaborating with others on
documents, controlling access to documents, and making documents available
to others in their organization. Employees also often have difficulty
accommodating different document approval processes, keeping track of
document updates, controlling access to documents, and ensuring that
documents are not lost or overwritten. When a company’s knowledge base
grows, it is often difficult to ensure that servers respond quickly and that there
is enough disk space for documents. This section discusses each of these
obstacles.
Module 1: Introduction to SharePoint Portal Server 3

Organizing Documents
Topic Objective ! Methods for Organizing and Storing Documents
To explain the importance of
organizing documents. $ Using metadata
Lead-in $ Using a folder hierarchy
Let’s examine some of the
typical problems ! Effects of Poor Document Organization
encountered in trying to
organize documents. $ Access documents
$ Collaborate
$ Provide update notifications
$ Approvals
$ Ensure security
$ Provide scalability

Document organization and storage provides a critical framework for the


development of an effective document management solution. Documents must
be organized and stored in a way that facilitates easy access to that information.

Methods for Organizing and Storing Documents


The methods used to establish storage locations can differ from one group to
another within an organization, introducing unwanted complexity.

Using Metadata
Document organization refers to the location of files and any metadata that is
used to help organize the files. Metadata is descriptive information about a
document — such as the folder name, date of creation, author, and keywords —
that is stored with the document, but is not a part of the document. This
information is used to help users find the most relevant information during a
search.

Using a Folder Hierarchy


Documents are typically stored in a folder hierarchy by using some type of
organization scheme. For instance, the files can be organized by date, content,
or job function, and the folders can show hierarchical relationships. This
organization scheme, however, provides very little additional information about
the type or purpose of the files in the folders.
For example, at one extreme, you could store 1,000 files in a single folder.
Although this provides an effective method for storing similar types of
information, it provides little help in differentiating one file from another. At
the other extreme, each file could be stored in its own folder, with the folders
organized in a large hierarchy, resulting in well over 1,000 folders. Each file
having its own folder provides additional information, as does the hierarchical
relationship among the folders. However, moving through the folder hierarchy
makes accessing the file that you need a difficult, time-consuming activity.
4 Module 1: Introduction to SharePoint Portal Server

Effects of Poor Document Organization


Poor document organization can make it difficult to:
!" Access documents. Poor document organization can make it difficult to find
information.
!" Collaborate. Poor document organization can also affect the ability to
effectively collaborate on the creation of a document. For example, if a
document is created by a team of workers and it is stored on a server as well
as on local stores, it can be difficult to determine which version of the
document is the most current, who made the changes, and so on.
!" Provide update notifications. Inefficiencies can result if a document is
updated but other people in an organization are not informed that it was
updated.
!" Approvals. Inaccuracies can result if a document is not adequately reviewed.
!" Ensure security. Other aspects of document management can also be
affected by poorly designed document organization structure, including
document access, approvals, security, and scalability.
!" Provide scalability. If documents are not organized properly, users in other
departments may have difficulty finding the documents.

As difficult as these issues are in an existing document management system,


they become significantly more difficult when the number of documents
suddenly increases, such as when two organizations merge, a corporate division
is reorganized, or a small solution gets scaled to the entire corporate
environment. Even the addition of new documents to an existing document
folder hierarchy can be difficult if the existing solution is not effective and
flexible.
Module 1: Introduction to SharePoint Portal Server 5

Finding Documents
Topic Objective
To describe the document
management problems of
finding documents.
Lead-in
Let’s examine some of the
typical problems
encountered when trying to
find a document.

The ability to find the appropriate information quickly is a basic requirement


for any document management solution.

Methods for Finding Documents


To find a document, you typically browse or search for it.
!" Browsing. Browsing enables users to find documents by navigating through
a hierarchical structure that contains documents.
!" Searching. Searching enables users to find documents by specifying
document properties.

Barriers to Effective Document Access


There are many barriers to quickly finding the most appropriate information,
including:
!" Inadequate information or information overload. Searches often result in
too little or too much information. When there is too much information,
users experience information overload since important information is often
obscured by the volume of information.
!" Too many informational sources. Users must often look though different
forms, file formats, and storage locations because information is often
located on file servers, Hypertext Markup Language (HTML) pages on Web
servers, or e-mail on messaging servers.
!" Single data source. Searching is generally performed on one data source at a
time which makes finding content even more difficult.
!" Outdated information. Finding the most current information, including
updates to important documents, is often difficult.
!" Slow response time. When working with a large numbers of files, response
time for search results can be long.
6 Module 1: Introduction to SharePoint Portal Server

Enabling Collaboration
Topic Objective
To describe the document
management problems of
collaboration. Barriers to Effective Collaboration
Lead-in $ Lack of document version control
Let’s examine some of the
problems associated with $ Inability to discuss document changes
collaborating on documents.
$ Inability to track previous document versions
$ Lack of document version history

Many of the documents that are created in organizations are developed by team
members who work together collaboratively. There are various ways that team
members can collaborate. For example, a program manager might produce the
initial draft of a document, another team member might alter the document
based on his or her area of expertise, a graphic artist might add illustrations, and
then an editor might refine the document’s final wording. Because collaboration
is becoming increasingly common in the workplace, it is supported in
organizations.

Barriers to Effective Collaboration


Although collaboration on a document is generally a good practice, there are a
number of barriers to collaboration:
!" Lack of document version control. When more than one person is working
on the same document, it is difficult to blend all those different versions into
a single document.
!" Inability to discuss document changes. If people cannot gather in the same
room to collaborate on creating or revising a document, they are not able
capture the possibilities of the collaborative process. Similarly, if they are
not able to capture their thoughts about the document in a collaborative
application, the same problem can result.
!" Inability to track previous document versions. This can lead to duplication
of efforts or the deletion of needed documents.
!" Lack of document version history. When a group or team works together on
a document, it is important to be able to note changes that were made, and
make comments. Fortunately, Microsoft® Word has a number of features for
keeping track of changes and comments. Previous versions of a document
often must be accessed when critical information is lost or if a previous
version is later deemed to be best.
Module 1: Introduction to SharePoint Portal Server 7

Providing Update Notifications


Topic Objective
To describe the document
management problems of
providing update
notifications. E-mail Notification
of Changes
Lead-in
Let’s examine some of the
issues surrounding
notifications in a document Team Members
management solution.

Resource
Documents

One of the many challenges facing knowledge workers is the requirement to


stay up-to-date on changing topics. Knowledge workers frequently create a
document in a team environment, using information that is being constantly
updated, both on an intranet and on the Internet. This changing information is
located in both the documents they are working on and in the resources they are
using. An effective document management solution must address both of these
issues.

Notification Issues
Keeping track of changes in a document that a team is working on is part of the
collaboration issue previously described. In addition, it is important to know
when a document has been updated, deleted, moved, or has just become
available for the first time.
Notifying a user of changes in a document should occur quickly, and the
information should be easily accessible. Ways to address this problem often
include a subscription to some document management system, with
notifications being sent through e-mail, or placed on a personalized Web site. In
keeping track of changes in resource documents, an effective document
management system must track all of the documents you use, both on your local
intranet as well as the Internet.
8 Module 1: Introduction to SharePoint Portal Server

Implementing Approval Processes


Topic Objective
To describe the document
management problems
associated with approval
processes.
Lead-in
Let’s examine some of the ? Many Approvers
problems you might
encounter in implementing
an approval process.

?
Author

One Approver

An approval process implies that one or more people must approve a document
before it goes to the next stage in the approval process. This is generally done in
the context of a larger organizational structure, and any given document may
have to go through several approval processes. This might be a one-step
process; such a manager approving an expense report, or a multistage process,
such as a proposal that is first developed by a team and then sent through a
routing process that requires approval or rejection at several management
levels.

Problems in Implementing Approval Processes


When you design a document approval process, you must decide the following:
!" When should (or can) someone approve a document?
!" How will someone access a document to be approved?
!" What is the process for indicating approval, such as sending e-mail
notification?
!" How does a serial approval process move the document from one approver
to another?
!" What happens to the document after approval?
!" How do you accommodate a variety of approval scenarios, including
approval by an individual approver, approval by a single member of a group
of approvers, or approval by a series of approvers?
Module 1: Introduction to SharePoint Portal Server 9

Ensuring Document Security


Topic Objective
To describe the document
management problems that
involve security issues.
Read-only
Lead-in Access
Let’s examine some of the
security issues that you
might encounter in a
document management
solution. Deny
Access

It is a rare company that allows everyone access to all of the documents and
files that the company maintains. In most companies there are procedures and
rules that determine how information is accessed. Administrative and document
management security features must address the issues of differentiated access to
documents, and prevention from both willful and inadvertent destruction of
files.

Document Security Issues


Most companies have a document security system that provides file access to
people who need it and keeps non-approved people from seeing sensitive
information. A document security system must also provide various levels of
access to a document, such as read-only access and the ability to author, and it
should be possible to give varying levels of access to files or collections of
files.
In addition to security on a document or folder, a document management
solution must also provide a means of setting those security levels and
providing the proper access to the users who will be making those settings. This
generally requires someone at an administrative level to set the security level
for individuals or groups.
10 Module 1: Introduction to SharePoint Portal Server

Providing Scalability
Topic Objective
To describe the problems
associated with scaling a
document management
solution.
Lead-in
Let’s look at the issue of
scaling a document
management solution to an
entire organization. Organization

Department

After a successful document management solution is implemented, it inevitably


grows as more users and more information are added. For example, a document
management solution may grow as it matures from a departmental solution to a
corporate solution. As this occurs, response time can slow down. Accordingly,
the ability to make a good document management solution scalable is critical.

Reasons for a Scalable Solution


User base growth can occur for a number of reasons: good solution, growth of
department, or merger with another organization. When the number of users
increases, it can result in the creation of various new organization structures,
approval processes, security processes, update schedules, and so on. A good
document management solution needs to address these issues of scalability.
Module 1: Introduction to SharePoint Portal Server 11

Introduction to SharePoint Portal Server


Topic Objective
To describe the
characteristics of Workspace
Workspace Dashboard
Dashboard Site
Site
SharePoint Portal Server
workspaces and a digital
dashboard. ! DocumentManagement ! Web Parts
Lead-in Workspace $ Reusable
In this topic, we will discuss $ Document library content
$ Management tools
the characteristics of
$ Category structure
SharePoint Portal Server
$ Dashboard site content
workspaces and a digital
$ Searchable index
dashboard.
! Search Workspace

! Index Workspace

SharePoint Portal Server is based on the Web Storage System. The Web
Storage System is a hierarchical database that uses a folder structure similar to
that of a file system. The Web Storage System supports a wide range of access
methods and provides a number of development features that are implemented
in the architecture of SharePoint Portal Server.

For Your Information Defining Workspace


If students need more
The highest level in the SharePoint Portal Server document architecture is the
information about the Web
Storage System, please
workspace. A SharePoint Portal Server workspace is an organized collection of
direct them to Course 2019, documents, content sources, and components of SharePoint Portal Server that
Building Solutions in are used to enable a more effective document management experience.
Microsoft Exchange 2000
With the Web Storage
There are three types of workspaces:
System. !" Document management workspace
!" Search workspace
!" Index workspace

Note A document management workspace provides search capabilities and a


searchable index of information. Dedicated search and index workspaces can be
used in an enterprise environment when necessary.

Document Management Workspace


Make sure that your The document management workspace contains the document library where
students understand that the documents are stored on the server, management tools, the category structure, a
document management digital dashboard interface and the supporting dashboard components, and a
workspace includes search searchable index of information. A document management workspace can store
capabilities. any type of file, including spreadsheets, faxes, graphics, audio files, Web pages,
presentations, and scripts.
12 Module 1: Introduction to SharePoint Portal Server

A document management workspace can also contain indexes of content stored


on network file servers, Web sites, Microsoft Exchange servers, Lotus Notes
databases, and other SharePoint Portal Server workspaces. An organization can
have one workspace or multiple workspaces, depending on its needs. One
SharePoint Portal Server computer can host up to 15 document management
workspaces.
The limitation to 15 Search Workspace
document management
workspaces is a guideline, A workspace that is dedicated to searching is similar to a document
not a fixed limit. management workspace. The only difference is that a dedicated search
workspace does not store any local content. Instead, a search workspace index
is created from content sources that point to external information stores or that
receive indexes propagated from dedicated index servers, and index
workspaces.
External information stores can be other SharePoint Portal Server workspaces,
intranet or Internet sites, public folder hierarchies in Microsoft Exchange 2000
Server and Microsoft Exchange 5.5 Server, Lotus Notes 4.6a+ and R5
databases, local file systems, and networked file servers.

Index Workspace
An index workspace is typically located on a SharePoint Portal Server
computer dedicated to indexing, from which it can crawl (examine documents
and create indices that describe the documents) content on external information
stores and propagate their indexes back to one or more search or document
management workspaces.

Defining Dashboard Site


When creating a workspace, SharePoint Portal Server also creates an associated
Web site. By using a Web browser, a user can perform document management
tasks and search for information in a number of ways. This is especially
valuable for users who are using operating systems other than Microsoft
Windows® 98, Microsoft Windows NT® 4.0, or Windows 2000. Those users do
not need to upgrade or change their software to benefit from SharePoint Portal
Server deployment.
The portal that is included with SharePoint Portal Server is called the
dashboard site and uses Microsoft Digital Dashboard technology. A digital
dashboard consists of Web Parts, which are reusable components that contain
Web-based information. Assembling Web Parts in a digital dashboard
framework is an easy and flexible way to customize a Web site. The dashboard
site that is included with SharePoint Portal Server includes many key features
implemented as Web Parts.
Your dashboard site includes Web Parts that give you access to SharePoint
Portal Server search and document management features. In addition, there are
four Web Parts for the home page: News, Announcements, Quick Links, and
Subscriptions Summary.
Module 1: Introduction to SharePoint Portal Server 13

You can add value to your dashboard site by adding Web Parts that display
business information such as news headlines and stock tickers, collaboration
tools such as Microsoft NetMeeting®, or general information such as weather or
driving directions. You can also create custom Web Parts to tailor the
dashboard to meet the specific needs of your organization. For example, you
could add a Web Part that displays a Microsoft Excel spreadsheet with your
quarterly sales figures. You can also import Web Parts supplied by SharePoint
Portal Server to your own Web site.
14 Module 1: Introduction to SharePoint Portal Server

# Using SharePoint Portal Server as an Effective


Document Management Solution
Topic Objective
To outline this topic.
! Organizing Documents
Lead-in
To appreciate SharePoint ! Finding Documents
Portal Server as a document
management solution, we ! Implementing Approval Processes
must discuss how it
addresses typical problems ! Ensuring Document Security
that exist in approaches to
! Searching for Documents
document management.
! Collaboration and Update Notification
! Providing Scalability at the Enterprise Level

You may want to remind SharePoint Portal Server integrates document management and search functions
students of the issue with the tools that you use every day. SharePoint Portal Server removes the
identified in the first half of barriers to success by working with Microsoft Windows Explorer, Microsoft
this module: “As an Office applications, and Web browsers to help you create, manage and share
organization creates and content throughout your organization.
collects information,
employees spend valuable
time searching, organizing, Note The Windows online help system includes extensive information about
and managing that Web folders.
information”.
To accomplish this, SharePoint Portal Server provides an integrated document
management environment, the SharePoint Portal Server workspace. The
document management workspace includes folder hierarchies, a number of
document management features, and several methods for increasing the
efficiency of the document search process.
To help you manage documents, SharePoint Portal Server offers the following
features:
!" Security. Control of document access is based on user roles. Version-
tracking is provided for document recovery and to allow for version roll-
back.
!" Organizing documents. To organize documents for your users, you must
create categories that will be used by readers to locate documents, and you
must create document folders that will be used by authors to store
documents.
!" Publishing and approval. Document publication, automated routing through
the list of approvers, and e-mail notifications to approvers announcing that a
document is pending approval are standard features.
Module 1: Introduction to SharePoint Portal Server 15

!" Accessing external content. You can add content sources to a workspace to
provide access to external information, such as Microsoft Exchange
databases, Lotus Notes databases, Web content, and the contents of other
SharePoint Portal Server workspaces.
!" Searching. The search technology delivered with SharePoint Portal Server is
state-of-the-art. To augment the search process, the author of a document
can apply descriptive, searchable information to identify the document.
!" Collaboration. Web discussions are enabled for online comments by
multiple document reviewers.
!" Subscriptions. You can create subscriptions to keep up-to-date with changes
to important documents that you are interested in.
!" Scalability. You can use multiple servers to support large numbers of users
or large amounts of content, and you can set up servers that are dedicated to
searching or indexing to ensure responsiveness.

SharePoint Portal Server helps you collaborate with others, receive feedback
from reviewers, categorize documents, apply helpful information such as
keywords to documents, and publish the documents to a wide audience.
16 Module 1: Introduction to SharePoint Portal Server

Organizing Documents
Topic Objective
To describe the features Features
provided in SharePoint
Portal Server for organizing Categories enable
enable users
users to
to browse
browse or
or search
search for
for information
information by
by topic
topic
documents.
! Centralized structure for information browsing
Lead-in
In this topic, we will examine ! Consistent, controlled set of values that can be
some of the features added as document metadata
provided in SharePoint
Portal Server for organizing Document are used to organize documents for authors and to
documents. Folders provide a platform for implementing role-based security

! Enhanced folders
! Standard folders

SharePoint Portal Server has two features that help organize documents:
categories and folders.

Categories
Categories are used to organize documents for readers. Categories enable users
to browse or search for information by topic. This is useful for users who are
unfamiliar with the document folder structure in the workspace. Categories
accommodate users outside a group without changing the existing folder
structure or processes that the group uses. Creating an effective category
structure and assigning appropriate categories to documents requires planning
and some understanding of how others might organize the content.
Categories serve two purposes. They provide:
!" A centralized structure for information browsing. Categories direct readers
to the information they seek through an organized hierarchy of topics.
!" A consistent, controlled set of values that can be added as document
metadata. Categories provide a flexible way to both describe and find
documents.
Module 1: Introduction to SharePoint Portal Server 17

Document Folders
Folders are used to organize documents for authors and to provide a platform
for implementing role-based security.

You may want to point out to SharePoint Portal Server provides two types of folders for document storage in
your students that both the workspace:
standard and enhanced
folders include document !" Enhanced folders
profiles. Document profiles Enhanced folders support all content management features, including
are attached to folders and
document profiles, public and private views for workspace items, check-in
every workspace document
must have a document
and check-out functions, document version history, and document
profile. publishing and approval processes.
!" Standard folders
If you disable enhanced folder settings, you disable check in, check out, and
versioning for that folder, thereby changing the enhanced folder to a
standard folder. SharePoint Portal Server immediately publishes all
documents that are added to standard folders.
18 Module 1: Introduction to SharePoint Portal Server

Finding Documents
Topic Objective
To describe how SharePoint Presentations and
Portal Server provides Sales Plans Reports in
access to content stored Lotus Notes
Customer Competitor News
both internally and Data on the Internet
externally.
Lead-in
This topic describes how
SharePoint Portal Server File Server
provides access to content
stored both internally and
externally.
Web Server

SharePoint Team Sites on


Portal Server Your Intranet

Content that is stored in the workspace, such as team documents that require
approval, is referred to as being stored internally. SharePoint Portal Server also
provides a user with the ability to search for and view documents that are stored
externally to the workspace, such as documents that are contained on Web sites.
This section describes how SharePoint Portal Server provides access to internal
and external content.

Accessing Content that is Internal to the Workspace


Users can access a workspace through the dashboard site by using a Web
browser, Microsoft Office 2000, Web folders, or through My Network Places
in Windows, depending on the operating system that they have installed.
The types of documents that !" Web browsers
work best with SharePoint
Users can search for information, browse through the workspace, and
Portal Server are those that
are created in Office
perform document management tasks from the dashboard site by using
applications, such as Word, Microsoft Internet Explorer or Netscape Navigator.
Excel, and PowerPoint. !" Microsoft Office 2000
Users can perform document management actions such as check out and
publish from the Word, Excel, and Microsoft PowerPoint® File menu or
navigate to the workspace by using a Web Folder shortcut.
!" Windows Explorer
Users can browse through the workspace and perform document
management tasks by using a Web Folder shortcut to the workspace under
My Network Places. The address of a workspace is
http://ServerName/WorkspaceName

A document management workspace can store any type of document, and with
appropriate permissions, you can manage any type of document from the
workspace. To open a document directly from SharePoint Portal Server,
however, you must use an Office 2000 application.
Module 1: Introduction to SharePoint Portal Server 19

Accessing Content that is External to the Workspace


A content source represents a location outside the workspace where content is
stored. A Uniform Resource Locator (URL) for this content is stored in the
workspace. This content can be located in a different workspace on the same
server, on another server on your network, or on the Internet. Examples of
content sources include Web sites, file systems, databases, and other
workspaces. SharePoint Portal Server creates a searchable index of all content
in the workspace and the information available from the content sources you
add. On the dashboard site, users can search for and view information from
these content sources.
20 Module 1: Introduction to SharePoint Portal Server

Implementing Approval Processes


Topic Objective One
One After
After Another
Another Approval
Approval (Serial)
(Serial)
To describe the features
provided in SharePoint
Portal Server for approving
documents.
Author First Second Final Published to
Lead-in Approver Approver Approver Workspace
In this topic, we will describe
the features provided in All
All at
at Once
Once Approval
Approval (Parallel)
(Parallel)
SharePoint Portal Server for
supporting the approval
process.

Any Approver All Approvers

Approval routing is an easy way to ensure that a document is adequately


reviewed before it is published. When an author chooses to publish a document,
SharePoint Portal Server can automatically route it to one or more people for
review before publishing it. Each reviewer, called an approver, has the option
of approving or rejecting the document. Approvers receive e-mail notification
when a document requires review. An approver must be a registered user on the
domain, but does not need to have a SharePoint Portal Server role within the
workspace. Approvers are assigned reader access to the documents in the folder
for which they have been made an approver.
Approval routing provides an easy way to ensure that a document receives
adequate review before publication.

Both types of approval SharePoint Portal Server offers two routing options for reviewing a document
routing include a series of before publishing it:
steps that lead to publication
of the document being !" Serial approval routing is when a document is reviewed in series by one
reviewed. reviewer after another.
!" Parallel approval routing is when a document is sent to multiple approvers
for review all at once.
Module 1: Introduction to SharePoint Portal Server 21

Ensuring Document Security


Topic Objective
To explain the purpose of
role-based security and how
SharePoint Portal Server
implements this type of
security.
Lead-in
You can specify whether Role-based Security Deny Access
users are Coordinators, Folder level Document level
Authors, or Readers for
each folder – and modify the
permission settings for each
role.

Coordinator
Author Reader

Security is essential for both document management tasks and the search
function. In document management, it is important to restrict access to sensitive
information. In some cases, it is important to restrict the viewing of a document
to those who edit or approve it, until it is ready for a larger audience. Security is
also important to prevent users from finding documents to which they have no
access when they perform searches on the dashboard site. Document recovery is
another form of security. Version control and version history tracking provide
access to previous versions of a document so you can retrieve information that
was deleted or overwritten.

Role-based Security
SharePoint Portal Server roles offer a flexible and secure way to control access
to documents. A role is one of three levels of permissions that you can assign to
a user. SharePoint Portal Server security adds actions such as check in, check
out, publish, and approve to traditional file-access permissions, such as read,
write, and change.
SharePoint Portal Server has a fixed set of three roles with an additional setting
that prevents a user from accessing a specific document. Access permissions for
the three roles cannot be modified. Roles are usually set at the folder level,
although you can add roles at the workspace level. Users must have some level
of workspace permission in order to access workspace content.
A user can have different roles for different folders in the same workspace. For
example, in one folder a user may have reader permissions only, but in another
folder, that user may have author permissions. You can add a user group the
same way that you add a single user, and then assign a role, such as reader, to
the group. If a user has more than one role in a folder, as an individual and as a
member of a group, the least restrictive set of permissions takes precedence.
22 Module 1: Introduction to SharePoint Portal Server

Reader
A reader can search for and read documents but cannot add them to the
workspace. All folder users have reader permissions by default. In an enhanced
folder, readers can only see published documents; that is, they cannot check
out, edit, or delete workspace documents, and can not view unpublished
document drafts.

Author
An author can add, edit, delete, or read documents in the folder. In an enhanced
folder, authors can also submit a document for publishing. An author can
create, rename, and delete folders. Newly created folders inherit the role
settings and folder policies from the parent folder. An author cannot change the
roles or the approval policy on folders.

Coordinator
Point out to your students A coordinator can manage an entire workspace or a specific folder. At the
that roles are progressive in workspace level, coordinators perform administrative tasks such as customizing
nature. If you are a the dashboard site, configuring the workspace, and defining content sources.
coordinator, you have The coordinator also creates indexes of updated content when necessary or
author privileges, and if you schedules this to occur automatically.
are an author, you have
reader privileges. At the folder level, a coordinator manages folder security by configuring roles.
The coordinator can add, edit, or delete documents from the folder as well as
create subfolders. For other specialized SharePoint Portal Server folders, the
coordinator selects the appropriate approval process. In addition, the
coordinator can undo a document check-out or end the publishing process.
SharePoint Portal Server automatically assigns the person who creates the
workspace to the coordinator role at the workspace level and on all folders.

Deny Access
An additional security setting is Deny Access. Unlike the roles, the Deny
Access setting is available only at the document level, not at the folder level.
You can deny access to a document for a specific user or group if you do not
want that user or group to view the document. Because you deny access to
individual documents, you can assign a role to a user for a folder but prevent
that user from viewing a particular document in that folder.

Versioning
SharePoint Portal Server records the history of a document to help you track
changes and eliminate the possibility of users overwriting each other’s
modifications. To edit a document, you must first check it out. This prevents
others from changing it until you check it in. Every time you check in a
document, a new version number is assigned to the document and the previous
version is archived. When you check out a document, you retrieve the most
recent version unless you select a previous version.
Module 1: Introduction to SharePoint Portal Server 23

Searching for Documents


Topic Objective
Describe the ways in which
SharePoint Portal Server
provides a robust search
feature.
Lead-in
This topic describe the ways Search Server
in which SharePoint Portal
Server provides a robust
search feature.

Content Sources

Users

The search service used by SharePoint Portal Server improves on free-text


search by providing search by keywords and other metadata that can be
associated with documents and content sources. This enables other users to
search for documents based on that metadata. Published workspace documents
and content sources that contain information outside the workspace make up the
searchable content of a workspace. Workspace users with appropriate
permissions can search for and view this content on the dashboard site.
To improve the quality of search results on the dashboard site, you can
configure and manage the following features:
!" Document profiles help organize the workspace documents and enhance
search functionality on the dashboard site.
!" Categories provide an easy way to locate documents on the dashboard site
and organize your documents into a logical structure.
!" Best bets are provided to dashboard users as the best documents for a
particular subject, such as topic overviews.
!" Content sources, after being added and indexed, serve as starting places
from which dashboard site users can search for and view documents that are
outside of the workspace in sources such as Web sites, file shares, and
databases.
!" Workspace Web discussions are tools that you can use to discuss workspace
documents with other users. You can access Web discussions from your
browser or from the Office 2000 Collaboration toolbar.
24 Module 1: Introduction to SharePoint Portal Server

Collaboration and Update Notification


Topic Objective
To describe the features of
Web discussions and
subscriptions.
Lead-in E-mail
In this topic, we will describe Notification
the features of Web
discussions and
subscriptions.

Web
Discussions

SharePoint Portal Server provides you and your users with the ability to work
together on documents and to receive a notification when documents are
updated. Web discussions, along with document versioning, provide a rich
environment for collaboration. Subscriptions, a feature of SharePoint Portal
Server, are used to notify users when changes occur inside or outside of the
workspace.

Using Web Discussions


Discussions can also You can access Web discussions from your browser and from the Office 2000
facilitate the document Collaboration toolbar:
approval process by
enabling approvers who do !" Browser-based discussions allow users who do not have Microsoft
not have author permissions Internet Explorer 5, Office 2000, or the client components of SharePoint
to a document to add Portal Server installed on their systems to read discussions and participate in
comments inside the the discussion process.
document, where the author
can easily view them. !" The Collaboration toolbar provides access to discussions from
Internet Explorer 5 and Office 2000 applications.
You can demonstrate the
Collaboration toolbar or let The Web discussions feature can be used to communicate ideas and provide
the students know that it will feedback about a workspace document. SharePoint Portal Server provides
be covered in depth later in access to Web discussions on the dashboard site by displaying a link below the
the course. document title. On the dashboard site, locate the document that you want to
discuss. Click the Discuss link under the title of the document. When you click
the Discuss link, a browser-based discussions view for the document you
selected opens, and you can add your comments to the discussion.
Web discussions are stored separately from the document to which they refer so
that, even if the document is deleted, the discussions remain in the workspace
until they are deleted. Only one set of discussions is maintained for each
document.
Module 1: Introduction to SharePoint Portal Server 25

Receiving Update Notifications by Using Subscriptions


SharePoint Portal Server’s If users find a document, folder, category, or set of search results useful, they
subscription feature may want to be notified of changes to these items in the future. If the
supports two methods of subscriptions feature is enabled in the workspace, users can subscribe to be
delivering subscription notified of changes to individual documents, folders, categories, or search
results: in the dashboard results. Users can view notifications on the Subscriptions Summary Web Part
site and by e-mail. on the dashboard site home page or on the dashboard site Subscriptions page.
Users can also choose to be notified by e-mail.
26 Module 1: Introduction to SharePoint Portal Server

Providing Scalability at the Enterprise Level


Topic Objective
To describe how SharePoint
Portal Server can be scaled
for search or group
collaboration needs.
Lead-in
This topic describes how
SharePoint Portal Server
Group
Group Collaboration
Collaboration Search
Search Services
Services
can be scaled for search or
Deployment
Deployment Deployment
Deployment
group collaboration needs. Framework
Framework for
for Searching
Searching forfor and
and
document
document processes
processes finding
finding information
information

Aggregated
Aggregated Document
Document
Management
Management and and Search
Search
Emphasizes
Emphasizes both
both the
the search
search and
and document
document
management
management features
features

Scalability refers to the concept of extending a SharePoint Portal Server


solution to more content sources, or a larger audience. SharePoint Portal Server
provides a flexible solution for scalable deployment that can focus on group
collaboration, searching, or a combination of the two.

Group Collaboration Deployment


In the group collaboration deployment, the document management features of
SharePoint Portal Server help a group collaborate more efficiently on projects.
These features make it easier to share information with coworkers by serving as
a framework for document processes. The check-in and check-out features
allow different users in the group to work on the same document. The approval
process allows the author to route a document through one or more approvers.
The publishing process makes the document available for readers after
approval.
In this deployment, some content sources may need to be crawled, but not to the
degree or volume as in the search services deployment. Users take advantage of
the search feature on the dashboard site primarily to search for documents that
are stored in the workspace. Authors use SharePoint Portal Server primarily for
document management. The number of readers is usually close to the number
of authors, with a high degree of overlap between these two groups.

Search Services Deployment


In the search services deployment, SharePoint Portal Server features facilitate
searching for and finding information. In this scenario, search services typically
have high usage and very few users who create and manage content for the
server. SharePoint Portal Server uses many server resources to crawl and
categorize data.
In this deployment scenario, you can use SharePoint Portal Server document
management features for a small number of documents but not in the same scale
or volume as in the group collaboration deployment.
Module 1: Introduction to SharePoint Portal Server 27

Aggregated Document Management and Search


The aggregated document management and search deployment emphasizes both
the SharePoint Portal Server search and document management features. The
SharePoint Portal Server document management features help the team operate
more efficiently on a project. These features make it easier to share information
with coworkers by serving as a framework for document processes. The check-
in and check-out features allow different users in the group to work on the same
document. The approval process allows the author to route a document through
one or more approvers. The publishing process also makes the document
available for readers after approval.
The search features of SharePoint Portal Server facilitate searching for and
finding information. Servers dedicated to searching typically have high usage
and very few people authoring content for the server. SharePoint Portal Server
uses many server resources crawling and categorizing data. With servers
dedicated to document management, most users create and manage content.
28 Module 1: Introduction to SharePoint Portal Server

Review
Topic Objective
To reinforce module
objectives by reviewing key
points. ! Common Obstacles to Implementing an Effective
Lead-in Document Management Solution
The review questions cover
some of the key concepts
! Introduction to SharePoint Portal Server
taught in the module. ! Using SharePoint Portal Server as an Effective
Document Management Solution

1. What are some of the benefits of a good search and document management
system?
Valuable knowledge about customers, products, processes and
competitors is organized in such a way that it is readily available to the
employees who make the day-to-day decisions that ultimately determine
the success or failure of a business.

2. What are some common obstacles to implementing an effective document


management solution?
Document organization, finding documents, enabling collaboration,
providing updates and notifications, implementing electronic document
approval processes, ensuring document security, accessing documents,
and scalability are all obstacles that must be overcome. For example,
document organization can pose a problem such that employees may
find large and complex information sources (such as multiple file
shares) difficult to use because they seldom include a consistent
organizational framework. Further, employees can have difficulty
collaborating with others on documents, controlling access to those
documents, and making documents available to others in their
organization. Employees also often have difficulty accommodating
different document approval processes, keeping track of document
updates, controlling access to documents and ensuring documents are
not lost or overwritten. Finally, when a company’s knowledge base
grows, it is often difficult to ensure that servers respond quickly and
that there is enough disk space for documents.
Module 1: Introduction to SharePoint Portal Server 29

3. What are the two features used within SharePoint Portal Server to organize
documents within a workspace?
SharePoint Portal Server uses categories and document folders to
organize documents for both the readers (categories) and the authors
(document folders).
THIS PAGE INTENTIONALLY LEFT BLANK
Module 2: Installing and
Configuring SharePoint
Portal Server
Contents

Overview 1
Deploying SharePoint Portal Server 2
Advanced SharePoint Portal Server Setup
Options 16
Post-Installation Issues 17
Installing the Client Components of
SharePoint Portal Server 22
Lab A: Creating a Workspace 30
Accessing the Workspace 35
Securing SharePoint Portal Server and
the Workspace 43
Using the SharePoint Portal Server
Console 49
Lab B: Configuring SharePoint Portal
Server 51
Review 62
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SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32
are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other
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Other product and company names mentioned herein may be the trademarks of their respective
owners.
Module 2: Installing and Configuring SharePoint Portal Server iii

Instructor Notes
Presentation: This module introduces the student to planning for installing and configuring
90 Minutes Microsoft® SharePoint™ Portal Server 2001.
Labs: After completing this module, students will be able to:
60 Minutes
!" Install SharePoint Portal Server by using the SharePoint Portal Server Setup
Wizard and create a new workspace by using the New Workspace Wizard.
!" Perform SharePoint Portal Server remote and unattended installations.
!" Uninstall or repair SharePoint Portal Server.
!" Install the client components of SharePoint Portal Server by using the Client
Setup Wizard.
!" Access and manage the workspace by using a dashboard site, the Web
folders view, or a Microsoft Office application.
!" Secure the workspace by using roles.
!" Use SharePoint Portal Server Administration.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need the Microsoft PowerPoint® file 2095a_02.ppt.

Preparation Tasks
To prepare for this module, you should:
!" Read all of the materials for this module.
!" Practice the recommended demonstrations.
!" Complete the labs.
iv Module 2: Installing and Configuring SharePoint Portal Server

Module Strategy
Use the following strategy to present this module:
!" Deploying SharePoint Portal Server
Discuss the hardware requirements for running SharePoint Portal Server. If
students ask about support for other Windows 2000 operating systems, tell
them that Setup will not install on Windows 2000 Data Center or
Windows 2000 Professional. The initial release of SharePoint Portal Server
does not support Windows XP.
Discuss the requirements for running the client components of SharePoint
Portal Server. Next, explain the coexistence issues relating to software
applications, Exchange 2000 Standard Edition, and the Microsoft Search
Service (MSSearch), that students must consider before installing
SharePoint Portal Server and the client components of SharePoint Portal
Server. Explain how different languages coexist in SharePoint Portal Server,
and the character limitations of SharePoint Portal Server.
Describe the two phases of the SharePoint Portal Server setup process:
installing SharePoint Portal Server and running the Client Setup Wizard.
Show how to open the SharePoint Portal Server Setup Wizard and present
the information that the wizard requires from the person performing the
installation. Discuss the components that are installed by the SharePoint
Portal Server Setup Wizard. Finally, show how to create a new workspace
by using the New Workspace Wizard.
!" Advanced SharePoint Portal Server Setup Options
Show how to use the advanced setup options of SharePoint Portal Server,
such as remote and unattended installations if installing SharePoint Portal
Server in a larger organization or an organization with multiple servers.
!" Post-Installation Issues
Explain to the students that if they encounter difficulty during the
SharePoint Portal Server Setup process or after the installation is complete,
they may need to uninstall or repair SharePoint Portal Server and examine
log files. Show how to troubleshoot the setup failure by checking the
hardware and software requirements, the readme.doc file, the setup log files,
and the system and application Event Log files.
!" Installing the Client Components of SharePoint Portal Server
Show how to install the client components of SharePoint Portal Server on a
client computer using the SharePoint Portal Server Client Setup Wizard.
Show how to troubleshoot the client components of SharePoint Portal
Server if the installation fails. Finally, discuss the options for installing the
client components of SharePoint Portal Server from a remote location.
!" Accessing the Workspace
Define a SharePoint Portal Server workspace. Describe the structure of the
default workspace. Explain that the setup of client components of
SharePoint Portal Server is not complete until the coordinator at the
workspace level adds a Web folder that points to the SharePoint Portal
Server workspace. Show how to add a Web folder that points to this
workspace. Finally, show the different ways to access and manage a
workspace.
Module 2: Installing and Configuring SharePoint Portal Server v

!" Securing SharePoint Portal Server and the Workspace


Explain how SharePoint Portal Server implements role-based security.
Explain how SharePoint Portal Server uses Windows 2000 security features.
Describe the security features of SharePoint Portal Server.
!" Using the SharePoint Portal Server Console
Discuss the issues related to managing the SharePoint Portal Server
workspace and digital dashboard components.
vi Module 2: Installing and Configuring SharePoint Portal Server

Customization Information
This section identifies the lab setup requirements for this module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in replicating or customizing Training and
Certification courseware.

Important The labs in this module are also dependent on the classroom
configuration that is specified in the Customization Information section at the
end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.

Lab Setup
There are no lab setup requirements that affect replication or customization.

Lab Results
Performing the labs in this module introduces the following configuration
changes:
!" Judy Lew is assigned as a coordinator at the workspace level.
!" The Default Content Access Account and Propagation Access Account are
configured using Suzan Fine’s e-mail account.
Module 2: Installing and Configuring SharePoint Portal Server 1

Overview
Topic Objective
To provide an overview of
the module topics and ! Deploying SharePoint Portal Server
objectives.
! Advanced SharePoint Portal Server Setup Options
Lead-in
In this module, you will learn ! Post-Installation Issues
how to install and configure
SharePoint Portal Server. ! Installing the Client Components of SharePoint Portal
Server
! Accessing the Workspace
! Securing SharePoint Portal Server and the Workspace
! Using the SharePoint Portal Server Console

After completing this module, you will be able to:


This installation module is
based on the group !" Install Microsoft® SharePoint™ Portal Server by using the SharePoint Portal
collaboration model Server Setup Wizard and create a new workspace by using the New
discussed in Module 1, Workspace Wizard.
“Introduction to SharePoint
!" Perform SharePoint Portal Server remote and unattended installations.
Portal Server,” in Course
2095A, Implementing !" Uninstall or repair SharePoint Portal Server.
SharePoint Portal
Server 2001. The group
!" Install the client components of SharePoint Portal Server by using the Client
collaboration model is based Setup Wizard.
a single server with fewer !" Access and manage the workspace by using a dashboard site, Web folders
than 800 users. view, or a Microsoft Office application.
!" Secure the workspace by using roles.
!" Use SharePoint Portal Server console.
2 Module 2: Installing and Configuring SharePoint Portal Server

# Deploying SharePoint Portal Server


Topic Objective
To outline this topic.
! Hardware and Software Requirements
Lead-in
In this topic, you will learn ! Requirements of the Client Components
how to install SharePoint
Portal Server by using the ! SharePoint Portal Server Coexistence
SharePoint Portal Server ! SharePoint Portal Server Language Support
Setup Wizard and how to
create a new workspace by ! The SharePoint Portal Server Setup Process
using the New Workspace
Wizard. ! Installing SharePoint Portal Server
! Components Installed by SharePoint Portal Server
Server Setup
! Using the New Workspace Wizard

You should plan three installation issues before you deploy Microsoft
SharePoint Portal Server 2001:
!" Ensure that the computers on which you are deploying SharePoint Portal
Server meet minimum hardware and software requirements.
!" Ensure that the computers on which you are deploying the client
components of SharePoint Portal Server meet minimum hardware and
software requirements.
!" Consider the manner in which SharePoint Portal Server coexists with
software applications, Microsoft Exchange 2000 Standard Edition, and the
Microsoft Search Service (MSSearch).

The size of your organization determines how much administrative support is


required to deploy and support SharePoint Portal Server. For example, if your
organization is small and you are using SharePoint Portal Server mainly for
document management in a collaborative workgroup scenario, you can deploy
SharePoint Portal Server with minimal administrative support in two stages.
This topic discusses how to install SharePoint Portal Server by using the
SharePoint Portal Server Setup Wizard and how to install the client components
of SharePoint Portal Server by using the Client Setup Wizard. Finally, this topic
discusses how to create a new workspace by using the New Workspace Wizard.
Module 2: Installing and Configuring SharePoint Portal Server 3

Hardware and Software Requirements


Topic Objective SharePoint Portal Server
To present the hardware
requirements for running Intel Pentium III or compatible processor.
SharePoint Portal Server. 256 MB of RAM or 512 MB of RAM when the server is used
exclusively for searching.
Lead-in
The following hardware and At least 160 MB of available disk space on the drive on which the
software requirements must operating system is installed.
be met before you can use At least 60 MB of available disk space on the drive on which the
SharePoint Portal Server. program files are installed.
At least 300 MB of available disk space on the drive on which the
data files are installed.
Windows 2000 Server SP1 or later, or Windows 2000 Advanced
Server SP1 or later operating system. Check the Readme.txt file on
the installation CD for information on the required hotfixes.
IIS 5.0 including the SMTP component enabled before installing
SharePoint Portal Server.

The recommended hardware and software requirements for a server running


SharePoint Portal Server include:

If students ask about !" Intel Pentium III or compatible processor recommended.
support for other
!" 256 megabytes (MB) of random access memory (RAM) or 512 MB of
Windows 2000 operating
systems, tell them that
RAM when the server is used exclusively for searching.
Setup will not install on !" At least 160 MB of available disk space on the drive on which the operating
Windows 2000 Data Center system is installed.
or Windows 2000
Professional. The initial !" At least 60 MB of available disk space on the drive on which the program
release of SharePoint Portal files are installed.
Server does not support !" At least 300 MB of available disk space on the drive on which the data files
Windows XP.
are installed.
!" Microsoft Windows® 2000 Server SP1 or later, or Microsoft Windows 2000
Advanced Server SP1 or later operating system. Check the Readme.txt file
included on the installation CD for information on the required hotfixes.
!" Microsoft Internet Information Services (IIS) 5.0, including the Simple Mail
Transfer Protocol (SMTP) component enabled before installing SharePoint
Portal Server.

Warning IIS hotfixes are known to affect SharePoint Portal Server and may
cause it to stop running. Always check the Microsoft support knowledge base
before installing an IIS hot fix to verify that there are no known issues.

Note For more information about SharePoint Portal Server hardware


configurations and requirements, and for the latest information, go to
http://www.microsoft.com/servers/SharePoint/.
4 Module 2: Installing and Configuring SharePoint Portal Server

Requirements of the Client Components


Topic Objective Client Components of SharePoint Portal Server
To present the
recommended requirements
for each computer running Intel Pentium or compatible 200 MHz or higher processor.
the client components of At least 64 MB of RAM.
SharePoint Portal Server.
At least 30 MB of available disk space on the drive on which the
Lead-in client components are installed. If Windows 2000 or Office 2000
The following requirements SR 1 is installed, only 20 MB of available disk space is needed.
for each computer running Internet Explorer 5.0, or later, and Outlook Express 5.01, or later,
the client components of running on Windows 98, Windows NT version 4.0 with SP 6A,
SharePoint Portal Server Windows Me, Windows 2000 Professional, Windows 2000 Server, or
must be met. Windows 2000 Advanced Server.
Office 2000 or later is required for the use of SharePoint Portal
Server Office extensions.

The recommended requirements for each computer running the client


components of SharePoint Portal Server include:
!" Intel Pentium or compatible 200 megahertz (MHz) or higher processor.
!" At least 64 MB of RAM.
!" At least 30 MB of available disk space on the hard disk on which the client
components are installed. If Windows 2000 or Microsoft Office 2000
Service Release (SR) 1 is installed, only 20 MB of available disk space is
needed.
!" Microsoft Internet Explorer 5 or later, and Microsoft Outlook® Express
version 5.01 or later, running on Microsoft Windows 98, Microsoft
Windows NT® version 4.0 with Service Pack (SP) 6A, Microsoft Windows
Me, Windows 2000 Professional, Windows 2000 Server, or Windows 2000
Advanced Server.
!" Microsoft Office 2000 or later is required for the use of SharePoint Portal
Server Office extensions.

Note If you install the client components of SharePoint Portal Server on a


computer running Windows 98 or Windows NT 4.0 SP6A, the client
components that are installed continue to function properly if you upgrade
to Windows 2000.
Module 2: Installing and Configuring SharePoint Portal Server 5

Browser-Accessible Feature Requirements


Browser access represents the minimum level of SharePoint Portal Server
functionality. Internet Explorer 4.01 or later, or Netscape Communicator 4.75,
running on the Windows operating system is required.

Note The client components of SharePoint Portal Server require


Internet Explorer 5 or later. Windows systems with Internet Explorer 4.x can
only access the SharePoint Portal Server computer by using the home page of
the dashboard site.
6 Module 2: Installing and Configuring SharePoint Portal Server

SharePoint Portal Server Coexistence


Topic Objective
To introduce issues related
to coexistence with
SharePoint Portal Server. ! Coexistence with Software Applications
Lead-in ! Coexistence with Exchange 2000 Standard Edition
You must consider
SharePoint Portal Server ! Coexistence with MSSearch Service
coexistence issues before
installing SharePoint Portal
Server.

Before you install SharePoint Portal Server and the client components of
SharePoint Portal Server, you must consider coexistence issues relating to
software applications, Exchange 2000 Standard Edition, and the MSSearch
Service.

Coexistence with Software Applications


If the question comes up The SharePoint Portal Server Setup program will not install SharePoint Portal
you can let students know Server on computers that are running the following software applications:
that the main difference
between Exchange 2000 !" Microsoft Exchange Server version 5.5 or earlier.
Enterprise Edition and !" Microsoft Exchange 2000 Server Enterprise Edition. (However,
Exchange 2000 Standard
Exchange 2000 Standard Edition is supported.)
Edition is that Standard
does not support multiple !" Any version of Microsoft Site Server.
Exchange 2000 Servers and
is limited to a single, 16-
!" OSE. SharePoint Portal Server Setup cannot be installed on a computer
gigabyte (GB) database per running Microsoft Office Server Extensions (OSE). You must first remove
server. The Standard edition OSE before installing SharePoint Portal Server.
does not support Chat,
Windows Clustering, or
distributed configuration.
Coexistence with Exchange 2000 Standard Edition
You can install SharePoint Portal Server on a server running Exchange2000
Standard Edition SP1 or later if:
SharePoint Portal Server
and Site Server include !" You install Exchange 2000 Standard Edition before running SharePoint
underlying code that has Portal Server.
common origins, therefore
coexistence with Site Server !" You install the Exchange version of the Microsoft Web Storage System.
is not supported. !" You ensure that a storage group is available.
Emphasize that OSE must
be removed before installing
SharePoint Portal Server.
Module 2: Installing and Configuring SharePoint Portal Server 7

Installing Exchange 2000 Standard Edition Before Setup


You must install Exchange 2000 Standard Edition SP1 or later before running
SharePoint Portal Server. If you uninstall Exchange 2000 Standard Edition after
you have installed SharePoint Portal Server, SharePoint Portal Server will not
run. Even if you begin the uninstall process and then cancel it, SharePoint
Portal Server will not run. If this occurs, you must manually restart the
following services:
!" IIS Admin Service
!" Microsoft Document Management Service
!" Microsoft Exchange Information Store
!" SMTP
!" World Wide Web Publishing Service
!" Network News Transport Protocol (NNTP)
!" Microsoft Exchange Message Transfer Agent (MTA) Stacks
!" Microsoft Exchange Post Office Protocol 3 (POP3)
!" Microsoft Exchange Internet Message Access Protocol 4 (IMAP4)
!" Microsoft Exchange Routing Engine

Exchange, however, will continue to run if you uninstall SharePoint Portal


Server.

Emphasize to students that Installing the Web Storage System


if they uninstall
Exchange 2000 Standard SharePoint Portal Server Setup requires the Exchange version of the Web
Edition after installing Storage System when installed on the same server as Exchange 2000 Server
SharePoint Portal Server, Standard Edition.
SharePoint Portal Server
will not run. Note The Web Storage System that ships with SharePoint Portal Server has a
size limit of 16 terabytes. If you install SharePoint Portal Server on a server
computer running Exchange 2000 Standard Edition, the store is limited to 16
gigabytes (GB) per server.

Ensuring a Storage Group is Available


SharePoint Portal Server uses one of the four available storage groups. If all
four are in use, SharePoint Portal Server will not install.

Tip To install SharePoint Portal Server with Exchange 2000, SharePoint Portal
Server Setup adds a SharePoint Portal Server Storage Group and SharePoint
Portal Server Public Folder top-level hierarchy to the Exchange configuration in
the Active Directory™, which then gets picked up and created by the Web
Storage System. If your network stops responding or if the installation fails, you
must manually delete these files by using Exchange System Manager before
you rerun Setup.
g
8 Module 2: Installing and Configuring SharePoint Portal Server

Coexistence with MSSearch Service


SharePoint Portal Server uses MSSearch for indexing and full-text searching.
This service is used in several Microsoft products, such as Microsoft
SQL Server 7.0, SQL Server 2000, and Exchange 2000. Multiple search-
enabled applications can coexist on the same server and share the MSSearch
service.

Note If MSSearch is already installed on your server when you run SharePoint
Portal Server Setup, a warning appears informing you that MSSearch will be
upgraded if you continue with the setup and notifies you of the disk space
requirements for the upgrade.

If you install SharePoint Portal Server on a server running Exchange 2000,


SQL Server 7.0, or SQL Server 2000, the existing MSSearch service is
upgraded. In addition, SharePoint Portal Server upgrades the full-text index
format of all the existing indexes on that computer the next time that MSSearch
is started. To upgrade successfully, disk space on the computer must
accommodate 120% of the size of the largest full-text index on the hard disk.

Note Upgrading the full-text index format can take several hours, depending
on the number and size of the existing indexes.

During SharePoint Portal Server Setup, a dialog box appears informing you that
MSSearch will be upgraded. Because MSSearch and full-text indexes are
upgraded, do not install SharePoint Portal Server on a server that participates in
a SQL Server clustering environment. To prevent this clustering issue with
Exchange 2000, SharePoint Portal Server Setup can be installed only on
Exchange Standard Edition, not the Enterprise Edition.
If you uninstall SharePoint Portal Server from a computer that has Exchange
Server or SQL Server installed, the upgraded version of MSSearch is not
removed because it is a shared service. For example, if you install SharePoint
Portal Server on a SQL 7.0 server and then decide to remove SharePoint Portal
Server and return to the previous version of MSSearch, you must first remove
SharePoint Portal Server, then use the SQL Setup program to uninstall and
reinstall the earlier version of MSSearch. If you do this, you must recreate the
full-text indexing catalogs after the earlier version is reinstalled.
Module 2: Installing and Configuring SharePoint Portal Server 9

SharePoint Portal Server Language Support


Topic Objective
To present how different
! Language Coexistence
languages coexist in
SharePoint Portal Server, $ The language of the SharePoint Portal Server product
and the character limitations
and the language of the server operating system do not
of SharePoint Portal Server.
have to be the same
Lead-in
SharePoint Portal Server $ The language of the SharePoint Portal Server and
supports multilingual workspaces on the server must be the same
document content.
! Use of Special Characters
$ High ASCII, DBCS, and Unicode are supported for all
languages
$ Character limitations are identified whenever applicable

SharePoint Portal Server and the client components of SharePoint Portal Server
are available in the following six languages: English, Japanese, German,
French, Spanish, and Italian.

If students are interested in


more information about Language Coexistence
SharePoint Portal Server The language of the SharePoint Portal Server product and the language of the
language support, tell them operating system do not have to match. For example, you could install the
that this topic is also German version of SharePoint Portal Server on a computer running the English
covered in Module 6, version of Windows 2000. However, the language of SharePoint Portal Server
“Adding and Managing and the workspaces on the server must be the same. For example, for a German
External Content,”
version of SharePoint Portal Server, you must create the workspaces in
Module 7, “Searching for
Content,” and Module 10,
German. You cannot create a Spanish workspace, for example, on the German
“Examining an Enterprise- server. However, you can install the Spanish version of the client components
Level Implementation,” in on a separate computer to access the German workspace on the server.
Course 2095A, Individual documents in a workspace can contain content written in a different
Implementing Microsoft® language, so a German workspace could contain documents written in Spanish.
SharePoint™ Portal
Server 2001. Use of Special Characters
SharePoint Portal Server has some limitations regarding which special
characters it supports. High ASCII, double-byte character set (DBCS), and
Unicode are supported for all languages. Limitations, such as certain illegal
characters in workspace names, are identified whenever applicable within this
course and the SharePoint Portal Server online Help.
10 Module 2: Installing and Configuring SharePoint Portal Server

The SharePoint Portal Server Setup Process


Topic Objective
To present the two phases
Install
Run theSharePoint
Client Setup
Portal
Wizard
Server
of the SharePoint Portal
Server setup process.
Lead-in
The SharePoint Portal
Server setup process is a
straightforward installation
process that uses wizards to
install both SharePoint
Portal Server and the client SharePoint
Client SetupPortal
WizardServer Setup Wizard
components of SharePoint $ Extendsthe
Installs theSharePoint
feature-setsPortal
of WebServer
Folders and the Microsoft
Portal Server.
$ Office
Installsapplications
the client components of SharePoint Portal Server
$ Launches the Add New Workspace Wizard
$ Adds the MMC on the server machine

The icon on the bottom left When SharePoint Portal Server is deployed in a small organization or
corner of the slide indicates department (for example, an organization with fewer than 800 users connecting
that this slide consists of a to a single SharePoint Portal Server computer), the server administrator installs
sequence of slides. Click to SharePoint Portal Server on a local server after consulting with the workspace
display each slide. contact, the individual who has overall responsibility for the workspace.
For a small, department-
level deployment of Planning Issues Related to Setup
SharePoint Portal Server, During the SharePoint Portal Server Setup process, the server administrator, in
the server administrator, the conjunction with the workspace contact, must consider the following questions:
workspace contact, and the
coordinator at the !" Is more than one server required to accommodate users?
workspace level may be the
When there is a large demand for the two resource-intensive processes—
same person. Explain that
the workspace contact is the
search and index creation—you can set up additional SharePoint Portal
individual who has overall Server computers to balance resource usage.
responsibility for the !" Should additional workspaces be created after SharePoint Portal Server is
workspace and receives installed?
system-generated e-mail.
You can use additional workspaces to address user access issues or to
Remind your students that distribute the management load by dividing users and documents among
multiple server deployments multiple workspaces.
are covered in Module 10,”
Examining an Enterprise-
Level Implementation,” in
Course 2095A,
Implementing Microsoft®
SharePoint™ Portal
Server 2001.
Module 2: Installing and Configuring SharePoint Portal Server 11

Phases of the SharePoint Portal Server Setup Process


In the group collaboration scenario, there are two stages to deploying
SharePoint Portal Server.

Stage 1: Install SharePoint Portal Server


SharePoint Portal Server To install SharePoint Portal Server on a computer running Windows 2000
Administration is a snap-in Server SP1, use the SharePoint Portal Server Setup Wizard. The SharePoint
to Microsoft Management Portal Server Setup Wizard guides you through a quick installation process. The
Console (MMC). For more administrator is required to provide minimal information during the installation.
information about snap-ins, The Setup.exe program:
see the MMC Help utility.
!" Installs SharePoint Portal Server.
!" Starts the New Workspace Wizard, which creates the default workspace.
!" Creates a new network resource on the server, which is available in My
Network Places.
!" Installs SharePoint Portal Server Administration.
!" Installs the client components of SharePoint Portal Server on the server.

Stage 2: Run the Client Setup Wizard


To install the client components of SharePoint Portal Server on the client
computers, run the Client Setup Wizard. The Client Setup Wizard extends the
feature sets of Web folders and the Microsoft Office applications (Microsoft
Word, Microsoft Excel, and Microsoft PowerPoint®) to provide access to
SharePoint Portal Server functionality.
12 Module 2: Installing and Configuring SharePoint Portal Server

Installing SharePoint Portal Server


Topic Objective
To present the procedure for
Running the SharePoint Portal Server Setup Wizard
running the SharePoint
Portal Server Setup Wizard. Log on to the Windows 2000 server as a local or domain
administrator
Lead-in
The SharePoint Portal
Server Setup Wizard is the
Insert the SharePoint Portal Server CD, and click the Server
preferred method for Installation link to the SharePoint Portal Server Setup Wizard
installing SharePoint Portal OR
Server and the client You can also go to the Server directory on the CD, and
components of SharePoint double-click Setup.exe
Portal Server.

In the SharePoint Portal Server Installation Folders page,


specify the location on the server’s disk where you want to
install the SharePoint Portal Server program files and data files

There are several ways to install SharePoint Portal Server. In a small


collaborative workgroup, the preferred method is to use the SharePoint Portal
Server Setup Wizard. The SharePoint Portal Server Setup Wizard guides you
through the installation process.
To run the SharePoint Portal Server Setup Wizard, log on to the Windows 2000
Delivery Tip server as a local or domain administrator.
Demonstrate how to open
the SharePoint Portal
Server Setup Wizard and Note If you are installing SharePoint Portal Server on a computer running
present the information that Exchange 2000 Server, you must have domain administrator permissions
the wizard requires from the because the setup application adds a Storage Group and Public Folder top-level
person performing the hierarchy to the Exchange configuration in Active Directory, which then gets
installation. To perform this picked up and created by the Web Storage System. However, you do not have
demonstration you will need
to have Exchange permissions to install SharePoint Portal Server on an
a SharePoint Portal Server
Exchange 2000 server.
CD. See if the CD used to
set up the classroom is
available for you to use. Insert the SharePoint Portal Server CD into your CD-ROM drive, and then click
the Server Installation link to the SharePoint Portal Server Setup Wizard. You
can also go to the Server directory on the CD, and then double-click Setup.exe.
Follow the instructions that appear in the SharePoint Portal Server Setup
Wizard. You will need to specify the following information:
!" Product identification information
!" Installation folders

If necessary, tell your On the SharePoint Portal Server Installation Folders page, specify the
students that the CD Key location on the server’s hard disk where you want to install the SharePoint
that you type in the Product Portal Server program files and data files. You can change the installation
Identification screen location for these files by clicking Change Folder.
uniquely identifies your copy
of SharePoint Portal Server
and enables you to receive
technical support.
Module 2: Installing and Configuring SharePoint Portal Server 13

Components Installed by SharePoint Portal Server Setup


Topic Objective
To list the components that ! Web Storage System
are installed by the
SharePoint Portal Server
Setup Wizard.
! MSSearch Service Version 2.1
Lead-in
The SharePoint Portal
Server Setup installs five ! SharePoint Portal Server Administration
components.

! Client Components of SharePoint Portal


Server

?
! User Documentation and Help

SharePoint Portal Server Setup installs the following five components:


!" Web Storage System
If you are installing SharePoint Portal Server on an Exchange Server
computer, SharePoint Portal Server requires the Exchange 2000 version of
the Web Storage System. You must install Exchange 2000 Server prior to
running SharePoint Portal Server Setup. However, if you are installing
SharePoint Portal Server on a computer without Exchange, SharePoint
Portal Server Setup installs the Web Storage System.
!" MSSearch Service version 2.1
If SharePoint Portal Server Setup detects a previous version of MSSearch,
Setup upgrades the service to version 2.1.
!" SharePoint Portal Server Administration
The server administrator can use SharePoint Portal Server Administration in
Microsoft Management Console (MMC) to modify SharePoint Portal Server
settings.
Let students know that there !" Client components of SharePoint Portal Server
will be more information
!" User Documentation and Help
about the installed client
components during the SharePoint Portal Server Help is available in three locations: on the standard
section on installing the Help menu in the Web folders view, in SharePoint Portal Server
client components later in Administration, and in the WINNT\Help directory.
this module.

Note For a list of the folders created during installation, see Appendix B,
“Folders Created by SharePoint Portal Server Setup.”
14 Module 2: Installing and Configuring SharePoint Portal Server

Using the New Workspace Wizard


Topic Objective Running the New Workspace Wizard
To present the procedure for
creating a new workspace On the first page of the New Workspace Wizard, click Next
by using the New
Workspace Wizard.
In the Workspace Definition page, in the Workspace name
Lead-in box, type the name of the workspace that you are creating
Use the New Workspace
Wizard to create a In the Description box, type an optional description of the
workspace during the workspace
SharePoint Portal Server On the Workspace Contact page, in the Workspace contact
Setup process. name box, type the name of the person who has overall
responsibility for the workspace
In the Workspace contact e-mail address box, type the e-mail
address for the workspace contact

Click Next Click Finish

The SharePoint Portal Server Setup Wizard automatically starts the New
Workspace Wizard. The New Workspace Wizard creates a default workspace
and requires you to assign a workspace contact.

Demonstrate opening
SharePoint Portal Server Specifying Workspace Definition and Contact Information
Administration and start the The New Workspace Wizard prompts the administrator to specify the following
New Workspace Wizard. information:
Guide the students through
the wizard, but click Cancel !" Workspace definition
rather than Finish.
Provide the name of the workspace here. The name of the workspace along
with the name of the server form the workspace URL that is used to access
the workspace after it is created. You can also provide an optional
description that is displayed with the workspace properties in SharePoint
Portal Server Administration or in Web folders. If you are creating an index
workspace, configure it by using the Advanced tab.

Note For more information about creating index workspaces, see


Module 6, “Adding and Managing External Content,” in Course 2095A,
Implementing Microsoft® SharePoint™ Portal Server 2001.

!" Workspace contact


Provide the name and e-mail address for a workspace contact here. The
workspace contact, normally the coordinator at the workspace level, is the
person who receives system-generated e-mail notifications about
subscription issues, such as e-mail replies to a subscription notice or non-
delivery receipts for subscriptions sent to an invalid address. The account is
not validated during installation and the person does not need to have any
permissions on the workspace.
Module 2: Installing and Configuring SharePoint Portal Server 15

Note If you click Cancel on the Welcome page of the New Workspace Wizard
during a SharePoint Portal Server installation, SharePoint Portal Server Setup
will not proceed with the New Workspace Wizard, and no default workspace
will be created.
You can create a workspace later by using SharePoint Portal Server
Administration. For more information about using SharePoint Portal Server
Administration, see the Configuration section later in this module, or for more
general administration information, see Module 9, “Managing SharePoint Portal
Server” in Course 2095A, Implementing Microsoft® SharePoint™ Portal
Server 2001.

Running the New Workspace Wizard


To create a new workspace by using the New Workspace Wizard:
1. On the first page of the New Workspace Wizard, click Next.
2. On the Workspace Definition page, in the Workspace name box, type the
name of the workspace that you are creating.
SharePoint Portal Server workspace names can consist of characters from
lower ASCII (that is, the code set that includes the characters with codes 32
to 127) except for the following characters:
# : \ ? * < > % / | “ { } ~ [ ] Space ! ( ) = ; . , @ & +
The workspace name cannot exceed 25 characters. The wizard ensures that
the workspace name is unique and does not conflict with any other
workspace names on the server.

Note You cannot edit the name of a workspace after you create the
workspace.

3. In the Description box, type an optional description of the workspace.


4. On the Workspace Contact page, in the Workspace contact name box,
type the name of the person who has overall responsibility for the
workspace.
5. In the Workspace contact e-mail address box, type the e-mail address for
the workspace contact.
6. Click Next.
7. To complete the wizard and create the new workspace, click Finish.

After you create the workspace, you must set security on the workspace node
by using SharePoint Portal Server Administration or My Network Places.

Note Because some anti-virus software programs can interfere with the
workspace creation process, you should disable anti-virus programs when
installing SharePoint Portal Server and when creating a workspace.
16 Module 2: Installing and Configuring SharePoint Portal Server

Advanced SharePoint Portal Server Setup Options


Topic Objective
To present the advanced
setup options for SharePoint
Portal Server. ! Using Terminal Services to Install SharePoint Portal
Lead-in Server Server Remotely
In a larger organization, or
in an organization with
! Using an .ini File to Install SharePoint Portal Server
multiple servers, you may
be required to install
SharePoint Portal Server
remotely. There are two
options for installing
SharePoint Portal Server
remotely.

The preceding topic described an installation scenario for a small collaborative


workgroup. If you are installing SharePoint Portal Server in a larger
organization or an organization with multiple servers, however, you may need
to use the advanced setup options of SharePoint Portal Server, such as remote
and unattended installations.

Performing a Remote Installation


If you have Windows 2000 Terminal Services, you can use it to install
SharePoint Portal Server remotely on multiple computers in your organization.
Terminal Services is especially useful if you do not have Microsoft Systems
Management Server (SMS) installed and you want to easily deploy SharePoint
Portal Server on a remote server.

Performing an Unattended Installation


When SharePoint Portal Server is installed by using an .ini file (also called a
unattended or silent installation), no dialog boxes or error messages that require
user intervention are displayed. This setup enables you to install identical
configurations of SharePoint Portal Server on multiple computers.

Note For more information about remote and unattended installations, see
Module 10, “Examining an Enterprise-Level Implementation,” in Course
2095A, Implementing Microsoft® SharePoint™ Portal Server 2001.
Module 2: Installing and Configuring SharePoint Portal Server 17

# Post-Installation Issues
Topic Objective
To outline this topic.
Lead-in
If you encounter difficulty
! Uninstalling or Repairing SharePoint Portal Server
during the SharePoint Portal ! Identifying Troubleshooting Information
Server Setup process or
after the installation is
complete, you may be
required to uninstall or
repair SharePoint Portal
Server and examine log
files.

If you encounter difficulty during the SharePoint Portal Server Setup process or
after the installation is complete, you may be required to uninstall or repair
SharePoint Portal Server and examine log files. This topic describes how to
uninstall and repair SharePoint Portal Server and how to troubleshoot the
installation process.
18 Module 2: Installing and Configuring SharePoint Portal Server

Uninstalling or Repairing SharePoint Portal Server


Topic Objective
To present the SharePoint ! Uninstalling SharePoint Portal Server Server
Portal Server Setup uninstall $ Removes all application files
and repair options.
$ Removes registry entries
Lead-in
$ Removes uninstaller
You can uninstall or repair
SharePoint Portal Server. $ Does not decrement core components

$ Decrements the count on shared components

$ Leaves a zero count if not removing a component

$ Uninstalls Client components of SharePoint Portal Server

! Repairing SharePoint Portal Server Server


$ Re-installs SharePoint Portal Server binaries and registry keys

$ Starts the Web Storage System re-install

$ Repairs SharePoint Portal Server Client Extensions

You can manually uninstall or repair SharePoint Portal Server by using


Add/Remove Programs in Control Panel. If SharePoint Portal Server Setup
detects a previous installation, you are prompted to either uninstall or repair
SharePoint Portal Server.

Uninstalling SharePoint Portal Server


During the SharePoint Portal Server uninstall process, all program files, folders,
and registry entries are removed. You cannot uninstall individual components
of SharePoint Portal Server, such as SharePoint Portal Server Search or the
dashboard site files. In order to support the Exchange standard, uninstalling
SharePoint Portal Server does not remove Web Storage System data files.
However, if you later attempt to reinstall SharePoint Portal Server on the same
hard disk, you will be prompted with an option to delete the existing data files.
The Uninstall process performs the following tasks:
!" Removes all application files.
Shared components All files and folders that were copied to the hard disk are removed. An
maintain a record of how exception is the Search service files, which are not removed if another
many applications are using application such as SQL Server or Exchange 2000 is still using them.
them by means of a
reference count, which is !" Removes registry entries.
incremented and The uninstaller removes all registry entries created by the application with
decremented as the exception of keys that might be shared by other programs.
applications are added and
removed. !" Removes the uninstaller.
The uninstaller removes itself.
!" Does not decrement core components.
The uninstaller does not decrement or remove any core component, in
particular Microsoft Foundation Class Library (MFC), dynamic-link library
(DLL), Open Database Connectivity (ODBC), and Data Access Object
(DAO) DLLs.
Module 2: Installing and Configuring SharePoint Portal Server 19

!" Decrements the count on shared components.


The uninstaller will accurately decrement the count on all components the
application uses that are installed as shared components.
!" Leaves a zero count if not removing a component.
If the reference count is at zero (0) and it will not remove the component; it
leaves the reference count at zero.
!" Uninstalls Client components of SharePoint Portal Server.
These components are automatically uninstalled.

Repairing SharePoint Portal Server


Repairing SharePoint Portal Server will reinstall all SharePoint Portal Server
binary files and registry keys. It will also start the Web Storage System
reinstallation process. It is important to note that SharePoint Portal Server Setup
does not modify any existing data or the Web Storage System during this
process. The user is not prompted for any information, such as installation
directories, because this information will have been stored during the original
installation.

Note If you repair SharePoint Portal Server, the client components of


SharePoint Portal Server are also repaired.
20 Module 2: Installing and Configuring SharePoint Portal Server

Identifying Troubleshooting Information


Topic Objective
To present the log files that
can be checked for Err or Ensure the Computer Meets the Software and
information regarding setup Hardware Requirements
failure.
Lead-in
If server setup fails, you can Err or Check the Readme File
check various log files for
information regarding server
installation. Err or Check the Setup Logs

Err or Check the System and Application


Event Logs

If server setup fails, you can troubleshoot the failure by checking the hardware
and software requirements, the readme.doc file, the setup log files, and the
system and application Event Log files as follows:
!" Ensure that your computer meets the software and hardware requirements.
!" Check the readme file (typically in the root of the CD) for known issues.
!" Check the setup logs. If Setup encounters a fatal error, it will exit and direct
the user to the setup logs for more information. First check errorlog.txt and
setup.log for a summary of errors. If further investigation is needed, you can
check the verbose setup logs.
!" Check the system and application Event Logs.
The following table lists and describes the system and application Event
Logs you should examine for information regarding server installation.
Log Description

Eventlog.txt Contains the verbose listing of all setup actions, both successful
and failed. This file is located in \Program Files\
Microsoft Integration\SharePoint Portal Server\Logs for
successful installations. For failed installation, this file is located
in the %temp% directory.
Errorlog.txt Contains any errors encountered during setup. This information
is also contained in eventlog.txt so that the administrator can
easily locate the failure. This is the first place to check if Setup
encounters fatal errors. This file is located in \Program Files\
Microsoft Integration\SharePoint Portal Server\Logs for
successful installations. For failed installation, this file is located
in the %temp% directory.
Module 2: Installing and Configuring SharePoint Portal Server 21

(continued)
Log Description

Setup.log Summarizes the installation status of the major components:


Web Storage System, Web Storage System Core, SharePoint
Portal Server, and MSSearch. Each component is listed with the
version installed, the installation status (success or failure), and
the error message if it was a failure. This file is located in
\Program Files\Microsoft Integration\SharePoint Portal Server\
Logs.
SharePoint Contains verbose setup logging for the installation of the client
Portal components. This file is located in \Program Files\
ServerClient.L Microsoft Integration\SharePoint Portal Server\Logs for
og successful server installations.
Exchange Contains verbose setup logging for the Web Storage System and
Server Setup Web Storage System Core components. This file is located at the
Progress.log root of the operating system drive.

Note If the public and workspace virtual directories show the error “stop sign”
icon in the IIS snap-in, you can safely ignore it. The stop signs do not mean the
Vroot failed to initialize, it is just a result of the service startup order. If the
World Wide Web Publishing Service (W3SVC) starts before the Microsoft
Exchange Information Store (MSExchangeIS), “stop sign” icons appear under
the Default Web Site folder of the Internet Information Services console in
MMC. There is a dependency between the local paths of the SharePoint Portal
Server virtual directories and the Exchange information store. Start
MSExchangeIS first, and then start the W3SVC.
22 Module 2: Installing and Configuring SharePoint Portal Server

# Installing the Client Components of SharePoint Portal


Server
Topic Objective
To outline this topic. ! Using the SharePoint Portal Server Client Setup Wizard
Lead-in
Just as with SharePoint ! Components Installed by the SharePoint Portal Server
Portal Server, you install the Client Setup Wizard
client components of
SharePoint Portal Server by ! Uninstalling or Repairing the Client Components of
using a wizard and only SharePoint Portal Server
large organizations require
advanced setup options for ! Identifying Troubleshooting Information
the client components.
! Advanced Client Components of SharePoint Portal
Server Setup Options

You can install the client components of SharePoint Portal Server on the client
computer by using various methods. In a small collaborative workgroup
scenario, you install the client components of SharePoint Portal Server by using
a wizard. The wizard installs all of the required components and can also be
used to uninstall or repair the client components of SharePoint Portal Server.
Module 2: Installing and Configuring SharePoint Portal Server 23

Using the SharePoint Portal Server Client Setup Wizard


Topic Objective Running the SharePoint Portal Server Client Setup Wizard
To present the procedure for
accessing the SharePoint
Portal Server Client Setup Log on to the client computer
Wizard and the procedure
for adding a Web folder that
points to the workspace.
Lead-in Connect to the location on the server where the
The SharePoint Portal client installation files are located and run
Server Client Setup Wizard setup.exe
installs the client
components for you, but you The setup program will check to ensure that the
must add a Web folder on
client computer is running a supported operating
the client computer that
system and that the client requirements are met
points to the workspace.

You can start the installation of the client components of SharePoint Portal
Server from the server, or you can use the CD that contains the SharePoint
Portal Server product.
To use the SharePoint Portal Server Client Setup Wizard to install the client
components of SharePoint Portal Server on a client computer:
1. Log on to the client computer. If you are installing SharePoint Portal Server
on a computer running Windows 2000 or Windows NT 4.0, you must have
local administrator privileges.
2. Connect to the location on the server where the client installation files are
located and then run Setup.exe. During server setup, these files are dropped
at Program Files\SharePoint Portal Server\ClientDrop\Languages\Lang,
where Lang corresponds with the language of the client computer.
If you want to install the client components from the CD, insert the CD and
then click the link to the Client Setup Wizard. You can also go to the Client
directory on the CD, and then double-click Setup.exe.
The Collaboration Data 3. There are no user-configurable options available in the client setup.
Objects for SharePoint However, before actual setup begins, the setup program will check to ensure
Portal Server are dependent that the client computer is running a supported operating system and that the
on the inetcom.dll, which is requirements of the client components, such as Internet Explorer 5 or later
part of Outlook Express with Microsoft Visual Basic Scripting Edition (VBScript) support,
5.01. Outlook Express 5.01 Microsoft Data Access Components (MDAC) 2.5 or later, and Outlook
is installed by default when
Express, are met. Typically, Setup will end with an error message if a
Internet Explorer 5, or later,
is installed. required component is missing. If MDAC is not present, however, the client
installation process automatically installs MDAC 2.5 SP1.

Note You are not required to install the client components if you plan to
access SharePoint Portal Server through the dashboard site by using
Internet Explorer as your browser.
24 Module 2: Installing and Configuring SharePoint Portal Server

Components Installed by the SharePoint Portal Server Client Setup


Wizard
Topic Objective
To present the components ! Client Components of SharePoint Portal Server
that are installed by the
SharePoint Portal Server $ Web Folders Upgrade
Client Setup Wizard.
$ Office 2000 COM Add-in
Lead-in
The SharePoint Portal $ SharePoint Portal Server CDO Extensions
Server Client Setup Wizard $ MDAC
installs four components
during the setup process. ! Directories Created by SharePoint Portal
Server Client Setup Wizard
! Storing SharePoint Portal Server
Client Registry Entries
HKEY_LOCAL_MACHINE
HKEY_LOCAL_MACHINE

The SharePoint Portal Server Client Setup Wizard installs all client components
of SharePoint Portal Server and creates the required directories and registry
entries.

Client Components of SharePoint Portal Server


The SharePoint Portal Server Client Setup Wizard installs the following
components:
!" Web Folders Upgrade
This component is an upgrade to the Microsoft OLE DB Provider for
Internet Publishing (MSDAIPP) that is used for accessing Hypertext
Transfer Protocol (HTTP) servers using Web Folders.
!" Office 2000 Component Object Model (COM) Add-in
The Office 2000 COM Add-in adds publishing verbs (such as check in,
check out, and publish) to Office applications (Word, Excel, and
PowerPoint).
Module 2: Installing and Configuring SharePoint Portal Server 25

!" SharePoint Portal Server Collaboration Data Objects (CDO) Extensions


This component installs cdoex.dll, which contains Exchange CDO
extensions.
!" Microsoft Data Access Components
Client components of SharePoint Portal Server require MDAC 2.5 or later.
If this is not already present on the computer, the client installation process
installs MDAC 2.5 SP1.

Note If you experience difficulties after MDAC is installed, please refer


the following knowledge base article, which discusses updating registry
settings to resolve installation issues:
http://support.microsoft.com/support/kb/articles/Q183/4/79.asp

Directories Created by SharePoint Portal Server Client


Setup Wizard
The following directories are created on the drive where SharePoint Portal
Server is installed.
Directory Description

%Program Files%\Common Files\Microsoft Shared Contains all SharePoint Portal


\Web Folders Server-specific files.
%Program Files%\Common Files\Microsoft Shared Contains all documents
\Web Folders\Documents
%Program Files%\Common Files\Microsoft Shared Contains user Help files.
\Web Folders\Help

Storing SharePoint Portal Server Client Registry Entries


Office registry entries are typically per user. SharePoint Portal Server Client
registry entries, however, are stored under the HKEY_LOCAL_MACHINE
section of the registry. For this reason, the Office COM Add-in is not displayed
in the Office user interface (UI) where other per-user Add-ins are displayed.
Therefore, there is no way to remove only the Add-in for troubleshooting
purposes.
26 Module 2: Installing and Configuring SharePoint Portal Server

Uninstalling or Repairing the Client Components of SharePoint


Portal Server
Topic Objective
To present what is
accomplished when the user
! Uninstalling Client Components of SharePoint Portal
runs either the uninstall or Server
the repair option for the
setup of the client
$ Uninstalls all components except the upgrade to Web
components of SharePoint Folders
Portal Server.
! Repairing Client Components of SharePoint Portal
Lead-in Server
In certain scenarios, you
may need to uninstall or $ Reinstalls all SharePoint Portal Server
repair the setup of the client binaries and registry keys
components of SharePoint
Portal Server.

You can manually uninstall or repair the client components of SharePoint Portal
Server by using Add/Remove Programs in Control Panel. The uninstall/repair
options are displayed when an existing installation is detected.

Uninstalling the Client Components of SharePoint Portal


Server
Choosing the uninstall option removes all components except the upgrade to
Web folders.

Note If you require the use of Web folders, you must reinstall this component
by running an Office 2000 Repair or by running
\WINNT\System32\webfldrs.msi on the computer running Windows 2000.

Repairing the Client Components of SharePoint Portal


Server
Choosing the repair option reinstalls all SharePoint Portal Server binaries and
registry keys.
Module 2: Installing and Configuring SharePoint Portal Server 27

Identifying Troubleshooting Information


Topic Objective
To present troubleshooting Ensure that Internet Explorer 5.0 or Later is
procedures for the client Err or
Installed on the Client Computer
components of SharePoint
Portal Server.
Ensure Administrator Privileges Were Granted on
Err or
Lead-in the Client Computer
If the installation of the client
components fails, check Check the Event Log to See if Windows Installer
these issues first. Err or
has Written Errors in it

Remove and Reinstall the Client Components of


Err or
SharePoint Portal Server

Err or Enable Verbose Logging on the Client

If the installation of the client components fails, you can troubleshoot the
installation by checking the following issues:
!" Ensure that Internet Explorer 5 or later is installed on the client computer.
!" Ensure that administrator privileges were granted on the client computer.
!" Check the Event Log to see if Windows Installer has written errors in it.
!" Remove and reinstall the client components of SharePoint Portal Server.
!" Enable verbose logging on the client computer.
If installation of the client components fails, it may be useful to generate a
verbose log file of the client components installation. To accomplish this,
use Windows Installer (Msiexec). This only works on a computer with
Msiexec.exe in the system path, which is automatically true if:
• The operating system is Windows 2000.
• The operating system is Windows NT 4.0 and any Office 2000
application or suite has been installed (or any other application that is
installed by using Windows Installer).
• The operating system is Windows 9x, any Office 2000 application or
suite (or other application that uses Windows Installer) has been
installed,
–and–
the Windows\System directory has been added to the system path.
28 Module 2: Installing and Configuring SharePoint Portal Server

Using Setup.exe to Generate a Log File


To generate a log file on a computer that is not running Windows 2000 or
Office 2000:
In a command prompt, type the following:
“msiexec /L*v logfile location and name /I full path to SharePoint Portal
Serverclient.msi”

For example, when installing from a network share called \\server\clientshare,


you would type:
“msiexec /L*v client.log /I \\server\clientshare\SharePoint Portal
Serverclient.msi”

Note You can change the path to point to another drive, for example,
d:\client.log for the log file location. However, if a directory is not specified,
the log is created in the directory from which you ran the command.

On client computers that do not have Windows Installer Service, you can
generate log files from SharePoint Portal Server client setup.exe. By default, a
few (rather terse) logs will be generated whenever Setup.exe is run. These logs
will provide much of the information you would need to diagnose errors.
To generate a verbose log for more troublesome errors, run the Setup.exe file
from a command prompt by changing to the Client directory that contains the
Setup.exe file and typing: “setup /L*v logfile location and name”
For example, type:
“setup /L*v d:\temp\june01log.txt”
Module 2: Installing and Configuring SharePoint Portal Server 29

Advanced Client Components of SharePoint Portal Server Setup


Options
Topic Objective
To present the options for
installing the client ! Using SharePoint Portal Server Client Setup
components of SharePoint
Portal Server from a remote ! Using Windows Installer
location.
Lead-in ! Using SMS
If you want to install the
client components of
SharePoint Portal Server on
multiple computers in a
large organization, or if you
want to customize your
installation, you may need to
use advanced installation
options.

In a large organization, or in an organization with multiple computers, you may


have to use advanced setup options to install the client components of
SharePoint Portal Server. The following three advanced setup options are
available for remotely installing the client components of SharePoint Portal
Server:
!" SharePoint Portal Server Client Setup
You can install the client components of SharePoint Portal Server from the
SharePoint Portal Server CD by running SharePoint Portal Server Client
Setup. SharePoint Portal Server Client Setup guides you through the
installation process.
!" Windows Installer
You can use Windows Installer to install client components of SharePoint
Portal Server in an unattended mode.
!" Systems Management Server
You can use SMS to remotely install the client components of SharePoint
Portal Server on multiple computers in your organization.

Note For more information about running unattended installations, see


Module 10, “Examining an Enterprise-Level Implementation” in Course
2095A, Implementing Microsoft® SharePoint™ Portal Server 2001.
30 Module 2: Installing and Configuring SharePoint Portal Server

Lab A: Creating a Workspace


Topic Objective
To create a SharePoint
Portal Server workspace by
using the New Workspace
Wizard.
Lead-in
In this lab, you will use the
New Workspace Wizard to
create a SharePoint Portal
Server workspace.

Objective
After completing this lab, you will be able to create a workspace by using the
New Workspace Wizard.

Prerequisite
Before working on this lab, you must have introductory-level knowledge of the
SharePoint Portal Server Administration user interface.

Scenario
The Adventure Works company is deploying SharePoint Portal Server to
improve their document management, search, and collaboration capabilities. To
satisfy their initial document management needs, they are following the group
collaboration model (deploying with a single server that is used for both
document management and search functions).
The initial deployment of SharePoint Portal Server is centered around the
Product Development organization, which is responsible for designing and
managing the various product lines that Adventure Works sells.
The Adventure Works personnel listed on the following page have been chosen
to participate in the initial deployment of SharePoint Portal Server.

Estimated time to complete this lab: 15 minutes


Module 2: Installing and Configuring SharePoint Portal Server 31

Adventure Works Personnel


Name Alias Job title SharePoint Portal Server role(s)

Kim Yoshida KimYo Vice President, Product Approver


Development
Suzan Fine SuzanF Network Administrator Server administrator, reader,
coordinator at the workspace level
Judy Lew JudyLe Division Chief, Outerwear Workspace contact, coordinator at
Products the workspace level, coordinator at
the folder level, approver
Jan Miksovsky JanMi Division Chief, Casual Coordinator at the folder level,
Clothing Products approver
Paul West PaulWe Division Chief, Research Coordinator at the folder level,
and Development approver
Sandra Martinez SMartinez Division Chief, Outdoor Coordinator at the folder level,
Products approver
Anne Paper AnnePa Product Design Engineer, Author, reader
Outerwear
James Smith JamesSmit Product Design Engineer, Author, reader
Outerwear
Luis Bonifaz LuisBo Product Design Engineer, Author, reader
Outerwear
Don Hall DonHa Product Design Engineer, Author, reader
Outerwear
Stefan Knorr StefanK Product Design Engineer, Author, reader
Casual Clothing
Jon Morris JonMo Product Design Engineer, Author, reader
Casual Clothing
Sunil Koduri SunilKo Product Design Engineer, Author, reader
Outdoor Products
Meng Phua MengPh Research and Reader
Development
Jae Pak JaePa Research and Reader
Development
32 Module 2: Installing and Configuring SharePoint Portal Server

Exercise 1
Starting the New Workspace Wizard
In this exercise, you will create a new workspace by using the New Workspace
Wizard.

Scenario
You are Suzan Fine, a server administrator at Adventure Works. As the server
administrator responsible for the SharePoint Portal Server computer, you are
responsible for installing and maintaining SharePoint Portal Server at the
Adventure Works headquarters building. Although a default workspace was
created when you installed SharePoint Portal Server, this workspace, which you
named AdvWorksWorkspace, is intended mainly for the Product Development
group. You have been asked to prepare an additional workspace for the Sales
Department, which is also headquartered in this building. The new workspace
will be created on the same server computer, but it will be accessed as an
independent workspace by the client users and will have a different coordinator.

!"
To log on as Suzan Fine, the server administrator
1. In the Welcome to Windows dialog box, press CTRL+ALT+DEL.
2. In the User name box, type SuzanF
3. In the Password box, type password
4. Ensure that “ADVWORKS” is displayed in the Log on to box, and then
click OK.

!"
To create a new workspace
You will use SharePoint 1. On the Start menu, point to Programs, point to Administrative Tools, and
Portal Server Administration then click SharePoint Portal Server Administration.
in Lab B, Configuring
SharePoint Portal Server, to
2. If necessary, expand the console tree by clicking the + icons to the left of
add yourself as a SharePoint Portal Server and your_server_name (where
coordinator at the your_server_name is the name of your computer).
workspace level. 3. Select the SharePoint Portal Server computer by clicking
your_server_name. For example, if you are working at the Vancouver
computer, your_server_name is Vancouver.
4. On the Action menu, point to New, and then click Workspace.
5. On the Welcome to the New Workspace Wizard page, click Next.
6. In the Workspace name box, type MySalesWorkspace
7. In the Description box, type A new workspace to be used by the Sales
Department and then click Next.
The workspace contact is 8. On the Workspace Contact page, in the Workspace contact name box,
normally the coordinator at type Suzan Fine
the workspace level. This
enables the workspace
9. In the Workspace contact e-mail address box, type
contact to act upon SuzanF@AdvWorks.msft and then click Next.
workspace related e-mail 10. On the Creating the New Workspace Wizard page, click Finish.
messages when they are
received.
Module 2: Installing and Configuring SharePoint Portal Server 33

Note The New Workspace Wizard creates the SharePoint Portal Server
workspace. After the workspace has been created, you must click OK to exit
the wizard. It takes about 10 minutes to create a new workspace.

While the New Workspace 1. What tools can you use to create a workspace, and what access rights do
Wizard is building the you need on the server to create a workspace?
workspace, discuss the
following questions with the
The only tool for creating a new workspace is SharePoint Portal Server
class. Administration. You must have local server administrator privileges to
create a new workspace.

2. What is the role (job function) of the workspace contact?


The workspace contact is normally the same person as the coordinator
and has overall responsibility for the workspace.

3. What is the purpose of creating additional workspaces?


Additional workspaces can distribute the coordinator responsibilities
and help to control access to documents. Ask the students for additional
reasons.

4. What is the maximum number of workspaces that is recommended for a


single SharePoint Portal Server computer?
15 workspaces is the maximum recommended number. This is based on
a typical workspace configuration.
34 Module 2: Installing and Configuring SharePoint Portal Server

Exercise 2
Finishing the New Workspace Wizard
In this exercise, you will connect to your new workspace by completing the
final step of the New Workspace Wizard, and then proceed with the Internet
Connection Wizard.

Scenario
You are Suzan Fine, a server administrator at Adventure Works. You are
already about 10 minutes into the process of creating a new workspace and are
getting ready to connect to the SharePoint Portal Server dashboard site.

!"
To close the New Workspace Wizard and begin connecting to the
workspace
1. In the New Workspace Wizard message box, click OK.
2. If the Internet Connection Wizard opens on your computer, complete steps 3
through 7 to establish your Internet connection settings for Suzan Fine.
Otherwise, continue with step 8.
3. On the Welcome to the Internet Connection Wizard page, click I want to
set up my Internet connection manually, or I want to connect through a
local area network (LAN), and then click Next.
4. On the Setting up your Internet connection page, click I connect through
a local area network (LAN), and then click Next.
5. On the Local area network Internet configuration page, ensure that the
Automatic discovery of proxy server (recommended) check box is
selected, and then click Next.
6. On the Set Up Your Internet Mail Account page, click No, and then click
Next.
7. On the Completing the Internet Connection Wizard page, click Finish.
8. Quit the Configure Your Workspace instance of Internet Explorer.
9. Quit the instance of Internet Explorer that is displaying your SharePoint
Portal Server dashboard site.
10. Quit the MySalesWorkspace on your_server_name window.
11. Quit SharePoint Portal Server Administration.

!"
To log off
1. Press CTRL+ALT+DEL.
2. Click Log Off, and then click Yes.
Module 2: Installing and Configuring SharePoint Portal Server 35

# Accessing the Workspace


Topic Objective
To outline this topic.
Lead-in
There are several options
! Examining the Workspace Architecture
for accessing the ! Adding a Web Folder that Points to the Workspace
workspace. The option you
choose depends on the ! Accessing the Workspace by Using the Dashboard Site
tasks that you need to
accomplish. ! Using the Web Folders View of the Workspace
! Accessing the Workspace from an Office Application

A SharePoint Portal Server workspace is a collection of folders, management


tools, categories, and indexed information in which users in your organization
can store and manage documents. An organization can have a single workspace
or multiple workspaces. A single SharePoint Portal Server can host up to 15
workspaces.
You access and manage a workspace by using either the Web folders view of
the workspace or by using the dashboard site (the Web site interface based on
digital dashboard technology). You can also access the content of a workspace
by using Word, Excel, or PowerPoint.
36 Module 2: Installing and Configuring SharePoint Portal Server

Examining the Workspace Architecture


Topic Objective
To present the workspace
folder hierarchy.
Lead-in
As the coordinator at the
workspace level, you must
understand the structure of
the default workspace. Four
folders are displayed in the
Web folders view of the
workspace.

Show the students that the The default workspace consists of four top-level folders: Categories,
workspace also includes Documents, Management, and Portal Content.
some hidden folders.
Categories
The Categories folder contains a hierarchy of special folder-like items called
categories. Categories do not contain actual documents. The workspace
documents are stored in the workspace document storage folders. Categories
contain links to the documents, which enables you to add a single document to
several categories or delete a document from one category without affecting the
document or its association with other categories.

Documents
The Documents folder is the default folder for storing documents in the
workspace. By default, the folder is visible to all workspace users. You can not
rename or delete this folder.

Management
The Management folder contains tools and folders that you, as a coordinator at
the workspace level, can use to learn about workspace configuration, manage
the workspace, and create and manage document profiles and content sources.
A coordinator at the workspace level can assign permissions to other users so
that they can create document profiles and content sources by using the Security
tab of the Properties page for the folder.

Portal Content
The Portal Content folder contains default folders that you can use to configure
and manage the information that is displayed on the home page of the
dashboard site. When you finish configuring the workspace, the Portal Content
folder contains a collection of subfolders that you use to maintain the dashboard
site.
Module 2: Installing and Configuring SharePoint Portal Server 37

Adding a Web Folder that Points to the Workspace


Topic Objective Windows 2000 Professional and
Windows 98
To present the procedure for Windows 2000 Server
adding a Web folder to the
client computer. 1. On the Windows desktop, 1. On the Windows desktop,
double-click My Network Places double-click My Computer
Lead-in
Setup of client components
2. In the My Computer window,
2. In the My Network Places double-click Web Folders
of SharePoint Portal Server
window, double-click Add
is not complete until the 3. In the Web Folders window,
Network Place
coordinator at the double-click Add Web Folder to
workspace level adds a 3. In the Type the location of the open the Add Web Folder
Web folder that points to the Network Place box, type
Wizard
SharePoint Portal Server http://server_name/workspace_name 4. In the Type the location of the
workspace.
Network Place box, type
http://Server_name/Workspace
4. Click Finish _name and then click Next

5. Click Finish

Tell the students that the After you install the client components of SharePoint Portal Server, you must
Web folder links to the add a Web folder that points to the workspace. The address of the workspace is
workspace can be pushed http://server_name/workspace_name.
out to users within e-mail
and copied to the desktop. The procedure for adding a Web folder that points to your workspace varies
This would also make an depending on your operating system.
effective demonstration if
you have time.
Windows 2000 Professional and Windows 2000 Server
If the client computer is running Windows 2000 Professional or Windows 2000
Server, complete the following procedure to add a Web folder that points to the
workspace:
1. On the Windows desktop, double-click My Network Places.
2. In the My Network Places window, double-click Add Network Place.
3. On the Welcome to the Add Network Place Wizard page, in the Type the
location of the Network Place box, type
http://server_name/workspace_name
4. Click Finish.
38 Module 2: Installing and Configuring SharePoint Portal Server

Windows 98
If the client computer is running Windows 98, complete the following
procedure to add a Web folder that points to the workspace:
1. On the Windows desktop, double-click My Computer.
2. In the My Computer window, double-click Web Folders.
3. In the Web Folders window, double-click Add Web Folder to open the
Add Web Folder Wizard.
4. In the Type the location of the Network Place box, type
http://Server_name/Workspace_name and then click Next.
5. Click Finish.
Module 2: Installing and Configuring SharePoint Portal Server 39

Accessing the Workspace by Using the Dashboard Site


Topic Objective ! Enables Users To
To present how to access
the workspace by using a $ Search for, view, and manage workspace documents
dashboard site.
Lead-in $ Search for and view content from other sources
If a user’s computer does
not have the client
components of SharePoint
Portal Server installed, the
user can access the
workspace by using a Search Server
dashboard site.
Dashboard Site

Workspace
Users Documents

Requirements for accessing The dashboard site provides a Web-based view of the workspace that enables
the dashboard site depend users with appropriate permissions to search for, view, and manage workspace
on the operating system. documents or content from other sources. Accessing SharePoint Portal Server
For the Windows operating by using the dashboard site does not require the user to install the client
system, you can use components of SharePoint Portal Server.
Internet Explorer 4, Internet
Explorer 5, or Netscape To view the dashboard site by using Internet Explorer 5:
Navigator 4.7. Refer to the
installation section earlier in 1. On the Windows desktop, double-click Internet Explorer.
this module for information
2. In the Address box, type http://your_server_name/workspace_name/ and
on additional operating
systems.
then press ENTER.

Show your students how to


make the home page of the
dashboard site the default
home page for Internet
Explorer: On the Tools
menu, click Internet
Options, and then, in the
Internet Options dialog
box, click Use Current, and
then click OK.
40 Module 2: Installing and Configuring SharePoint Portal Server

Using the Web Folders View of the Workspace


Topic Objective
To present the procedures
for creating a Web folder
shortcut to a desktop and ! Creating a Shortcut to Your Workspace
creating and deleting
workspace folder shortcuts. ! Using Web Views
Lead-in ! Creating and Deleting a Workspace Folder Shortcut
You can use a drag-and-
drop operation to move files
between Web servers,
between a Web server and
a file server, and between a
Web server and your local
hard disk.

The Web folders view of the workspace displays a list of folders and files. You
can move, copy, rename, and delete these folders and files as if they were on a
regular file server. You can also view the folder and file properties, and you can
use a drag-and-drop operation to move files between Web servers, between a
Web server and a file server, and between a Web server and your local hard
disk. You can use the Add Network Place Wizard to create a Web folders view
of the SharePoint Portal Server workspace.
Demonstrate how to create
a Web folder shortcut onto a Creating a Shortcut to Your Workspace
desktop. Students may be To create a shortcut to your workspace that is accessible from your desktop,
tempted to stop and perform follow this procedure.
this procedure, so be sure to
perform this procedure early 1. On the Windows desktop, double-click My Network Places.
and ask students to refrain
2. In the My Network Places window, double-click Add Network Place.
from performing the
procedure. 3. In the Add Network Place Wizard dialog box, in the Type the location of
Also demonstrate how to the Network Place box, type http:// your_server_name/workspace_name/
enable Web folder options:
On the Tools menu, click 4. Click Next, and then, click Finish to add workspace_name on
Folder Options and then your_server_name as a new Network Place.
select the Enable Web 5. Close the workspace_name on your_server_name window.
contents in folders option
to display Web view 6. In the My Network Places window, right-click the workspace_name on
descriptions. your_server_name icon, and then use a drag-and-drop operation to place it
on your desktop.
7. To specify that you want to create a shortcut to workspace_name on
your_server_name, release the right mouse button, and then click Create
Shortcut Here.
Module 2: Installing and Configuring SharePoint Portal Server 41

Open the Web folders view Using Web Views


of the workspace and point
out to students where the Web views appear in the left pane of the Web folders view of the workspace
Web view is displayed for and provide additional information that helps to describe documents, folders,
document folders, and other items.
categories, and documents.
Click Folder Options on the If you are running Windows NT 4.0 and Active Desktop, Web views are not
Tools menu and then select available unless you upgrade from Internet Explorer 4 (with Active Desktop) to
the Enable Web contents Internet Explorer 5. If you are using Internet Explorer 5 without Active
in folders option to display Desktop, you will not see the informational descriptions normally displayed in
Web view descriptions. the Web view. If you want to see the Web view information for the workspace
documents and components, you must install or enable Active Desktop.
To enable Web views while running Windows NT 4.0:
1. Uninstall Internet Explorer 5.
2. Install Internet Explorer 4 with Active Desktop, and then upgrade to
Internet Explorer 5.

After you have upgraded to Internet Explorer 5, you can view the item
descriptions in the left pane of your workspace.

Creating and Deleting a Workspace Folder Shortcut


You can create a shortcut to a workspace folder on your desktop by using the
Create Shortcut command in the workspace.

Demonstrate how to create To create a workspace folder shortcut:


a shortcut to a workspace
folder and then open the 1. In the workspace, right-click the folder for which you want to create a
folder to display workspace shortcut, and then click Create Shortcut.
documents. 2. Click Yes.

A shortcut to the folder will appear on your desktop. You can work in this
folder as you would any other SharePoint Portal Server folder.
To delete a folder shortcut:
1. Right click the shortcut that you want to delete, and then click Delete.
2. Click Yes.

The folder shortcut will be deleted. Deleting a folder shortcut deletes the link to
the folder but does not delete the folder in the workspace.
42 Module 2: Installing and Configuring SharePoint Portal Server

Accessing the Workspace from an Office Application


Topic Objective
To present how to access
the workspace from an ! On the File Menu, Click Open to View and Open the
Office application. Contents of Web folders
Lead-in ! On the File Menu, Click Save As to Publish or Save a
You can view and open the
Copy of a File to a Web Folder
contents of a Web folder,
publish or save a copy of a ! On the Places Bar, Click Create New Folder Option to
file to a Web folder, or
Create a Web folder
create a new folder.

You can use Word, Excel, or PowerPoint to directly view and manage Web
folders and files on the workspace.
To access the workspace, you can:

Point out to the students !" Open the contents of a Web folder by clicking Open on the File menu.
that the action verbs are
!" Save a copy of a file to a Web folder by clicking Save As on the File menu.
also available on the File
menu in Office applications. !" Create a Web folder by clicking Create New Folder on the Places bar.
Module 2: Installing and Configuring SharePoint Portal Server 43

# Securing SharePoint Portal Server and the Workspace


Topic Objective
To outline this topic.
Lead-in ! Using and Configuring Role-Based Security
The security features of
SharePoint Portal Server ! Features of the Windows 2000 Security Model
are integral to document
management. ! Features of SharePoint Portal Server Security

Security is essential for both document management tasks and search-related


tasks. SharePoint Portal Server roles offer a flexible and secure way to control
access to workspace documents. SharePoint Portal Server is based on the
Windows 2000 security model. By using this security model, SharePoint Portal
Server can provide features for controlling access to documents. Before you can
understand how SharePoint Portal Server uses the Windows 2000 security
model, you must understand how SharePoint Portal Server provides role-based
security.
44 Module 2: Installing and Configuring SharePoint Portal Server

Using and Configuring Role-Based Security


Topic Objective
To present how SharePoint ! SharePoint Portal Server Uses Role-Based Security
Portal Server implements Index
Index
role-based security. $ Recognizes security settings for indexed content
Lead-in $ Uses file-access permissions (Read, Write,
SharePoint Portal Server Execute, and Change) but with extended actions
enhances traditional role- (Check in, Check out, Publish, and Approve)
based security by applying
roles to indexed content, $ A SharePoint Portal Server role is one of three
extending file-access levels of permissions assigned to users
permissions, and sorting
role memberships in the
workspace. Reader Author Coordinator

$ SharePoint Portal Server stores role memberships


with individual document folders in the workspace

Most organizations require some sort of system for restricting user access to
sensitive information. In some cases, it is also important to restrict the viewing
of a document to those who edit or approve it, until it is ready for a larger
audience. SharePoint Portal Server role-based security uses traditional file-
access permissions, such as Read, Write, Execute, and Change, with an
extended set of actions specific to SharePoint Portal Server, such as check in,
check out, Publish, and Approve.
A SharePoint Portal Server role is one of three levels of permissions assigned to
users: reader, author, and coordinator. Access permissions for the three roles are
fixed and cannot be modified.

Using Role-Based Security


SharePoint Portal Server stores role memberships with individual document
folders in the workspace, rather than in a directory service or in the server’s
security database. A user can have any one of the three roles for each folder in
the workspace. For example, in one folder a user may have reader permissions
only, while in another folder, the same user can have author permissions. You
can add a group of users the same way you add a single user and then assign a
role, such as reader, to the group.
Module 2: Installing and Configuring SharePoint Portal Server 45

Configuring Role-Based Security


You can set SharePoint Portal Server roles at the workspace level, but it is
important to apply roles at the folder level as well. The tool that you use to
configure roles depends on security permissions. As a local administrator, you
can use SharePoint Portal Server Administration to configure roles at the
workspace level. As a coordinator, you can configure roles on any folders for
which you have permissions.

Note If an individual user is a member of a group to which you have assigned


a role, the individual user keeps all permissions assigned with the group’s role
in addition to any permission that you assign to the user individually. For more
information about the purpose of roles and their design, see the white paper,
Web Storage System Security Roles under Additional Reading on the Web
page on the Student Materials compact disc.

Configuring the Reader Role


A reader can search for and read published documents but cannot add them to
the workspace. By default, all folder users have reader permissions because the
Everyone group is assigned reader privileges at the workspace level. In an
enhanced folder, readers can only view public documents. A reader cannot
check out, edit, or delete workspace documents. By default, SharePoint Portal
Server associates the Windows 2000 Everyone group with the reader role for all
folders in the workspace when the workspace is created.

Configuring the Author Role


An author can add new documents to a folder and can edit, delete, and read all
of the documents in the folder. In an enhanced folder, authors can also submit
any document for publishing. When a new folder is created, the roles and folder
policies are inherited from the parent folder. However, authors cannot change
the roles or the approval policy on folders they create.

Configuring the Coordinator Role


A coordinator at the workspace level manages content and performs workspace
administration tasks. These tasks include managing content sources, document
profiles, categories, and subscriptions, and customizing the dashboard site. The
coordinator creates indexes of updated content when necessary or schedules this
to occur automatically.
A coordinator on a specific folder configures user roles for that folder. The
coordinator creates subfolders and can add, edit, and delete documents from
them. Coordinators can also read and delete a document that has been created
but is not yet checked in. For enhanced folders, the coordinator can create an
appropriate approval process. SharePoint Portal Server automatically assigns
the administrator who creates the workspace the role of coordinator at the
workspace level and on each folder.

Note The coordinator at the workspace level can assign roles to any folder in
the workspace.
46 Module 2: Installing and Configuring SharePoint Portal Server

Demonstrate how to add Using the Deny Access Option


users and assign roles.
Although the Deny option is not a role, SharePoint Portal Server provides this
security option for documents only. This setting supersedes all access
permissions except those of the local administrator group. You can deny access
to a specific document for a specific user or group if you do not want that user
to view that document. Denying access to a document does not affect the local
administrator group’s access to that document.

Note Members of the Windows 2000 local administrator group have


permission to configure security on any folder or document in a workspace.
This provides a way to access every folder if that folder is made unavailable to
those who should have access to it. A local administrator can restore
permissions for individual folders.
Module 2: Installing and Configuring SharePoint Portal Server 47

Features of the Windows 2000 Security Model


Topic Objective
To explain how SharePoint
Portal Server uses ! SharePoint Portal Server Uses Windows 2000
Windows 2000 security Security Features
features.
Lead-in
$ User Authentication
SharePoint Portal Server Provides two types of authentication, interactive logon
applies Windows 2000 and network authentication
security features to
accomplish user $ Access Control
authentication and access
control.
Allows administrators to assign security descriptors to
objects that are stored in Active Directory

SharePoint Portal Server uses the security features of Windows 2000. The
primary features of the Windows 2000 security model are user authentication
and access control. To ensure that administrators can manage these features
easily and efficiently, Windows 2000 uses Active Directory.

User Authentication
User authentication gives users the ability to log on to a system to access
network resources. In this authentication model, the security system provides
two types of authentication:
!" Interactive logon, which confirms the user’s identification to the user’s local
computer or Active Directory account.
!" Network authentication, which confirms the user’s identification to any
network service that the user is attempting to access.

Access Control
Along with user authentication, Windows 2000 allows administrators to control
access to resources, or objects, on the network. Windows 2000 implements
access control by allowing administrators to assign security descriptors to
objects that are stored in Active Directory. A security descriptor lists the users
and groups that are granted access to an object, and the specific permissions
assigned to those users and groups.

Note SharePoint Portal Server honors the Windows NT security settings of


your organization’s servers, NTFS shares, and local workspaces. For example,
when SharePoint Portal Server crawls documents stored on your organization’s
servers, the security policy on each document is enforced when SharePoint
Portal Server provides search results.
48 Module 2: Installing and Configuring SharePoint Portal Server

Features of SharePoint Portal Server Security


Topic Objective
To present the security ! Permissions System Based on the
features of SharePoint Traditional NT Security Model
Portal Server.
$ Control access to operations without conflicting
Lead-in
Security is a critical part of with the SharePoint Portal Server publishing model
document management and
$ Security model is implemented by maintaining several
document searching.
SharePoint Portal Server different ACLs
security uses standard $ SharePoint Portal Server uses roles to control which users
Windows encrypted
authentication.
can access the workspace, and which tasks a user can
perform in the workspace

SharePoint Portal Server provides significant new features for controlling


access to documents. Document access is controlled by an extensible
permissions system that uses the traditional Windows NT security model in a
way that does not conflict with the SharePoint Portal Server publishing model.
The security model is implemented by maintaining a number of different
Access Control Lists (ACLs) for every document in order to maintain
precedence and to isolate Web Storage System permissions from SharePoint
Portal Server specific permissions. Each document includes the following
ACLs:
!" A Web Storage System ACL. This ACL controls read/write access
(traditional file system operations).
!" A SharePoint Portal Server ACL. This ACL controls the publishing model
security (check in, publish, and so on).

Both ACLs are a concatenation of a publishing model ACL and a user ACL.
You can control document access by using the roles implemented by
SharePoint Portal Server. Assigning a specific SharePoint Portal Server role to
a user (Windows NT domain users or groups) provides that user with the
permissions that are required to perform specific tasks in the workspace, such
as view documents, check out and check in documents, and publish documents.

Note For more information about security, see the white paper, Exchange
Server Security, under Additional Reading on the Web page on the Student
Materials compact disc.
Module 2: Installing and Configuring SharePoint Portal Server 49

Using the SharePoint Portal Server Console


Topic Objective
To present the issues
related to managing the
workspace and digital ! Assigning a New Workspace Contact
dashboard components.
! Modifying the Workspace Description
Lead-in
As the coordinator at the ! Managing User Permissions
workspace level, you must
understand the issues ! Deleting a SharePoint Portal Server Workspace
related to managing the
components of the
workspace and digital
dashboard.

Only users with either coordinator or administrator level permissions can


configure a SharePoint Portal Server workspace by using SharePoint Portal
Server Administration. Coordinators should use Workspace Settings, located
in the Management folder to configure a workspace.

Assigning a New Workspace Contact


There can be multiple When a workspace is first created, the person installing SharePoint Portal
coordinators at the Server, typically the server administrator, specifies a workspace contact. The
workspace level, but there is workspace contact is the single point of contact for all workspace-related issues
only one workspace contact. and is the person who receives workspace-related e-mail messages. In many
cases, you assign the workspace contact as a coordinator at the workspace level,
but the workspace contact does not need coordinator permissions.
Demonstrate creating a DL You may need to change the workspace contact if the current workspace
and then adding the contact is no longer available. It is important to keep the workspace contact
coordinators to it so that all information current. You can also modify the e-mail address for the workspace
coordinators receive the contact if the contact’s address changes or when you assign a new workspace
e-mail messages. contact.

Modifying the Workspace Description


The workspace description tells users about the workspace, its purpose, and any
other necessary information.
50 Module 2: Installing and Configuring SharePoint Portal Server

Managing User Permissions


The roles that you assign by using the workspace property settings apply to the
highest level of the workspace, the workspace node. For example, if you assign
a user with the role of SharePoint Portal Server coordinator at the workspace
node, that user is a coordinator for the whole workspace and can set
permissions on all folders in the workspace.
When you use SharePoint Portal Server Administration to add a user, you add
that user to the top level of the workspace, the workspace node. To give a user
access to folders in a workspace, use SharePoint Portal Server Web folders.

Deleting a SharePoint Portal Server Workspace


When you delete a workspace:
!" The information stored in that workspace is no longer available to users.
!" Files associated with that workspace, such as public folders, indexes, and
the virtual root reference, are also deleted.
!" All index processes, such as creating or propagating an index, are stopped.
!" Index workspaces are unregistered with their destination workspaces.
!" Propagated indexes are deleted from their destination workspaces.
!" Scheduled tasks for creating an index of content sources and processing
subscriptions are deleted.

For more information about indexing and managing indexes, see Module 6,
“Adding and Managing External Content,” in Course 2095A, Implementing
Microsoft® SharePoint™ Portal Server 2001.
Module 2: Installing and Configuring SharePoint Portal Server 51

Lab B: Configuring SharePoint Portal Server


Topic Objective
To introduce the lab.
Lead-in
In this lab, you will configure
the SharePoint Portal
Server workspace

Objectives
After completing this lab, you will be able to:
!" Use SharePoint Portal Server Administration to configure SharePoint Portal
Server with general and account information.
!" Use SharePoint Portal Server Administration to modify workspace settings.
!" Use SharePoint Portal Server Administration to add a coordinator at the
workspace level.
!" Establish document security at the top level of the workspace.

Prerequisites
Before working on this lab, you must have:
!" A basic understanding of the SharePoint Portal Server architecture and the
interface of the SharePoint Portal Server dashboard site.
!" A basic understanding of the SharePoint Portal Server role-based security
model.

Scenario
The Adventure Works company is deploying SharePoint Portal Server to
improve their document management, search, and collaboration capabilities. To
satisfy their initial document management needs, they are following the group
collaboration model (deploying with a single server that is used for both
document management and search).
The initial deployment of SharePoint Portal Server is centered around the
Product Development organization, which is responsible for designing and
managing the various product lines that Adventure Works sells.

Estimated time to complete this lab: 45 minutes


52 Module 2: Installing and Configuring SharePoint Portal Server

Exercise 1
Configuring SharePoint Portal Server by Using SharePoint Portal
Server Administration
In this exercise, you will:
!" Configure SharePoint Portal Server with general and account information by
using SharePoint Portal Server Administration.
!" Add a coordinator at the workspace level by using SharePoint Portal Server
Administration.

Scenario
You are Suzan Fine, a server administrator at Adventure Works. As the server
administrator, you are responsible for configuring SharePoint Portal Server and
establishing a coordinator at the workspace level. In this lab, you will configure
SharePoint Portal Server so that it can communicate with Exchange 2000, the
messaging server with SMTP connectivity that Adventure Works uses. You
will also configure indexing accounts for content sources and propagation, and
specify a coordinator for the AdvWorksWorkspace workspace.

!"
To log on as Suzan Fine, the server administrator
1. In the Welcome to Windows dialog box, press CTRL+ALT+DEL.
2. In the User name box, type SuzanF
3. In the Password box, type password
4. Ensure that “ADVWORKS” is displayed in the Log on to box, and then
click OK.

!"
To specify the SMTP server and SharePoint Portal Server contact
information
1. On the Start menu, point to Programs, point to Administrative Tools, and
then click SharePoint Portal Server Administration Console.
2. If necessary, expand the Console Root tree by clicking the + icon next to
SharePoint Portal Server and the + icon next to your_server_name (where
your_server_name is the name of your computer). For example, if you are
working at the Vancouver computer, your server is Vancouver.
3. Open the Properties page for your_server_name by right-clicking
your_server_name and then clicking Properties.
4. On the Properties page, on the General tab, in the E-mail address box,
ensure that SuzanF@AdvWorks.msft is displayed so that you are
identified as the point of contact for external site administrators.
5. On the General tab, in the SMPT server box, ensure that London is
displayed to ensure that the SMPT server that is used by SharePoint Portal
Server, which at Adventure Works is the Exchange server for the domain, is
properly identified.
Module 2: Installing and Configuring SharePoint Portal Server 53

!"
To configure SharePoint Portal Server indexing accounts
The Accounts tab is used to 1. On the Properties page, click the Accounts tab.
configure administrator
2. Click Default Content Access Account, and then click Configure.
accounts associated with
creating or updating indexes 3. In the Domain box, ensure that AdvWorks.msft is displayed.
(for content sources) and
propagating indexes (for
4. In the Account box, ensure that SuzanF is displayed.
workspaces). 5. In the Password and Confirm boxes, type password
6. Accept the configuration changes by clicking OK.
7. Repeat steps 2 through 6 for the Propagation Access Account.
8. Close the your_server_name Properties page by clicking OK.

!"
To add a coordinator for the AdvWorksWorkspace workspace
1. Open the Properties page of AdvWorksWorkspace by right-clicking
AdvWorksWorkspace and then clicking Properties.
Notice that you can apply 2. On the AdvWorksWorkspace Properties page, click the Security tab.
SharePoint Portal Server
3. Click Add.
roles of coordinator, author,
and reader. Each role has 4. In the Name list, click Judy Lew, click Add, and then click OK.
different privileges on the
workspace. Definitions for
5. In the Role list, click Coordinator.
coordinator, author, and 6. Close the AdvWorksWorkspace Properties page by clicking OK.
reader are noted in the Role
description area below the 7. On the Console menu, click Exit.
Role box.
!"
To log off
1. Press CTRL+ALT+DEL.
2. Click Log Off, and then click Yes.
54 Module 2: Installing and Configuring SharePoint Portal Server

Exercise 2
Establishing Security at the Folder Level
Objectives
In this exercise, you will:
!" Configure access security for a department-level document folder by using
the Web folders view of the workspace.
!" Establish access security on a project-level document folder by using the
Security tab on the Properties page of the folder.
!" Restrict user access to a document by using the Security tab on the
Properties page of the document.

Scenario
You are Judy Lew, the coordinator for the AdvWorksWorkspace workspace. As
the coordinator of the workspace, one of your responsibilities is to establish
folder-level security in the workspace by implementing SharePoint Portal
Server roles. You decide to begin with the higher level Product Development
folder and then proceed to the group-level subfolders so that you can take
advantage of folder inheritance.
After discussing a security strategy with Suzan Fine, the system administrator,
you decide to limit access to the workspace so that only Adventure Works
employees can search for and access documents.
Suzan Fine has created groups on the domain for each organization in Product
Development. These groups can be used, along with individual user accounts,
to simplify the process of applying roles to workspace document folders.

!"
To log on as Judy Lew, the workspace coordinator
1. In the Welcome to Windows dialog box, press CTRL+ALT+DEL.
2. In the User name box, type JudyLe
3. In the Password box, type password and then click OK.

!"
To create a shortcut to AdvWorksWorkspace on your desktop
1. On the Windows desktop, double-click My Network Places.
2. In the My Network Places window, double-click Add Network Place.
3. In the Add Network Place Wizard dialog box, in the Type the location of
the Network Place box, type
http://your_server_name/AdvWorksWorkspace
4. Click Next, and then, to add AdvWorksWorkspace on your_server_name
as a new Network Place, click Finish.
5. In the My Network Places window, click the AdvWorksWorkspace on
your_server_name icon, press and hold CTRL, and then use a drag-and-
drop operation to create a shortcut on your desktop.
6. Close the My Network Places window, and then maximize the
AdvWorksWorkspace on your_server_name window.
Module 2: Installing and Configuring SharePoint Portal Server 55

!"
To assign SharePoint Portal Server roles to a department-level folder
1. Open the top-level Documents folder by double-clicking Documents.
2. Open the Properties page of the Product Development folder by right-
clicking Product Development and then clicking Properties.
3. On the Product Development Properties page, click the Security tab.

Note You must have coordinator privileges to modify role-based security. If


you open the Properties page of a folder after logging on as a reader or author,
you will notice that the Security tab is not displayed. If you do not see the
Security tab, make sure you have logged on as Judy Lew, the coordinator of the
workspace.

4. Enable changes to the role-based security settings for the Product


Development folder by clearing the Use parent folder’s security settings
check box.
5. Click Add.
6. In the Name list, click OuterWear Products Group, and then click Add.
7. Repeat step 6 for the Clothing Products Group, Outdoor Products Group,
Technology Products Group, Sales Division, MIS Division, and Kim
Yoshida, and then click OK.
8. In the User or Group list, click Everyone, and then click Remove.
9. Close the Product Development Properties page and accept the default
role of Reader for the new users by clicking OK.

!"
To assign SharePoint Portal Server roles to the OuterWear (division-
level) document folder
1. In the Web folders view of the workspace, double-click Product
Development.
2. Open the Properties page of the OuterWear folder by right-clicking
OuterWear and then clicking Properties.
3. On the OuterWear Properties page, click the Security tab.

Note Folder security settings are inherited from the parent folder by default.
This top-down approach to folder and document security saves time and is very
helpful. Inherited settings can be overridden easily to enable customization of
subfolder security settings.

4. Enable changes to the role-based security settings for the OuterWear folder
by clearing the Use parent folder’s security settings check box.
5. In the User or Group list, click Outerwear Products Group, and then
click Remove.
6. In the User or Group list, click Kim Yoshida, and then click Remove.
7. Click Add.
8. In the Name list, click Anne Paper, and then click Add.
9. Repeat step 8 for James Smith, Luis Bonifaz, and Don Hall, and then
click OK.
56 Module 2: Installing and Configuring SharePoint Portal Server

10. In the User or Group list, click Anne Paper.


11. In the Role list, click Author, and then click Apply.
12. In the User or Group list, click James Smith.
13. In the Role list, click Author, and then click Apply.
14. In the User or Group list, click Suzan Fine, and then click Remove to
remove Suzan Fine’s privileges on this folder.
15. Apply your changes and close the OuterWear Properties page by
clicking OK.

!"
To assign SharePoint Portal Server Roles to the Casual Clothes
(group-level) folder
1. Open the Properties page of the Casual Clothes folder by right-clicking
Casual Clothes and then clicking Properties.
2. On the Casual Clothes Properties page, click the Security tab.
3. Enable changes to the role-based security settings for the Casual Clothes
folder by clearing the Use parent folder’s security settings check box.
4. In the User or Group list, click Clothing Products Group, and then click
Remove.
5. Click Add.
6. In the Name list, click Stefan Knorr, and then click Add.
7. In the Name list, click Jon Morris, click Add, and then click OK.
8. In the User or Group list, click Stefan Knorr.
9. In the Role list, click Author.
10. In the User or Group list, click Jon Morris.
11. In the Role list, click Author.
12. Apply your changes and close the Casual Clothes Properties page by
clicking OK.

!"
To restrict access to individual documents
1. In the Web folders view of the workspace, double-click OuterWear, and
then double-click Versioned Documents.
2. Open the Properties page for the Thermafill – internal distribution only.doc
document by right-clicking Thermafill – internal distribution only and
then clicking Properties.
3. On the Properties page, click the Security tab.
4. Click Deny.
5. In the Select Users or Groups dialog box, in the Name list, click Clothing
Products Group, and then click Add.
Module 2: Installing and Configuring SharePoint Portal Server 57

6. Repeat step 5 for the following users and groups: Sales Division, MIS
Division, Anne Paper, and Suzan Fine, and then click OK.

Note The document file named Thermafill – internal distribution only.doc now
has a discreet number of users with minimum reader-level access. If the folder
security settings include reader access for the Everyone group and you deny
access to the Everyone group on the Properties page of a document, only the
server administrator will be able to see the document.

7. Accept the Deny settings and close the Thermafill – internal distribution
only.doc Properties page by clicking OK and then clicking Yes.
8. Close the Web folders view of the workspace.
58 Module 2: Installing and Configuring SharePoint Portal Server

Exercise 3
Examining Your Security Policies
In this exercise, you will:
!" Access the OuterWear document folder through the dashboard site by
logging on as the server administrator, the coordinator at the workspace
level, an author, a reader, and a user who has no privileges on these folders.
!" View an enhanced folder by using the dashboard site.

Scenario
During this exercise you will examine contents of the OuterWear document
folder by using the SharePoint Portal Server roles of coordinator, author, and
reader to see how role-based security protects published and work-in-progress
documents. You will also log on as a user with no privileges on the OuterWear
folder to see how that affects your ability to see workspace documents. During
the lab, you can record your findings on the data sheet included at the end of
this exercise.

!"
To open Internet Explorer and change your home page
1. On the desktop, double-click Internet Explorer.
2. In the Address box, type http://your_server_name/AdvWorksWorkspace
and then press ENTER.
3. On the Tools menu, click Internet Options, click Use Current, and then
click OK.

!"
To view the contents of the OuterWear folder as a coordinator
1. On the digital dashboard navigation bar, click Document Library.
2. In the Documents Web Part, click Documents, click Product
Development, click OuterWear, and then click Versioned Documents.
3. Use the scroll bar to scan the documents that are displayed in this folder.
4. Record the number of files that are displayed and whether the Thermafill –
internal distribution only document is displayed.
5. On the File menu, click Close to quit this instance of Internet Explorer.

!"
To start Internet Explorer as Anne Paper, an author on the OuterWear
folder
1. On the Windows taskbar, while pressing SHIFT, right-click the
Internet Explorer shortcut.
2. On the shortcut menu, click Run as.
3. In the Run As Other User dialog box, in the User name box, type AnnePa
4. In the Password box, type password
5. In the Domain box, type AdvWorks.msft and then click OK.
6. If a message box appears informing you that Internet Explorer will not open,
click OK, and then repeat steps 1 through 5. If Internet Explorer opens,
continue with the next procedure.
Module 2: Installing and Configuring SharePoint Portal Server 59

Note Because there is no connection to the Internet, Internet Explorer will not
be able to connect to http://www.msn.com/ and will display an error message
(this error message is not the message box referred to in step 6).

!"
To view the contents of the OuterWear folder as an author
1. In the Address box, type http://your_server_name/AdvWorksWorkspace
and then press ENTER.
2. On the digital dashboard navigation bar, click Document Library.
3. In the Documents Web Part, click Documents, click Product
Development, click OuterWear, and then click Versioned Documents.
4. Use the scroll bar to scan the documents that are displayed in this folder.
5. Record the number of files that are displayed and whether the Thermafill –
internal distribution only document is displayed.
6. On the File menu, click Close to quit this instance of Internet Explorer.

!"
To start Internet Explorer as Don Hall, a Reader on the OuterWear
Folder
1. On the Windows taskbar, while pressing SHIFT, right-click the
Internet Explorer shortcut.
2. Click Run as.
3. On the Run As Other User dialog box, in the User name box, type DonHa
4. In the Password box, type password
5. In the Domain box, type AdvWorks.msft and then click OK.
6. If a message box appears informing you that Internet Explorer will not open,
click OK, and then repeat steps 1-5. If Internet Explorer opens, continue
with the next procedure.

!"
To view the contents of the OuterWear folder as a Reader
1. In the Address box, type http://your_server_name/AdvWorksWorkspace
and then press ENTER.
2. On the digital dashboard navigation bar, click Document Library.
3. In the Documents Web Part, click Documents, click Product
Development, click OuterWear, and then click Versioned Documents.
4. Use the scroll bar to scan the documents displayed in this folder.
5. Record the number of files displayed and whether the Thermafill – internal
distribution only document is displayed.
6. On the File menu, click Close to quit this instance of Internet Explorer.
60 Module 2: Installing and Configuring SharePoint Portal Server

!"
To start Internet Explorer as Kim Yoshida, a user without privileges on
the OuterWear folder
1. On the Windows taskbar, while pressing SHIFT, right-click the
Internet Explorer shortcut.
2. Click Run as.
3. On the Run As Other User dialog box, in the User name box, type KimYo
4. In the Password box, type password
5. In the Domain box, type AdvWorks.msft and then click OK.
6. If a message box appears informing you that Internet Explorer will not open,
click OK, and then repeat steps 1-5. If Internet Explorer opens, continue
with the next procedure.

!"
To view the contents of the OuterWear folder as a user without
workspace access privileges
1. In the Address box, type http://your_server_name/AdvWorksWorkspace
and then press ENTER.
2. On the digital dashboard navigation bar, click Document Library.
3. In the Documents Web Part, click Documents.
4. In the Documents Web Part, click Product Development.
5. Notice that you cannot see the OuterWear folder because you have no
access privileges.
6. Record the what was displayed for Kim Yoshida.
7. On the File menu, click Close to quit this instance of Internet Explorer.

!"
To start Internet Explorer as Suzan Fine, the server administrator with
no SharePoint Portal Server privileges on the OuterWear Folder
1. On the Windows Taskbar, while pressing SHIFT, right-click the
Internet Explorer shortcut.
2. Click Run as.
3. On the Run As Other User dialog box, in the User name box, type
SuzanF
4. In the Password box, type password
5. In the Domain box, type AdvWorks.msft and then click OK.
6. If a message box appears informing you that Internet Explorer will not open,
click OK, and then repeat steps 1-5. If Internet Explorer opens, continue
with the next procedure.
Module 2: Installing and Configuring SharePoint Portal Server 61

!"
To view the contents of the OuterWear folder as the server
administrator

Note Your computer has been configured for a default home page of
http://your_server_name/AdvWorksWorkspace/ for Suzan Fine.

1. On the digital dashboard navigation bar, click Document Library.


2. In the Documents Web Part, click Documents, click Product
Development, click OuterWear, and then click Versioned Documents.
3. Use the scroll bar to scan the documents that are displayed in this folder.
4. Record the number of files that are displayed and whether the Thermafill –
internal distribution only document is displayed.
5. On the File menu, click Close to quit this instance of Internet Explorer.

!"
To log off
1. On the Start menu, click Shut Down.
2. Ensure that “Log off JudyLe” is displayed, and then click OK.

Was the internal


Number of documents distribution only file
User Role visible in the folder visible in the folder?

Judy Lew coordinator


Anne Paper author
Don Hall reader
Kim Yoshida no permissions on the folder
Suzan Fine Local administrator

Discuss the observations 1. Who can see documents that have not been published to the workspace at
made during Exercise 3. least once? Why?
You must have a minimum of author level privileges on a folder in
order to see documents that have not been published for the first time.
Readers are only allowed to see information that is made public
through the publishing process.

2. Who can see the document that was used to demonstrate Deny access?
Only users who are not Denied access can see the document. The only
exception is that anyone with administrator privileges can see
documents even when they are Denied access.
62 Module 2: Installing and Configuring SharePoint Portal Server

Review
Topic Objective
To reinforce module
objectives by reviewing key ! Deploying SharePoint Portal Server
points.
! Advanced SharePoint Portal Server Setup Options
Lead-in
The review questions cover ! Post-Installation Issues
some of the key concepts
taught in the module. ! Installing the Client Components of SharePoint Portal
Server
! Accessing the Workspace
! Securing SharePoint Portal Server and the Workspace
! Using the SharePoint Portal Server Console

1. Who is responsible for installing SharePoint Portal Server?


The server administrator is responsible for installing SharePoint Portal
Server.

2. What is the difference between the coordinator at the workspace level and
the workspace contact?
The workspace contact is the single point of contact for workspace-
related issues (such as subscription notifications). The workspace
contact can also be a coordinator at the workspace level, but does not
have to be. There can be several coordinators at the workspace level,
but there is only one workspace contact.

3. What can you do to troubleshoot a failed server installation?


First, check the hardware and software requirements to ensure that
your server meets the minimum requirements. Next, check the
readme.doc file on the installation CD for any known issues. Finally,
check the log files that are generated by SharePoint Portal Server
during installation, beginning with the errorlog.txt and setup.log files.
Module 2: Installing and Configuring SharePoint Portal Server 63

4. What are the client components of SharePoint Portal Server?


The client components are a set of extensions that add SharePoint
Portal Server functionality to the three Microsoft Office applications
(Word, Excel, and PowerPoint) and to Web folders.

5. What are the three roles that are used to establish security in a workspace?
You use the reader, author, and coordinator roles to establish security
in the workspace by assigning roles to users at the folder level.
THIS PAGE INTENTIONALLY LEFT BLANK
Module 3: Configuring
the Workspace

Contents

Overview 1
Planning a New Workspace 2
Creating and Configuring a Category 6
Creating a Document Profile and
Document Profile Property 10
Creating Document Folders and
Modifying Folder Properties 22
Interaction of Categories, Document
Profiles, and Document Folders 29
Lab A: Organizing Documents 30
Review 41
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Other product and company names mentioned herein may be the trademarks of their respective
owners.
Module 3: Configuring the Workspace iii

Instructor Notes
Presentation: This module provides students with the information necessary to configure a
60 Minutes Microsoft® SharePoint™ Portal Server 2001 workspace.
Lab: After completing this module, students will be able to:
30 Minutes
!" Develop a plan for implementing the workspace in an organization.
!" Create and configure a category for document management.
!" Create a document profile and a document profile property.
!" Create document folders and modify folder properties.
!" Describe the relationship between categories, document profiles, and
document folders.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need the Microsoft PowerPoint® file 2095a_03.ppt.

Preparation Tasks
To prepare for this module, you should:
!" Read all of the materials for this module.
!" Complete the lab.

Instructor Setup for a Lab


This section provides setup instructions that are required to prepare the
instructor computer or classroom configuration for a lab.

Lab A: Organizing Documents


!"To prepare for the lab
• Review the scenarios that are used in the lab.
iv Module 3: Configuring the Workspace

Module Strategy
Use the following strategy to present this module:
!" Planning a New Workspace
Discuss all the planning issues that a student should consider before
configuring the workspace. Describe how user needs can determine how the
coordinator at the workspace level plans categories, properties, and
document folders for the workplace. The concepts and procedures that are
discussed in this topic are reinforced in Lab A, Organizing Documents.
!" Creating and Configuring a Category
Demonstrate how to create a category and how to configure category
descriptions, keywords, images, and contact information. Lab A, Organizing
Documents, reinforces content from this topic by having students create a
category hierarchy.
!" Creating a Document Profile and Document Profile Property
Explain the role of metadata in document profiles in SharePoint Portal
Server. Show the students how to locate document properties for documents
that preceded the installation of SharePoint Portal Server and how to locate
SharePoint Portal Server properties for the purpose of integrating existing
document properties into the SharePoint Portal Server workspace.
Demonstrate how to create a document profile by using the Add Document
Profile Wizard. Demonstrate the procedure for creating a custom document
profile property. Demonstrate the procedures for editing and deleting
document profile properties, and for deleting a document profile. Lab A,
Organizing Documents, reinforces content from this topic by having
students create a custom document profile.
!" Creating Document Folders and Modifying Folder Properties
Discuss folder property inheritance and naming restrictions, how to create
document folders, and how to modify folder properties. Lab A, Organizing
Documents, reinforces content from this topic by having students create
document folders.
!" Interaction of Categories, Document Profiles, and Document Folders
Discuss and demonstrate the relationship between categories, document
profiles, and document folders in the workspace.
Module 3: Configuring the Workspace v

Customization Information
This section identifies the lab setup requirements for this module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in replicating or customizing Training and
Certification courseware.

Important The lab in this module is also dependent on the classroom


configuration that is specified in the Classroom Setup Guide for Course 2095A,
Implementing Microsoft® SharePoint™ Portal Server 2001.

Lab Setup
The following list describes the setup requirements for the lab in this module.

Setup Requirement 1
The lab in this module requires logging on as Judy Lew (JudyLe), a coordinator
at the workspace level, in order for students to configure the workspace. To
prepare student computers to meet this requirement, perform the following
action:
• Use either the SharePoint Portal Server Administration or the Workspace
Settings Wizard to assign Judy Lew as a coordinator at the workspace level
while you are logged on as Suzan Fine (SuzanF), a local administrator.

Setup Requirement 2
The lab in this module requires that Microsoft Internet Explorer be set up and
that the default home page be set to the SharePoint Portal Server workspace in
order for students to connect to the dashboard site. To prepare student
computers to meet this requirement, perform the following actions:
!" Initialize Internet Explorer for Judy Lew (JudyLe).
!" On the Internet Explorer Tools menu, click Internet Options to change the
home page for Judy Lew (JudyLe) so that it displays the SharePoint Portal
Server dashboard site that is being used for this lab,
(http://your_server_name/AdvWorksWorkspace).

Lab Results
Performing the lab in this module introduces the following configuration
changes:
!" Categories, document profiles, and document folders are created.
!" The Adventure Works Product document profile is assigned as the default
document profile on the Casual Clothes document folder.
Module 3: Configuring the Workspace 1

Overview
Topic Objective
To provide an overview of
the module topics and
objectives. ! Planning a New Workspace
Lead-in ! Creating and Configuring a Category
In this module, you will learn
about organizing documents ! Creating a Document Profile and Document Profile
in a SharePoint Portal Property
Server workspace and
about the planning issues ! Creating Documents Folders and Modifying Folder
related to these tasks. Properties
! Interaction of Categories, Document Profiles, and
Document Folders

Microsoft® SharePoint™ Portal Server 2001 provides an integrated document


management environment by using categories, document profiles, and
document folders to organize documents in the workspace. The SharePoint
Portal Server workspace includes folder hierarchies and document management
tools that increase the efficiency of the document search process.
As the coordinator at the workspace level, you determine how document
management is implemented in your organization by creating and configuring
categories and document profiles, and by creating a document folder hierarchy.
After completing this module, you will be able to:
!" Develop a plan for implementing the workspace in an organization.
!" Create and configure a category for document management.
!" Create a document profile and a document profile property.
!" Create document folders and modify folder properties.
!" Describe the relationship between categories, document profiles, and
document folders.
2 Module 3: Configuring the Workspace

# Planning a New Workspace


Topic Objective
To outline this topic.
Lead-in ! Determining User Needs
Before you can implement
document management in
! Planning Categories, Document Profiles, and Document
the workspace, you must Folders
examine your organization’s
existing document
management practices,
security and group policy
requirements, and the
current and future needs of
your workspace users.

As a coordinator at the workspace level, you are responsible for creating the
initial workspace structure that contains and organizes workspace documents.
To do this, you create standard and enhanced document folders, categories, and
document profiles. However, before you can implement document management
in the workspace, you must examine your organization’s existing document
management practices, security and approval policy requirements, and the
current and future needs of your workspace users. After this is accomplished,
you can use the information gathered from your workspace users to organize
your workspace document folders, categories, and document profiles.
Module 3: Configuring the Workspace 3

Determining User Needs


Topic Objective
To outline the process used ! Locating Documents: Users
to identify user needs. need explicit and efficient ways
Lead-in to search for and locate
To create a workspace that documents
effectively organizes the
user documents in it, you ! Securing Documents: Users
need to know how your must be able to control access
existing user needs and to their documents by using
approval policies permissions
correspond to the
organizational tools that ! Implementing Approval
SharePoint Portal Server Policies: Users must be able
provides. to get approval on some
documents before they are
Workspace
made available to other users

Creating a well-organized workspace involves performing a user needs analysis


to determine how your organization’s user needs and approval policies map to
the organizational tools provided by SharePoint Portal Server. This user needs
analysis determines which categories, document profiles, and document folders
you will need to create to organize the documents in your workspace.
Begin your user needs analysis by meeting with a point-of-contact from each
department in your organization. This point-of-contact should be someone who
is familiar with the document management requirements of the department and
has the time to help you devise a plan for gaining departmental support for the
implementation of the SharePoint Portal Server workspace.
When determining your users’ needs, consider that all users require the ability
to:
!" Locate documents. Users need explicit and efficient ways to search for and
locate documents.
!" Secure documents. Users must be able to control access to their documents
by using read-only, read/write, or no access permissions.
!" Implement approval policies. Users must be able to get approval on some
documents (for example, sales data, product information, or white papers)
before they are made available to other users within or outside the
organization.
4 Module 3: Configuring the Workspace

Planning Categories, Document Profiles, and Document Folders


Topic Objective
To outline the processes for
Planning Categories
planning categories, Categories
Competitors
document profiles, and
document folders in the Division Overview
workspace. Products
Lead-in
SharePoint Portal Server Planning Document Profiles Planning Document Folders
supports document
management by using Document profile
Documents
categories, document
Title Financial Reports
profiles, and document
folders to organize Author
Forecast
documents in the Keywords

workspace. Description Travel Reimbursement

SharePoint Portal Server supports document management by using categories,


document profiles, and document folders to organize documents in the
workspace. Each of these components has specific issues related to planning.

Planning Categories
Emphasize that categories Categories are optional–they enable users of a SharePoint Portal Server
are created for SharePoint workspace, typically readers, to search and browse for documents in the
Portal Server readers, the workspace. Because categories are assigned to individual documents, they do
users who will be browsing not affect, or rely on, the location of the document in the document folder
for documents. hierarchy. Therefore, a single document can be associated with several
categories.

Determining Which Categories to Create


To determine which categories you will need to create, ask users and content
owners how their documents are currently organized. Determine the strong and
weak points of the current structure, and then develop categories that build on
this structure. You can use the existing folder hierarchy as a model for
developing a new category hierarchy if it meets the needs of your users.

Determining How Many Categories to Create


Determining the number of categories to create depends on the type of business
that you are involved in. For example, if you are setting up a workspace for a
large manufacturing firm that produces a wide range of diverse products,
hundreds of categories may be required to support effective user browsing.
However, if you are setting up a workspace for a small consulting firm that
specializes in a small niche field, fewer than twenty categories may be required.
Module 3: Configuring the Workspace 5

Planning Document Profiles


Every document that is stored in the workspace has a document profile
associated with it. A document profile describes a document by using properties
such as Company, Manager, or Subject. These properties contain descriptive
words (metadata) that pertain to the document but may not actually be in the
document itself. For example, if you work in an investment firm that uses a
group of documents that discuss the merits of small high-tech startup
companies, you could create a document profile that enables you to classify
these companies by customer account name, risk level, technology area, size,
location, and so on. Using the previous example, this process is illustrated as
follows:
1. You associate the documents with the new document profile and set the
property values for each document.
2. A reader performs a search for documents that may or may not contain the
reader’s chosen property, such as "Microsoft Account".
3. The documents that contain "Microsoft Account" as the value of the
customer account name property will be included in the search results.

Using the Base Document Profile


The Base Document profile supplied with SharePoint Portal Server is the
default document profile that is used when no other document profile is
specified. SharePoint Portal Server provides nine properties (system properties)
that you can choose from, or you can create your own custom properties. The
Base Document profile contains the Title, Author, Keywords, and Description
system properties.

Determining Which Document Profiles to Create


To determine which document profiles to create, ask your department point-of-
contact for a list of document classifications and properties that are currently
used or would be useful to create.

Planning Document Folders


Emphasize that document SharePoint Portal Server uses document folders to establish security and to
folders are created for apply departmental policies that are implemented as approval processes.
SharePoint Portal Server
authors, the users who will Determining Document Level Security and Approval Policies
be creating documents. To determine which document level security and approval policies to configure
for the workspace, consider that the document level security requirements and
approval policies for a group of documents can be linked to either the
organization units or authors. These organization units or authors are
responsible for creating and maintaining the documents. Document folders and
the folder hierarchy are used mainly by authors.

Open the Web folders view Creating a Document Folder Hierarchy


of the workspace and show
the student the folder One approach for creating the document folder hierarchy is to begin with a
structure that was folder hierarchy that matches your organizational hierarchy, and then expand on
developed for this course. this basic structure. By including one standard and at least two enhanced
document folders for each organizational unit represented in your document
folder hierarchy, you ensure that each of the document publishing scenarios
(adding documents to standard folders and publishing documents in enhanced
folders) is accounted for.
6 Module 3: Configuring the Workspace

# Creating and Configuring a Category


Topic Objective
To outline this topic.
Lead-in
Categories provide a flexible
! Creating a Category
way to both describe and ! Configuring a Category
locate documents.

If necessary, to help Categories provide a central, manageable taxonomy of terms that enable
students who are not coordinators to group documents that share similar characteristics or content
familiar with the term within the workspace. In this way, categories provide a flexible way to both
taxonomy, explain that describe and locate documents. Although categories are not required to find
categories are used to documents in the workspace, they are valuable for locating groups of
group documents together documents that are related to a specific topic. Categories appear as hierarchical
when they can be classified
views that are exposed in both the Web folders view of the workspace and on
into the same “family” due to
similar characteristics or
the dashboard site. To help your users find groups of similar documents, you
content. can create and configure categories that will be used by readers when they do
not have a specific document in mind. This topic describes how to create and
configure categories.
Module 3: Configuring the Workspace 7

Creating a Category
Topic Objective
To outline the permissions
and tasks associated with ! Using the File Menu File
creating a category.
New
Lead-in Categories
You can create a category
by using the File menu or by ! Using the Shortcut Menu
using the shortcut menu.

Right-click workspace
window background

New
Categories

Only coordinators at the workspace level can create a new category. To create a
new category, use the Web folders view of the workspace. There are two ways
to create a category in the Web folders view: you can use the File menu or you
can use the shortcut menu.
Open the Categories folder
and demonstrate how to Using the File Menu to Create a Category
create a new category by To create a new category by using the File menu:
using the File menu and the
shortcut menu (right-click). 1. Open the Web folders view of the workspace.
The new category must be 2. Navigate to the desired category level.
added to the workspace
index, which takes several 3. Click File, point to New, and then click Category.
seconds. When you give the
category a new name, the
new name is added to the
Using the Shortcut Menu to Create a Category
workspace index. To create a new category by using the shortcut menu:
1. Open the Web folders view of the workspace.
2. Navigate to the desired category level.
3. Right-click the window background, point to New, and then click Category.

Note After you create a category, SharePoint Portal Server updates the
workspace index to include the new category. Updating the workspace index
enables a document author (and coordinators at the workspace level) to assign
the new category to a document. After documents have been associated with a
category, readers can use the category to find documents by browsing the
categories that are displayed on the dashboard site.
8 Module 3: Configuring the Workspace

Uniquely Identifying a Category


A category must be uniquely identifiable in a workspace. In SharePoint Portal
Server, a path identifies a category. The path corresponds to the URL of the
category in the workspace. For example, the URL of a category named “sql”
under a top level category named “products” is:
http://myserver/SharePoint Portal Server/myworkspace/categories/products/sql
This category is identified on publishing forms and in a category query by the
category path “:products:sql”. If the name of the category is changed, the
category will contain the same documents that it did before it was renamed. The
rename operation initiates a process that reassigns all the documents with the
new category name.

Note For information about programmatically creating categories and


managing additional workspace components, see Appendix A, “Developing
with SharePoint Portal Server,” in Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.
Module 3: Configuring the Workspace 9

Configuring a Category
Topic Objective
To outline the process of
configuring a category.
Lead-in
Use the Properties page of
a category to establish the
description, keywords,
associated picture, and
contact information for the
category.

The Properties page of a category is used to establish the description,


keywords, associated picture, and contact information for the category.

At this point you should


consider demonstrating the Configuring Category Descriptions
process of creating a new Category Descriptions provide users with helpful information about each
category, opening the category so that users can decide if a specific category is appropriate to use. Use
Properties page, and the Description: box on the General tab to configure descriptions for a
assigning properties to the category.
category.

Configuring Category Keywords


Category Keywords help users who are searching a dashboard site to find
categories. Use the Add or select keywords: box on the General tab to
configure keywords for a category.

Configuring a Category Picture


You can use category pictures to help users to understand what the category
contains. You can provide a URL where SharePoint Portal Server can access an
image to associate with the category in the workspace and on the dashboard
site. Use the URL of category picture: box on the General tab to configure
images for a category.

Configuring Category Contact Information


Category Contact Information provides a name and an e-mail address for users
to contact if they need information about or have problems with a category. Use
the Category contact name: and the Category contact e-mail address: boxes
on the General tab to configure contact information for a category.
10 Module 3: Configuring the Workspace

# Creating a Document Profile and Document Profile


Property
Topic Objective
To outline this topic.
Lead-in ! Using Metadata in a Document Profile
Every document in the
workspace is assigned a ! Creating a Document Profile
document profile. To create
a document profile, use the ! Creating a Document Profile Property
Add Document Profile
Wizard. ! Types of Document Profile Properties
! Editing a Document Profile Property

In many organizations, users cannot consistently locate documents containing


similar subject matter. This is especially true if the words that the user chooses
for a search query are not found in the body of the document.
SharePoint Portal Server uses metadata to organize the content of the
workspace. Every document in the workspace is assigned a document profile
that contains descriptive metadata. As a coordinator, you can use the Add
Document Profile Wizard to create a document profile. You can use default
document profile properties included in the base document, or you can create
custom document profile properties.
Module 3: Configuring the Workspace 11

Using Metadata in a Document Profile


Topic Objective
To explain the relationship
Management
between metadata and a
document profile, and to
describe how a document Document Document profile
Metadata
profile enhances the Profiles
Title property
property value
value
document search process.
Lead-in Author
In SharePoint Portal Server, Keywords
the term metadata refers to
the pairing of a property with Description
a value assigned to that
property.

In SharePoint Portal Server, the term metadata refers to the properties of a


document and the values that are associated with those properties. For example,
you can create a custom property named City and associate a number of values
with this property, such as New York and Tokyo.

Demonstrate a quick search


by using a document profile Integrating Metadata with SharePoint Portal Server
property. To help integrate metadata with SharePoint Portal Server, every document in
the workspace is assigned a document profile. Document profiles consist of
words, phrases, or document profile properties that may or may not appear in
the body of the document, such as the document author. Document profiles and
document profile properties enhance the search process by supplying search
queries with values that are not in the body of a document. Document profiles
are created and stored in the Document Profiles folder, which is a subfolder of
the Management folder.
Most organizations have
existing document metadata Integrating Existing Metadata with SharePoint Portal
when SharePoint Portal Server
Server is installed. For any
students who are familiar
Document metadata is stored in many different locations in Microsoft products.
with Site Server, point out Because SharePoint Portal Server is an application that integrates with
that in Site Server 3, the Microsoft Office applications, it uses both document properties and SharePoint
metatag is supported in Portal Server properties.
HTML documents (<META
name=”PropertyName” Properties are generally stored in one of the following two locations:
value=”Property Value”>).
!" Document properties that are set in an Office application (by clicking
However, SharePoint Portal
Server does not promote
Properties on the File menu) are stored in the document itself in OLE
these properties from within storage.
HTML docs. !" SharePoint Portal Server properties, set on profile forms, are stored as
additional columns on the document row in the Microsoft Web Storage
System.
12 Module 3: Configuring the Workspace

Using Property Promotion and Demotion


Demonstrate property The goal of property promotion and demotion is to synchronize existing
promotion and demotion. document properties with SharePoint Portal Server properties. Promotion and
Create a new document in demotion from other property sets, such as Hypertext Markup Language
Microsoft Word and set the (HTML) metatags, is not supported.
Author property. Use the
File menu to save the Property promotion and demotion will occur only if the document supports
document to an enhanced IpropertySetStorage, the Component Object Model (COM) storage object
folder in the workspace. Use interface. All Office 2000, Office XP, and SharePoint Portal Server documents
the File menu to check in save their properties in a way that enables them to be accessible using this
the document. Open the interface. Only Office formats are supported—promotion and demotion will not
Web folders view of the occur for .htm or .txt files.
workspace to view and then
change the document's The following table lists various promotion and demotion scenarios and their
Author property (right-click consequences.
the document, and then
click Properties). The Word If you … The result is …
property was promoted to
SharePoint Portal Server. Set an Office property, such as The property value automatically appears on
Check in the document. Use Author, on a document in Microsoft the profile form if there is a property of the
Word to show that the Word same name on the form. This occurs when a
Author property set in document is saved to a standard folder or when
SharePoint Portal Server it is checked into an enhanced folder.
has been demoted to the
Office application. Change the Author value on the The next time you view Office properties, the
profile form new Author value is reflected.
Check out a document and change The new Author value is promoted to the
the Author value in Office properties profile form the next time you check in the
document.
Move a document from one All the Office properties are included with the
workspace to another document and will appear in Office properties
when opened by using Word from the new
workspace.
Use a script to set an Office property The next time the document is opened, the
on a document in the SharePoint Properties page that is displayed by Office
Portal Server Web Storage System reflects the changes. For example, if you
programmatically set the Author of all
SharePoint Portal Server properties to
“SharePoint Portal Server PM,” this change
will be reflected in the Office Author property.
Create a custom Office property, and The property value will be promoted and
there is a SharePoint Portal Server demoted between Office properties and the
property of the same name profile form.
Create a shortcut and add it to the The target of the shortcut is promoted to the
workspace link property in the SharePoint Portal Server
Web Storage System.
Set metadata information on a If the metadata is lost at some later date,
document in a standard folder by because the user accesses and saves the
using a profile form document by using Installable File System
(IFS), the user can easily recover all of the
information by simply opening the document
profile form through Web folders. This causes
all of the original values to be promoted from
within the document.
Module 3: Configuring the Workspace 13

Limitations
The only user-defined Office custom properties that are supported are Type,
Number, Date, and Text. Yes/No properties are not promoted or demoted. The
only multi-valued property that is supported is Keywords. Multi-valued custom
properties are not supported because Office does not support multi-valued
custom properties.

Note The Comments property in Office is promoted to the Description


property in SharePoint Portal Server, and vice versa.
14 Module 3: Configuring the Workspace

Creating a Document Profile


Topic Objective
To present the procedure for
creating a document profile, Add Document
Profile Wizard Document profile
which enables users to
assign metadata to a Title
document.
Author
Lead-in
As the coordinator at the Keywords
workspace level, you can Description
create document profiles
and document profile
properties by using the Add
Document Profile Wizard.

Coordinator

As the coordinator at the workspace level, you can create document profiles and
document profile properties by using the Add Document Profile Wizard. All
document profile properties are displayed as check boxes on the Select
Properties page of the Add Document Profile Wizard. These properties are
displayed as fields on the document profile form. When they check in their
documents, authors use the fields on the profile form to enter descriptive
metadata about their documents, such as the author name, keywords, and
categories.
When you start the Add Document Profile Wizard, you can choose any existing
document profile as a template for a new document profile. By default, the Base
Document profile is supplied as the template document profile. The Base
Document profile contains four system properties (included by default with
SharePoint Portal Server) that are applicable to all documents: Title, Author,
Keywords, and Description. Depending on the needs of your organization, you
can choose additional system properties from the defined list, or you can create
your own custom document profile properties, such as Customer Satisfaction.
To override the properties that are supplied with the document profile that is
being used as a template, clear the appropriate check box.

Demonstrate this procedure Creating a Document Profile


during the lecture.
To create a document profile:
1. Open My Network Places, and then connect to your workspace.
2. Open the Management folder.
3. Open the Document Profiles folder, and then double-click Add Document
Profile.
4. On the Welcome page, click Next.
Module 3: Configuring the Workspace 15

5. On the Document Profile page, enter a name for the new profile, select a
document profile to be used as a template for the new profile, and then click
Next.

Note The profile name must be unique and cannot contain the following
characters: \ ? # * < > % / | “ ~

6. On the Select the properties page, select the document profile properties
that you want to include in your new profile by selecting the check boxes
next to the property names. To create a new document profile property,
click New, or to modify an existing property, click Edit on this page. After
you are satisfied with the properties that are selected, click Next.

Note By selecting the Categories property, you enable users to associate


category properties with their documents.

7. On the Configure the property order page, you can arrange the order in
which the properties will appear to authors when they check in a document,
click Next.
8. On the Completing the Create Document Profile Wizard page, click
Finish.

Deleting a Document Profile


To delete a document profile:
1. Open My Network Places, and then open the Management folder.
2. In the Management folder, open the Document Profiles subfolder.
3. Right-click the document profile that you want to delete, and then click
Delete.
4. Click Yes.

That document profile is now deleted.


16 Module 3: Configuring the Workspace

Creating a Document Profile Property


Topic Objective
To present the procedure for You must be a coordinator at the workspace level
creating a document profile
property.
Properties are schema and are scoped
Lead-in to the workspace
To create custom document
profile properties you must
be a coordinator at the You can change existing properties
workspace level.

Property names cannot


exceed 255 bytes in length

Coordinator
Workspace

The properties that you Before you create a custom document profile property, consider the following:
create become common, or
shared, so that you can !" You must be a coordinator at the workspace level to create a customized
select them from the document profile property.
available document profile !" Document profile properties are part of the SharePoint Portal Server schema
properties list just as you
and are scoped to the workspace level. This means that when you create or
select a SharePoint Portal
Server system property. Tell
edit a document profile you can choose from among all the document
students that information profile properties that have been created in that particular workspace
about how document because they are shared at the workspace level. If you have more than one
profiles and profile workspace on your server, you must duplicate the profile for each individual
properties are related to the workspace.
SharePoint Portal Server
!" At any time, you can rename an existing document profile property and
schema is included in
Appendix A, “Developing change whether the property is required.
with SharePoint Portal !" Property names cannot exceed 255 bytes in length and observe the same
Server,” on the Student character restrictions as document profile names.
Materials compact disc.
After you create a new property, you can add it to any new or existing
document profile. Likewise, if you change the attributes of a property, the
changes that you make will affect how the property appears on all document
profile forms.
Module 3: Configuring the Workspace 17

To create a custom document profile property:


1. Open My Network Places, and then open the Management folder.
2. In the Management folder, open the Document Profiles subfolder.
3. Right-click the document profile that will include the new document profile
property, and then click Properties.
4. On the Properties tab, click Select Properties.
5. Click New, and then, in the Field name box, type a unique name for the
new property.
6. Select the type of property that you want to create (Text, Number, List,
Multivalue List, Comment box, or Date).
• If you create a List or Multivalue List property, click Values to specify
the values for the list. These values will apply to this property in all
document profiles.
• If you want to allow users to enter values that are not included in the list,
select the Allow users to enter values not in the list check box. The
values that users enter in this case will appear only in the individual
document profile that the user works with.
• If you want to require that the property is used, select the Require users
to enter a value for this property check box.
7. Click OK twice.

The document profile is now modified to include the new document profile
property.
18 Module 3: Configuring the Workspace

Types of Document Profile Properties


Topic Objective
To outline the process of Property Type Description
using field options.
Provides users with a text entry field that
Text
Lead-in holds up to 55 characters on a single line
When you create a
document profile property, Number Provides users with a numeric entry field
you must specify the type of
property it is and whether it Provides users with a list of possible values,
List from which they can select a single value
is a required property for a
document.
Multivalue Allows users to select multiple values

Date Provides users with a date entry field

Provides users with a text entry field that will


Comment
hold up to 255 characters using a multiline
box
format

When you create a document profile property, you must specify the property
type and whether it is a required property for a document. If it is required, to
check in the document the author must enter a value on the document profile
form.

Types of Properties
The following table lists and describes the six types of properties.
Property type Description

Text Provides users with a text entry field that holds up to 55


characters on a single line.
Number Provides users with a numeric entry field.
List Provides users with a list of possible values, from which they
can select a single value.
Multivalue List Allows users to select multiple values.
Date Provides users with a date entry field.
Comment box Provides users with a text entry field that will hold up to 255
characters using a multiline format.

Note The profile form user interface does not allow users to enter text in a
numeric field. Comment boxes, however, allow users to enter free-form text.
Module 3: Configuring the Workspace 19

List Properties and Dictionaries


Demonstrate the creation of List and Multivalue List property types are unique because they include a list of
a list property and define possible values for a property, referred to as a dictionary. When users enter
two or three list values. information on a profile form, they are presented with the dictionary. By
limiting the user’s selections to those in the list, you control the quality of
metadata that you collect, which enables you to provide the user with values
that are relevant to the organization. The list also eliminates typing errors that
hinder search functionality.
To define the dictionary for a list property, click Edit values when you create
the property. You can also modify the dictionary later by editing the property.
By default, the setting that allows users to select multiple values on the profile
form is enabled, but it can be disabled. You can also configure list properties to
allow users to add values to the dictionary. This is disabled by default, because
you lose the benefit of eliminating typing errors this way.
20 Module 3: Configuring the Workspace

Editing a Document Profile Property


MyCustomDocumentProfile Properties
Topic Objective
General Properties
To present the procedures
for editing and deleting a The properties listed below apply to document associated
with this profile
document profile property.
Properties:
Lead-in Name Type Required
Author (System) Text No
Use the Properties tab on
Title (System) Text No
the Properties page to Categories (System) List No
modify a document profile Description (System) Comment box No
Keywords (System) List No
property. Any changes you
make to a document profile
property will affect the use
of that document profile
across the entire
workspace.
Edit… Select Properties…

OK Cancel Apply

Because document profile properties are common to the entire workspace, any
changes that you make to a document profile property will affect the use of that
document profile across the entire workspace. If you delete a document profile
property, it will be removed from the workspace, and it is removed from all
existing document profiles. Documents that were classified by using that
document profile are reclassified by using the default document profile for the
folder in which they are stored.

Editing a Document Profile Property


To edit a document profile property:
1. Open My Network Places, and then open the Management folder.
2. In the Management folder, open the Document Profiles subfolder.
3. Right-click the document profile on which you want to work, and then click
Properties.
4. On the Properties tab, in the Properties list, click the property that you
want to edit, and then click Edit.
• To edit the document profile description, make the necessary changes in
the Description box.
• To edit values for a list property, click Edit Values, and then make the
necessary changes.
5. Click OK twice.

The document profile property is now modified to include your changes.


Module 3: Configuring the Workspace 21

Deleting a Document Profile Property


To delete a document profile property:
1. Open My Network Places, and then open the Management folder.
2. In the Management folder, open the Document Profiles subfolder.
3. Right-click the document profile that you want to work with, and then click
Properties.
4. On the Properties tab, click Select Properties.
5. Select the property that you want to delete, and then click Delete.
6. Click Yes, and then click OK.

The property that you selected no longer appears on the document profile form
and it is not available to any other document profiles in the workspace.

Note If you remove a property from a document profile, all previous versions
of documents that used that profile incorporate the change. This means that
users are no longer able to view that property on a profile form in a version
history.
22 Module 3: Configuring the Workspace

# Creating Document Folders and Modifying Folder


Properties
Topic Objective
To outline this topic.
Lead-in ! Folder Property Inheritance and Name Restrictions
You can create standard
and enhanced folders and ! Creating a Document Folder
modify folder properties.
! Modifying Folder Properties

Creating a useable workspace involves not only creating document folders and
modifying folder properties but also understanding how folder properties are
inherited between folders and folder name restrictions.
Module 3: Configuring the Workspace 23

Folder Property Inheritance and Name Restrictions


Topic Objective
To explain how property ! Folder Property Inheritance
settings are inherited
between folders and to $ All folders inherit the folder type and
describe the restrictions that folder settings of the parent folder
apply to folder names.
! Viewing the Folder Type
Lead-in
When you create a new $ Use the Web folders view
folder or copy an existing
folder, remember that all $ Use the Dashboard site
folders inherit the folder
settings of their parent ! Folder Name Restrictions
folder.
$ Cannot contain the following characters:
:\?#*<>/“{}~^

Before you create a new document folder or subfolder, you must understand
how folder properties are inherited between folders, and you must understand
folder name restrictions.

Folder Property Inheritance


All folders inherit folder settings, folder policies, and roles from their parent
folder unless otherwise specified. The Documents folder in the workspace is
enhanced by default. When you create a new folder in the Documents folder, it
inherits this setting. Folder inheritance also occurs when you drag a folder from
your computer to the workspace. The folder you drag into the workspace
inherits the folder settings of the new parent folder. For example, if the new
parent folder is a standard folder, the folder that you drag into the workspace
automatically becomes a standard folder. To break the folder setting
inheritance, create a new folder in the workspace and enable or disable the
folder setting inheritance before moving documents into the new folder.

As a Coordinator
As a coordinator of a folder, you can apply specific profiles to a folder and to
individual documents when you add them to the workspace for the first time.
After you configure your workspace or folder, authors can also apply profiles to
their documents when they add them to the workspace.
24 Module 3: Configuring the Workspace

As an Author
An author can create a new document folder, but the author cannot change the
roles or the approval policy on these new folders, only a coordinator can make
these changes.

Note By default, the workspace includes an enhanced document folder at the


top level. For this reason, new folders created under this folder are also
enhanced folders by default. Therefore, if you copy a folder to a parent folder
that is configured as an enhanced folder, the copied folder becomes an
enhanced folder.

The following lists some important information regarding subfolders:


!" Subfolders inherit properties from the parent folder.
A subfolder, whether a new folder that you created or an existing folder that
you dragged from your computer to the workspace, automatically inherits
properties from its parent folder. For example, if the target (parent) folder is
an enhanced folder, the new or imported folder will be an enhanced folder.
If the target folder is a standard folder, the new or imported folder will be a
standard folder.
!" Subfolders inherit role settings from the parent folder or are configured
separately.
When you create a subfolder, it either inherits role settings from its parent
folder or is configured separately. If the Inherit settings from the parent
folder check box is selected (selected is the default), the subfolder will
inherit role settings from the parent folder. If roles are inherited from the
parent folder, they will change dynamically when roles on the parent folder
change.
!" Subfolder settings and folder properties can be changed.
Use the Web folders view of the workspace to change the settings on the
Properties page of the folder. To change the folder type (standard or
enhanced), the folder must be empty. For example, if you have an enhanced
folder that you want to change to be a standard folder, you must remove all
of the files from the enhanced folder before clearing the enable enhanced
folder settings check box on the Properties page. You cannot change folder
properties from the dashboard site.
!" Approval process settings are inherited from the parent folder only when the
subfolder is first created. If the approval process of a parent folder changes,
the approval processes associated with any existing subfolders do not
change.

Viewing the Folder Type


Both the Web folders view of the workspace and the dashboard site display a
description of the folder type. When the Enable Web content in folders option
is enabled (in Microsoft Windows® Explorer, on the Tools menu, click Folder
Options), “Versioning enabled” is displayed on the left side of the window of
an enhanced folder and “Versioning disabled” is displayed in a standard folder
window. These descriptions are also visible to users when they browse the
document folders in the dashboard site.
Module 3: Configuring the Workspace 25

Folder Name Restrictions


The names of folders and files that are stored in the workspace cannot contain
the following characters:
:\?#*<>/|“{}~^
Although there is no explicit limit to the number of characters in a folder name,
the length of the URL pointing to the document (that is, the full path including
the workspace name) is limited to 2048 UTF8 canonical form characters. This
means that when the user is using a Unicode-based character set other than
English, the limitation is only 133 characters.
26 Module 3: Configuring the Workspace

Creating a Document Folder


Topic Objective
To present the procedures In the workspace, select the location for the new folder
for creating standard and
enhanced folders. On the File menu, click New, and then, in the list click Folder
Lead-in
In this topic you will learn Type a unique name for the new folder
how to create standard and
enhanced folders. Right-click the new folder, and then click Properties

On the properties page, click the General tab


$ Clear the Enable Enhanced Folders check box to create a
standard folder
$ Select the Enable Enhanced Folders check box to create an
enhanced folder

Click OK

Coordinators at the workspace level typically create the document folder


structure. Authors are also allowed to create folders, but they cannot modify the
default security settings that are inherited from the parent folder. Only
coordinators can set security.

Remind students that if they To create a folder, use either the Web folders view of the workspace or the
create folders from the dashboard site.
dashboard site, they will not
be able to set folder
properties or change the
Note Do not create a folder by using the M: drive mapped to the IFS Manager
folder type. because no mechanism is provided for specifying the folder type, for
configuring document management features, or for setting role-based security.
If a folder was created by using the M: drive, delete the folder and recreate it by
using the supported interface.

Creating a Standard Folder


To create a standard folder:
1. In the workspace, select the location for the new folder.
To add a subfolder to a folder, you must open the folder that will be the
parent folder.
2. On the File menu, click New, and then, in the list click Folder.

Note The Management, Categories, and Portal folders cannot have


subfolders.

3. Type a unique name for the new folder.


4. Right-click the new folder, and then click Properties.
5. On the Properties page, on the General tab, make sure that the Enable
Enhanced Folders check box is cleared, and then click OK.
Module 3: Configuring the Workspace 27

Creating an Enhanced Folder


To create an enhanced folder, follow steps 1 through 4 in the procedure for
creating a standard folder, then:
• On the Properties page, on the General tab, select the Enable Enhanced
Folders check box, and then click OK.

After you enable the enhanced folder settings, to edit a document, you must
check it out and then check it back in after the work is completed. Each check-
in creates a new version in the document history. To publish a document in an
enhanced folder, use the Publish command.
28 Module 3: Configuring the Workspace

Modifying Folder Properties


Enhanced
Web FolderWeb
Enhanced
Enhanced
Enhanced Web Folder
Folder Properties
Folder
Properties
Web
Web Folder Properties
Properties
Properties
Topic Objective
General
General
General Security
Security
General Security Profiles
Profiles
Security Profiles Approval
Approval
Profiles Approval
To present the tabs on the Approval
Select the profiles that can be applied to documents
publishing in
folder Properties page that Documents
Use must
parent folder's
Enhanced
Enhanced Web
this folders.
besecurity
approved
Web Folder
Folder
before
settings
are used to configure folder Approvers:
User or Group
Available document
Approver Name profiles: Approver
properties. User or Group
Address: Role E-mail
http://glasgow/AdvWorksWorkspace
Add…
Address: http://glasgow/AdvWorksWorkspace
Announcement
Everyone
/Documents/EnhancedReader
/Documents/Enhanced Remove…
Lead-in Base Document (KM…
Administrator
Size:News Item0 0 bytes
bytes (0
(0 bytes)
bytes)
Coordinator
Size:
To modify folder properties, Web Link
Contains:
Contains: 0 Files,
0 Files, 0
0 Folders
Folders
use the tabs on the folder
Add… Remove… Set E-mail…
Properties page. Created:
Created: Monday,
Monday, October
October 30,
30, 2000,
2000, 1:20:30
1:20:30 PM
PM
Route to approvers
Modified:
Modified: Monday, October
Monday, October 30,
30, 2000,
2000, 1:20:34
1:20:34 PM
PM
One after another
Profile description
Enable enhanced
All atenhanced
Enable once folders. Enhanced
folders. Enhanced folders
folders support
support
Portal Announcement
document versions, check-in
check-in and
and check
check out,
out, and
and
Role:
document versions,
All approve
document publishing.
document publishing.
Role Description:
Comments for approval
Use the following profile bye-mail:
default for documents in
this folder:
Base Document
Reset all subfolders to use these security settings

OK
OK
OK
OK Cancel
Cancel
Cancel
Cancel Apply
Apply
Apply
Apply

As the coordinator at the folder level, you can modify folder properties by using
the tabs on the Properties page of a document folder.

The icon on the bottom left To access the Properties page of a document folder, in My Network Places,
corner of the slide indicates right-click the folder that you want to configure, and then click Properties. To
that this slide consists of a display the property that you want to edit, select one of the tabs in the following
sequence of slides. Click to table.
display each slide (which
shows each tab of the Tab Description
Properties page).
General Use this tab to enable or disable enhanced folder settings and to view the
general properties of the folder.
Security Use this tab to add and remove folder users, to assign folder users with
roles, and to configure folder security inheritance settings.
Profiles Use this tab to select the document profiles to associate with the folder
(standard folders allow all document profile types) and to select the
default profile to apply to all documents you place in the folder that have
no profile assigned to them.
Approval Use this tab only with enhanced folders to add and remove approvers, to
select the approval process routing path, and to provide comments for the
e-mail message that is sent to approvers to notify them that a document is
awaiting their approval.

Note You cannot enable or disable enhanced folder settings for a folder that
contains documents. If you want to change this setting, you must do it before
populating the folder with documents, or you must remove all documents from
the folder before changing this property.
Module 3: Configuring the Workspace 29

Interaction of Categories, Document Profiles, and


Document Folders
Topic Objective
To outline the relationships A category is a type of property for
between categories, use in document profiles
document profiles, and
document folders in the
Documents Properties
Document profiles are attached
workspace. to document folders using the
Properites page of the folder
Lead-in
Categories, document
profiles and document A document folder can be
folders each stand alone in tagged with more than one
the workspace, but they also document profile
are related.
A single document profile can be
attached to several different
document folders

When you create your initial workspace structure, you can create document
profiles, document folders, and categories in any order. However, it is
important to understand how these three components of the workspace are
related.

Demonstrate the Document profiles, document folders, and categories are related as follows:
relationship between
categories, document !" Categories can be selected as a document profile property for a document
profiles, and document profile.
folders by creating a !" A document profile is attached to a document folder by using the
diagram on the white board
Properties page of the folder.
or flipchart that illustrates
the bulleted points. !" Several document profiles can be associated with a single document folder.
!" A single document profile can be associated with several different document
folders.
If a document folder includes only one document profile, and that profile
does not include categories as one of the specified profile properties, none
of the documents in the folder can be associated with a category.
30 Module 3: Configuring the Workspace

Lab A: Organizing Documents


Topic Objective
To introduce the lab.
Lead-in
In this lab, you will organize
documents.

Objectives
After completing this lab, you will be able to:
!" Create a category by using the Web folders view of the workspace.
!" Create a document profile and profile properties by using the Add
Document Profile Wizard.
!" Edit a document profile and create profile properties by using the Web
folders view of the workspace.
!" Create an enhanced document folder by using the Web folders view of the
workspace.

Lab Setup
To complete this lab, you need the following:
!" You must use either SharePoint Portal Administration or the Workspace
Settings Wizard to assign Judy Lew as a coordinator at the workspace level.
!" You must initialize Internet Explorer for Judy Lew (JudyLe).
!" You must use the Internet Options command on the Internet Explorer
Tools menu to change the home page for Judy Lew (JudyLe) so that it
displays the SharePoint Portal Server dashboard site that is being used for
this lab (http://your_server_name/AdvWorksWorkspace).
Module 3: Configuring the Workspace 31

Scenario
You are Judy Lew, the coordinator for the AdvWorksWorkspace workspace. As
the coordinator of the workspace, you are responsible for creating and
maintaining the workspace categories, document profiles, and document folders
that will be used to manage the workspace documents. You have created a
category structure that reflects the old document folder hierarchy that
Adventure Works used before deploying SharePoint Portal Server, and you
have created a new folder hierarchy that is based on the company's
organizational structure. By basing the category hierarchy on the old folder
structure, you have made it easier for readers to transition to the new SharePoint
Portal Server interface.
Now that readers and authors are using SharePoint Portal Server to access,
store, and manage their documents, you are beginning to receive requests for
changes and updates that only a coordinator can implement. During the
exercises in this lab, you will be processing requests that come to you from
various sources within Adventure Works.

Estimated time to complete this lab: 30 minutes


32 Module 3: Configuring the Workspace

Exercise 1
Creating a Category Hierarchy
In this exercise, you will:
!" Create categories manually by using the Web folders view of the
workspace.
!" Use the Properties page of a workspace category to establish a category
description and the category contact information.

Scenario
You are Judy Lew, the coordinator for the AdvWorksWorkspace workspace.
Kim Yoshida, the Vice President in charge of Product Development, has heard
about your work with SharePoint Portal Server and has suggested a few new
categories that she would like to see implemented so that people in Product
Development can find morale event notices more easily.
You will use My Network Places to open a Web folders view of the workspace
and create the required categories. Because readers will use the new categories
to browse for documents, you will use the old document folder hierarchy that
your users are familiar with, as shown in the following table.
New category name Old document folder New document folder

Human Resources\ Human Resources\ Human Resources\


Morale\ Morale\ Morale\
Onsite Activities Onsite Activities Versioned documents
Recurring Events Recurring Events Versioned documents

!"
To log on as Judy Lew, the coordinator at the workspace level
1. In the Welcome to Windows dialog box, press CTRL+ALT+DEL.
2. In the User name box, type JudyLe
3. In the Password box, type password and then click OK.

!"
To open a Web folders view of the workspace
1. If you have already created a shortcut to the workspace on your desktop,
double-click the AdvWorksWorkspace on your_server_name shortcut to
open a Web folders view of the workspace, and then continue with step 1 of
the next procedure, To create new categories by using My Network Places.
2. On the Windows desktop, double-click My Network Places.
3. In the My Network Places window, double-click Add Network Place.
4. In the Add Network Place Wizard dialog box, in the Type the location of
the Network Place box, type
http://your_server_name/AdvWorksWorkspace
5. Click Next, and then, to add AdvWorksWorkspace on your_server_name
as a new Network Place, click Finish.
6. In the My Network Places window, right-click the AdvWorksWorkspace
on your_server_name icon, and then, while holding down the right mouse
button, drag and drop it on your desktop.
Module 3: Configuring the Workspace 33

7. To specify that you want to create a shortcut to AdvWorksWorkspace on


your_server_name, release the right mouse button, and then click Create
Shortcut Here.
8. Close the My Network Places window, and then maximize the
AdvWorksWorkspace on your_server_name window.

!"
To create new categories by using My Network Places
1. In the Web folders view, open the top-level category by double-clicking
Categories.
You can also create a new 2. Right-click in the window background, and then, on the shortcut menu,
category using the File point to New, and then click Category.
menu as follows: Click File,
point to New, and then click
3. Name the new category by typing Human Resources and then pressing
Category. ENTER.
Wait for SharePoint Portal Server to finish adding the new category to the
index, which takes several seconds. Human Resources will be displayed
after the index has been updated.
Remind the class that 4. Open the Human Resources category by double-clicking Human
categories can be created Resources.
programmatically. This is
especially helpful when
5. Right-click in the window background, and then, on the shortcut menu,
there are ten or more point to New, and then click Category.
categories that must be 6. Name the new category by typing Morale and then pressing ENTER.
created on one or more
workspaces. 7. Open the Morale category by double-clicking Morale.
8. Right-click in the window background, and then, on the shortcut menu,
point to New, and then click Category.
9. Name the new category by typing Recurring Events and then pressing
ENTER.
10. Right-click in the window background, and then, on the shortcut menu,
point to New, and then click Category.
11. To name the new category, type Onsite Activities and then press ENTER.

!"
To modify the properties of the Onsite Activities category
1. Right-click Onsite Activities, and then, on the shortcut menu, click
Properties.
2. In the Description box, type This category enables readers to find
documents that describe the morale events occurring here at the
Adventure Works main office
3. In the Add or select keywords box, type morale events and then press
ENTER.
4. Repeat step 3 to enter the following category keywords; parties,
celebrations, and group functions.
5. Close the Add or select keywords box by clicking the down-arrow in the
box.
6. In the Category contact name box, type Judy Lew
34 Module 3: Configuring the Workspace

7. In the Category contact e-mail address box, type


JudyLe@AdvWorks.msft
8. Save your new property settings by clicking OK.

!"
To examine the new category hierarchy that you created
Notice that the Onsite 1. On the Windows desktop, double-click Internet Explorer.
Activities and Recurring
2. On the digital dashboard navigation bar, click Categories.
Events categories are now
displayed. After creating 3. Display the Onsite Activities category by clicking Morale and then clicking
categories, you would Onsite Activities.
normally add documents to
the workspace and then 4. Quit Internet Explorer.
assign appropriate
categories to them, or !"
To send the Category Contact an e-mail message
assign the new category to
existing documents using 1. To the right of Contact, click Judy Lew.
the document properties 2. If necessary, use the Outlook Wizard to configure Outlook 2000 for the first
dialog box. use.
3. Send an e-mail message requesting a change.
Module 3: Configuring the Workspace 35

Exercise 2
Creating a Custom Document Profile
In this exercise, you will manually create a document profile by using the Web
folders view of the workspace.

Scenario
When SharePoint Portal Server was initially deployed, readers were delighted
by the amount of metadata that was associated with the documents in the
workspace. Recently, however, workspace authors have been getting requests
(from the marketing side of Adventure Works) for metadata that relates to the
actual product. A committee was established (made up of workspace authors,
readers, and you) to identify the most critical product metadata and to define
how to incorporate that metadata. The committee decided that a new document
profile and three new profile properties should be created. Workspace authors
could then use the new document profile to associate their documents with the
new metadata as applicable.
To accommodate this request you began creating the new profile properties. So
far you have created two of them, Product History and Product Importance. In
this exercise, you will create the new Adventure Works Product document
profile and the third profile property, Customer Satisfaction.

!"
To create a new document profile by using the Web folders view of the
workspace
When you create a new 1. In the Web folders view of the workspace window, click Up three times,
profile, the Base Document and then double-click Management.
profile is used as the default
document profile template.
2. In the Management folder, open the Document Profiles folder by double-
You can, however, create a clicking Document Profiles.
new profile that is based on 3. Double-click Add Document Profile.
any existing document
profile by selecting an 4. On the Welcome to the Add Document Profile Wizard page, click Next.
existing profile from the 5. On the Add Document profile page, in the Name box, type Adventure
Template list. Works Product and then click Next.
Categories is a standard 6. On the Select the properties page, select the Categories check box, scroll
property that SharePoint down the list, and then select the Product History and Product
Portal Server provides, but Importance check boxes.
Product History and Product
Importance are custom 7. On the Select the properties page, click New.
properties that are created 8. In the Create New Property dialog box, in the Field name box, type
for this lab. You will be Customer Satisfaction
creating your own custom
properties shortly. 9. In the Type box, click Multivalue List, and then click Values.
10. In the Values dialog box, in the Enter a new list value box, type Zero
defects reported and then click Add.
11. Add a value to the Values list by repeating step 10 using High
reject/return rate as the new list value.
12. In the Values dialog box, click OK.
36 Module 3: Configuring the Workspace

13. In the Create New Property dialog box, select the Require users to enter
a value for this property check box, and then click OK.
Notice that on the Configure 14. On the Select the properties page, click Next.
the property order page of
15. Click Next, and then click Finish.
the Add Document Profile
wizard, you can choose the
order in which the properties !"
To apply a profile to a document folder
will appear on the profile 1. Navigate back to the top level folder by clicking Up and then clicking Up
form by selecting a property,
again.
and then using the Move
arrows. 2. In the AdvWorksWorkspace on your_server_name window, double-click
Documents, double-click Product Development, and then double-click
Casual Clothes.
3. Display the properties of the Versioned Documents folder by right-clicking
Versioned Documents and then clicking Properties.
4. Display the Profile information for this folder by clicking Profiles.
5. Select the Adventure Works Product check box.
6. In the Use the following profile by default for documents in this folder
list, click Adventure Works Product, and then click OK.
Module 3: Configuring the Workspace 37

Exercise 3
Editing a Document Profile
In this exercise, you will use the Document Profiles folder to access and edit an
existing document profile property.

Scenario
You have received feedback on the Adventure Works Product document
profile. The Customer Satisfaction custom profile property requires an
additional property to be available when there is not enough information to
select either Zero defects reported or High reject/return rate. You have decided
to add another value, Insufficient data, to the list of values that are available to
the document authors.

!"
To open the Document Profiles folder
1. In the AdvWorksWorkspace on your_server_name window, open the top-
level Management folder by clicking Up, clicking Up again, clicking Up a
third time, and then double-clicking Management.
2. In the Management folder, open the Document Profiles subfolder by double-
clicking Document Profiles.

!"
To edit the Customer Satisfaction profile property
1. Right-click Adventure Works Product.
2. On the shortcut menu, click Properties.
3. On the Adventure Works Product Properties tab, click Select
Properties….
4. In the Properties list, click Customer Satisfaction, and then click Edit.
5. In the Attributes dialog box, click Edit Values.
6. In the Values dialog box, in the Enter a new list value box, type
Insufficient data and then click Add.
7. Click OK, and then, on the Attributes dialog box, click OK.
8. In the Select Properties dialog box, click OK.
9. Close the Adventure Works Product Properties page by clicking OK.
38 Module 3: Configuring the Workspace

Note Answer the following questions about document profiles and document
profile properties

1. Do you have to open the Properties page of a specific document profile in


order to edit a profile property? Why?
No. Since profile properties are common to a workspace, you can access
all of the profile properties defined within a single workspace from any
existing document profile. Simply click Select Properties on the
Properties page of any document profile.

2. Can you delete a profile property that is currently being referenced on more
than one document profile?
No. All the references to a profile property must be removed before the
profile property can be deleted.

3. If you delete a document profile, what happens to the documents that


reference it?
Documents already classified using that profile will be reclassified using
the default document profile for the folder in which they are stored. If
the selected profile is currently in use by a document folder, a warning
message will appear and the profile will not be deleted.
Module 3: Configuring the Workspace 39

Exercise 4
Creating Document Folders
Objectives
During this exercise, you will add enhanced document folders to the document
folder hierarchy.

Scenario
You have received an e-mail message from Jan Miksovski stating that the
Casual Clothing group would like to begin using three separate document
approval processes rather than just one. A different approval process will be
assigned depending on whether the document pertains to Men's, Women's, or
Children's clothing. She will be defining the new approval processes during the
next couple of weeks, but she would like you to create the folders now.
To accommodate her new approval processes, you will need to create two
additional enhanced folders under the Casual Clothes folder. To create a
SharePoint Portal Server Enhanced Web folder (enhanced document
folder) by using My Network Places
1. On the Standard Buttons toolbar, navigate to the top-level Documents
folder by clicking Up and then clicking Up again.
2. Open the Casual Clothes folder by double-clicking Documents, double-
clicking Product Development, and then double-clicking Casual Clothes.
Notice that new folders 3. On the File menu, point to New, and then click Folder.
inherit properties from their
4. Wait for the new Web folder to be created.
parent folder. The Potential
Product Development folder 5. Type Versioned with Approval 2 and then press ENTER.
is represented using the
enhanced folder icon and
6. Right-click Versioned with Approval 2.
Versioning Enabled is 7. On the shortcut menu, click Properties.
displayed in the Web folders
view. 8. Select the Enable enhanced folders check box, and then click OK.
9. On the File menu, point to New, and then click Folder.
10. Wait for the new Web folder to be created.
11. Type Versioned with Approval 3 and then press ENTER.
12. Right-click Versioned with Approval 3.
13. On the shortcut menu, click Properties.
14. Select the Enable enhanced folders check box, and then click OK.

Note For information about configuring an enhanced folder for approval, see
Module 5, “Publishing Documents,” in Course 2095A, Implementing
Microsoft® SharePoint™ Portal Server 2001.
40 Module 3: Configuring the Workspace

!"
To close the Web folders view of the workspace and log off
1. On the File menu, click Close.
2. Press CTRL+ALT+DEL.
3. Click Log Off, and then click Yes.

Note Answer the following questions about Standard and Enhanced Document
folders

1. What determines if a document folder will be standard or enhanced?


Folder property inheritance

2. How do you convert an enhanced document folder into a standard document


folder?
Open the Properties dialog box for the folder, on the General tab, clear
the Enable enhanced folders check box.

3. If you want to convert an enhanced folder that already contains documents


into a standard folder, what must you do?
You must remove the content from the folder before you can change the
folder type.
Module 3: Configuring the Workspace 41

Review
Topic Objective
To reinforce module
objectives by reviewing key
points. ! Planning a New Workspace
Lead-in ! Creating and Configuring a Category
The review questions cover
some of the key concepts ! Creating a Document Profile and Document Profile
taught in the module. Property
! Creating Documents Folders and Modifying Folder
Properties
! Interaction of Categories, Document Profiles, and
Document Folders

1. How is a category related to a document profile?


A category can be selected as a profile property to be included in a
document profile.

2. How is a category used, and who is the main user of a category?


Categories are used to organize files and sort them into groups.
Categories are mainly used by readers to browse for documents.

3. How is a document profile used and who is the main user of a profile?
Document profiles are used to associate metadata with a document.
Both authors and readers use document profiles. Authors use them to
supply descriptive metadata about their files. Readers use document
profiles to help them search for the documents that they are trying to
find.
42 Module 3: Configuring the Workspace

4. If you create a folder at the top level of the workspace (parallel with the
Documents folder) will it be an enhanced folder or a standard folder? What
if you create a subfolder beneath a standard folder?
When you create a document folder at the top-level of the workspace it
will be a standard folder. Also, folder property inheritance dictates that
when you create a folder beneath another folder it inherits its folder-
type property from the parent folder, so the answer to the second
question is that the folder will be a standard document folder.

5. Who creates document profiles and categories?


Coordinators.
Module 4: Adding
Documents to the
Workspace
Contents

Overview 1
Using, Configuring, and Administering
Document Versioning 2
Managing Content and Document Folders 11
Lab A: Adding Documents to the
Workspace 23
Review 33
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Module 4: Adding Documents to the Workspace iii

Instructor Notes
Presentation: This module provides students with the information necessary to manage
30 Minutes documents by using publishing verbs to check in, check out, and publish
documents; by using document versioning; and by using document profiling.
Lab:
30 Minutes After completing this module, students will be able to:
!" Administer document versioning in the workspace.
!" Populate document folders, and move and copy content between folders.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need the Microsoft® PowerPoint® file 2095a_04.ppt.

Preparation Tasks
To prepare for this module, you should:
!" Read all of the materials for this module.
!" Practice the recommended demonstrations.
!" Complete the lab.

Instructor Setup for a Lab


This section provides setup instructions that are required to prepare the
instructor computer or classroom configuration for a lab.

Lab A: Adding Documents to the Workspace


!"To prepare for the lab
• Review the scenarios that are used in the lab.
iv Module 4: Adding Documents to the Workspace

Module Strategy
Use the following strategy to present this module:
!" Using, Configuring, and Administering Document Versioning
Explain the function of document versioning, present the two-level
versioning model and explain how that model is implemented in Microsoft
SharePoint™ Portal Server 2001. Discuss document versioning in the
workspace, and describe the tasks that the coordinator at the workspace
level must perform to implement and administer document versioning in the
workspace, including viewing document versions, configuring version
pruning, and the principles of version numbering.
!" Managing Content and Document Folders
Demonstrate to students how to populate document folders by using a drag-
and-drop operation, by using a Microsoft Office application, and by using
the dashboard site. Discuss how to configure bulk operations, such as
Delete, Publish, Approve, Check out, and Edit profile. Present how to move
and copy content in standard and enhanced folders. Lab A, Adding
Documents to the Workspace, reinforces content from this topic by having
students add a document to a document folder.

Customization Information
This section identifies the lab setup requirements for a module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in replicating or customizing Training and
Certification courseware.

Important The lab in this module is also dependent on the classroom


configuration that is specified in the Customization Information section at the
end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.
Module 4: Adding Documents to the Workspace v

Lab Setup
The following list describes the setup requirements for the lab in this module.

Setup Requirement 1
You must use either SharePoint Portal Server Administration or the Workspace
Settings Wizard to assign Judy Lew as a coordinator at the workspace level.

Setup Requirement 2
You must initialize Internet Explorer for the following users: Judy Lew
(JudyLe) and Stefan Knorr (StefanK).

Setup Requirement 3
You must use the Internet Options command on the Internet Explorer Tools
menu to change the home page for Judy Lew (JudyLe) so that it displays the
SharePoint Portal Server dashboard site that is being used for this lab
(http://your_server_name/AdvWorksWorkspace).

Lab Results
There are no configuration changes on student computers that affect replication
or customization.
Module 4: Adding Documents to the Workspace 1

Overview
Topic Objective
To provide an overview of
the module topics and
objectives. ! Using, Configuring, and Administering Document
Lead-in Versioning
In this module, you will learn
about adding documents to
! Managing Content and Document Folders
the configured workspace.

Knowledge workers often have difficulty collaborating with others on


documents, controlling access to those documents, and publishing documents in
their organization. Further, important documents can be lost, overwritten, or
hard to find. As a workspace author, Microsoft® SharePoint™ Portal
Server 2001 enables you to effectively manage important documents by
providing document management features, such as version control and
document publishing, and taxonomy features, such as document profiles and
categories.
After completing this module, you will be able to:
!" Administer document versioning in the workspace.
!" Populate document folders, and move and copy content between folders.
2 Module 4: Adding Documents to the Workspace

# Using, Configuring, and Administering Document


Versioning
Topic Objective
To outline this topic.
Lead-in ! Using Document Versioning to Record Document
Versioning provides a History
history of the changes that
were made to a document ! Using the Two-Level Versioning Model
that is stored in an
enhanced document folder. ! Viewing Previous Document Versions
! Configuring Version Pruning
! Understanding Version Naming

Versioning is a key feature of robust document management. It provides a


version history that enables you to review the changes that have occurred to a
document over time. As an author, you use versioning to record the latest
version of a document, and you use the version history to maintain copies of
previous versions.
Module 4: Adding Documents to the Workspace 3

Using Document Versioning to Record Document History


Topic Objective
To explain the function of
document versioning.
Lead-in Check Out
In a collaborative
1.0
workgroup, document
versioning is an effective
tool for tracking and
prioritizing shared 1.0 Check In
documents that are stored in
the workspace. Read-only access to most Author
recently published version

Readers

In a collaborative workgroup, versioning is an effective tool for tracking


revisions to documents that are stored in the workspace.

Provide a quick
demonstration of the check Using the Publishing Verbs
in, check out, and publish Enhanced folders support versioning by requiring users to check in and check
actions by using the File out document versions. Because a document must be checked out to be edited,
menu from an Office the possibility of a user overwriting another user’s modifications is eliminated.
application and by using the Document versioning uses publishing verbs to carry out the following check in,
shortcut menu that appears check out, and publish actions.
when you right-click a
document in a Web folder.
Check in Action
Each check in action converts the working copy to an additional draft version
that is stored in the workspace and is available to other authors for that folder.
Readers do not see this version (readers can view only folders and published
versions of documents), and it is not included in search results. When checking
in a document, an author can choose to publish the document and initiate an
approval process if the folder is configured to require approval before
publishing, or to leave the document checked in to enable other workgroup
members to perform additional editing.
Emphasize to students that Check out Action
readers can see only the
current version of the After an initial check in, each subsequent check out action creates a working
published document. copy of the document that is a child of the previous version. After an author
checks out a document to a local hard drive, the document cannot be checked
out to any other author until the document is checked back in; other authors
have read-only access to the last checked in version of the document.
4 Module 4: Adding Documents to the Workspace

Publish Action
The publish action creates a new primary version and sets it as the default
approved version. The most recently published version of a document is the
version that is displayed in search results and the version that readers can view.

Note When a document is added to the workspace, it appears in the Checked


out state. Because the document has not been previously checked in or
published, it initially exists as version 0.0. A document must be checked in
before it can be published.

Accessing the Publishing Verbs


Users can access the publishing verbs to perform the check in, check out,
publish, and approval-specific actions from several locations.

Accessing with Client Components Installed


On a computer that has the client components of SharePoint Portal Server
installed, access the publishing verbs from one of the following locations:
!" From File menu in a Microsoft Office application.
!" From the menu that appears when you right-click a document in a
SharePoint Portal Server Web folder.

Accessing without Client Components Installed


On a computer that does not have the required platform or the client
components of SharePoint Portal Server installed, access the publishing verbs
from the dashboard site.

Note You must use the Web folders view of the workspace to access the
publishing verbs. The verbs are not available when you use Microsoft
Windows® Explorer to access documents through the Web Storage System.
Never use Installable File System (IFS) to access and modify documents
directly.
Module 4: Adding Documents to the Workspace 5

Using the Two-Level Versioning Model


Topic Objective
To introduce the two-level $ Initial document is created in the
um e nt created/checked out state
versioning model. l doc
I n i ti a
Lead-in
In a two-level versioning
model, each document has $ Eachcheck-out creates a
y
a primary (public) version Cop working copy
series, and each primary
version may have a
secondary (draft) version $ Each check-in converts the
series. y working copy to an
ndar
Seco ion additional draft
Ver s

$ The publish action creates a new primary


ary
P rim n version and is set as the default approved
e r s io
V version

Provide the students with an SharePoint Portal Server implements a simple two-level versioning model. In
example of a document version control systems that are built on the two-level versioning model, such
version number. For as Microsoft Visual SourceSafe®, each document can have the following two
instance, describe how a version series:
document may have
reached version number 4.3 !" Primary (public) version series. The set of versions that are approved for
(there were three sets of public use and thereby viewable by readers. However, only the most
versions since the fourth recently published version appears in search results and can be viewed by
publishing). Explain that for readers.
users with access rights on
the document folder, !" Secondary (draft) version series. The set of versions that are available to
readers see version 4.0 (last authors editing the document.
published version) and
authors see version 4.3. For example, a document that has been published four times and then checked
in three times by an author since the last time it was published has reached
version 4.3.
Let students know that a
discussion of version history Note Version tree branching is not supported. Documents follow a single
is coming up shortly. version path and SharePoint Portal Server maintains a version history for
documents that are stored in enhanced document folders.

Demonstrate how readers


can view the primary version
series, but only authors can
view and edit the secondary
version series.
6 Module 4: Adding Documents to the Workspace

Viewing Previous Document Versions


Topic Objective
To explain how to view
previous versions of a
document in SharePoint ! The Actual Document Version
Portal Server.
! Date and Time the Version was Created
Lead-in
To view a previous version ! Name of the User who Created the Version
of a document, use the Web
folders view of the ! Version Comments
workspace to locate the
document, open the ! Document Profile
Properties page of the
document, and then click
the Versions tab.

You can view previous versions of a document by accessing the document


history that is maintained by SharePoint Portal Server. To view the previous
versions of a document, use the Web folders view of the workspace to locate
the document, open the Properties page of the document, and then click the
Versions tab.
Each document listed in the version history enables you to view:
!" The actual document version.
!" The date and time that the document version was created (checked in or
published).
!" The name of the user who created the document version.
!" Any version comments that were specified at the time of check in.
!" The document profile that was specified at the time of check in.

Demonstrate how to view


previous versions of a Note Document versions are stored in a shadow folder in the root of the
document, and point out the workspace.
information that is recorded
in the version history.
Module 4: Adding Documents to the Workspace 7

Configuring Version Pruning


Topic Objective
To describe how to
configure version pruning.
! Configuring Version Pruning
Lead-in $ Use the Workspace Settings tool in the Management
To configure version folder to access the General tab of the Properties page
pruning, use the of the workspace
Workspace Settings tool in
the Management folder to ! Setting the Version Pruning Value
access the General tab of
the Properties page of the $ When setting an unlimited value, the server does not
workspace. perform version pruning
$ When setting a specified value, the server applies the
policy during all subsequent publishing operations

As the coordinator at the workspace level, you may need to perform version
management tasks, such as pruning (purging) document versions from the
version history. Because SharePoint Portal Server stores a full-text version of
each document, not just the revised text, a considerable amount of disk space is
used for storage. To avoid accumulating old document versions that are no
longer useful, limit the number of major versions (primary or published
versions with the numbering format n.0) by configuring version pruning.

Configuring Version Pruning


You can configure version pruning by using the Workspace Settings tool in the
Management folder to access the General tab of the Properties page of the
workspace.
Demonstrate how to
configure version pruning by Setting the Version Pruning Value
using the Workspace The number of major versions that are retained per document can be a value of
Settings tool. 1 to 999; the default value is unlimited. You specify that you would like to
include a maximum number of versions by selecting a check box to enable the
maximum values box. The value that you enter in the maximum values box
determines the number of previous major versions that are retained. Each time a
document is published or approved, the server checks the value and
permanently deletes old major versions as appropriate. The value that you set
does not affect how many minor versions (draft versions with the numbering
format n.n) are retained, only the number of major versions.

Setting an Unlimited Value


If the value is unlimited, the server does not perform version pruning.
Therefore, an infinite number of older major versions are retained.
8 Module 4: Adding Documents to the Workspace

Setting a Specified Value


When you specify a value, which replaces the default value of unlimited, or
change the specified value to a lower number, the server applies the policy
during all subsequent publishing operations.

Note When you specify a new version pruning value, SharePoint Portal Server
does not check every document in the workspace to ensure that the number of
major versions in the version history meets the new value requirement. It
applies the new value only when a document is published. For example, if a
document has 40 major revisions and you set the new value to 10, the number
of major revisions is not reduced until the next time the document is published.
If you want to reduce the amount of disk space used to maintain the old
versions of documents, you must force a publish operation for each document
in the workspace that violates the new policy.
Module 4: Adding Documents to the Workspace 9

Understanding Version Naming


Topic Objective
To explain how SharePoint
Portal Server keeps track of Check - In Publish

Version
multiple versions of the
documents on the server.
Lead-in foo.doc foo.doc foo.doc
To keep track of the various LUV = 3.1 LUV = 3.2 LAV = 4.0
versions of the files that are
managed in an enhanced
folder, SharePoint Portal
Working copy
Server uses a set of naming
Filename
conventions.
Shadow Shadow Shadow

foo(3.2).doc foo(3.2).doc foo(4.0).doc

To keep track of the various versions of documents in an enhanced folder,


SharePoint Portal Server uses a simple naming convention. You will not see the
numbered names when you view documents in Web folders. These names are
visible when you view the version history of a document.
The file names of the various versions of a document are simply the document
name, excluding the file extension, with the version identifier appended in
parentheses. Each check out raises the version number. For example,
version 3.1 of a document titled Sweaters 2000.doc is named
Sweaters 2000(3.1).doc, and the next working copy is named
Sweaters 2000(3.2).doc.
The principles of the versioning model are demonstrated in the following
scenario in which LAV = Last Approved Version and LUV = Last Unapproved
Version. By default, readers see the LAV; if there is no LAV because it has
never been published, readers will not see the document. By default, authors,
coordinators, and approvers see the LUV; if there is no LUV because it was
created after the LAV, they see the LAV. The following table describes a
sample scenario and lists the LAV and LUV for each stage in the scenario.
Sample scenario LAV LUV

1. Don Hall creates a new document in an enhanced folder by using None None
the Save As command in Microsoft Word. The document is then
in the Created/Checked Out state.
2. Don checks in the document from the File menu in Word. The None 0.1
document becomes version 1.0.
3. Don then checks out the document and makes changes. A copy of None 0.1
version 0.1 is created in the shadow folder, and version 0.2 is
created as Don's working copy.
4. Don checks in the document. Version 0.2 becomes the LUV. None 0.2
10 Module 4: Adding Documents to the Workspace

(continued)
Sample scenario LAV LUV

5. Don then submits the document for approval, and the approval None 0.2
process takes over. The approver, Kim Yoshida, cannot make any
changes to the document; she can only approve or reject the
document.
6. Kim rejects the document. None 0.2
7. Don checks out the document to update it with Kim’s input. None 0.2
Version 0.3 is created as Don's working copy.
8. Don checks in the document and resubmits it for approval. None 0.3
Version 0.3 becomes the LUV.
9. Kim approves the document. The LUV, 0.3, becomes the LAV 1.0 None
and is renamed version 1.0. Readers can now see the LAV. At
this point, the shadow folder contains versions 0.1 and 1.0.
10. Don checks out the document again to update it. Version 1.1 is 1.0 1.0
created as Don’s working copy.
11. Don checks in the document and submits it for approval. 1.0 1.1
12. Kim approves the updates. The shadow folder now contains 2.0 None
versions: 0.1, 1.0, and 2.0.
Module 4: Adding Documents to the Workspace 11

# Managing Content and Document Folders


Topic Objective
To outline this topic.
Lead-in
Managing content and
! Populating Document Folders
document folders entails ! Applying Document Profiles
moving, copying, and
adding documents to folders ! Assigning Categories to a Document
as well as managing,
creating, and applying ! Performing Bulk Operations
document profiles.
! Moving and Copying Documents

Now that you understand the importance of document versioning as a method


for tracking the revision history of documents that are stored in the workspace,
it is important to understand the process of adding documents to the workspace.
12 Module 4: Adding Documents to the Workspace

Populating Document Folders


Topic Objective
To present the three ! Using a Drag-and-Drop
methods that are used to Operation
populate document folders.
Lead-in
Three methods are available Financial
for populating document
folders.

! Using a Microsoft
Office Application
! Using the Dashboard Site

The methods for populating document folders are the same for both standard
and enhanced folders. There are three possible methods.

Demonstrate how to use a


drag-and-drop operation to Using a Drag-and-Drop Operation
copy a folder into the You can use a drag-and-drop operation to move or copy a document, or folder,
workspace. Inform students from your desktop to the workspace. To accomplish this, open Windows
that bulk moves are covered Explorer in one window and in another window, open the Web folders view of
later in this module. the workspace by using My Network Places. You can then use a drag-and-drop
operation to copy the files or folders from the Windows Explorer window to the
appropriate Web folder in the workspace.

Using a Microsoft Office Application


Demonstrate how to add a You can use Microsoft Word 2000, Microsoft Excel 2000, or Microsoft
Word file to the workspace. PowerPoint® 2000 to add documents to the workspace.

Adding a New Document to the Workspace


To add a new document to the workspace, create the document by using Word,
Excel, or PowerPoint, and then use the Save command on the File menu to add
the document to the appropriate folder in the workspace.

Adding an Existing Document to a Workspace Folder


You can use Word, Excel, or PowerPoint to add an existing document to a
workspace folder by first opening the document and then using the Save As
command rather than the Save command.
Module 4: Adding Documents to the Workspace 13

Office Thickets
Thickets are the set of files and folders that are created when you save a
document by using the Save as Web Page command in an Office application.
Office thickets are supported on standard folders only. You cannot configure
security for a thicket subfolder. Enhanced folders do not support any structures
similar to thickets, that is, HTML files with relative links. If you attempt to
check in a thicket to an enhanced folder, SharePoint Portal Server displays an
error message.

Tip To save a thicket to an enhanced folder, you can use the Office 2000 Web
Archive add-on, which allows you to save a document as a Web page to a
single file by using the MIME HTML (MHTML) standard. For more
information about saving thickets, see the knowledge base white paper at
http://support.microsoft.com/support/kb/articles/Q252/4/72.asp

Using the Dashboard Site


You can add a document to the workspace while you are viewing the dashboard
site by using the Add a New Document command.

Demonstrate how to use the To add a document to the workspace by using the dashboard site:
dashboard site to add a
Word document to the 1. On the dashboard site, click Documents on the navigation bar at the top of
workspace. the dashboard site home page.
2. View the folders and documents that are available from this page under the
Document Library heading. The folders and documents that appear depend
on your access permissions. You see only the folders and documents to
which you have appropriate access permissions.
3. Click the folder or subfolder to which you want to add a document.
4. Click Add Document.
5. Under the Document File Name heading, enter the location of the
document that you want to add to the workspace.
To browse for the document, click Browse.
6. If you are adding the document to an enhanced folder, you will have the
following two options:
• If you want to add the document to the folder but do not want to publish
it yet, click Check in the document. If you check in the document,
authors in the folder can view and edit it. It will not appear in search
results or categories until it is published.
• If you want to publish the document, click Publish the document. If
you publish the document, readers in the workspace will be able to view
it if no approval process is pending. If an approval process is pending,
the document must be approved before readers can view it.
7. Click OK.
14 Module 4: Adding Documents to the Workspace

Applying Document Profiles


Topic Objective
To present information
about choosing a document
profile.
Lead-in
Document profiles are
associated with every
document in the workspace,
and help to keep your
workspace organized.

Every document in the workspace is associated with a document profile. The


information in a document profile is used to help identify the document more
clearly. By default, a document profile includes basic properties, such as title
and author, but properties can easily be customized to capture additional
information that makes it easier to organize and find documents.
Authors can access a document profile by opening the Properties page of the
document. In an enhanced folder, authors can also access the document profile
from the check in form. By filling in values on the Profile tab on the
Properties page of the document, an author can supply information about the
document.
Profiles are presented to the user by means of a profile form (pubform.asp). A
profile form is an Active Server Pages (ASP) page that contains fields for
entering the properties of a document profile that is displayed when a user
checks in a document to an enhanced folder or adds a document to a standard
folder. Although the default document profile for the folder is displayed, the
user can easily select any other available profile and the form will immediately
display that the properties associated with that profile. When checking in a
document to an enhanced folder, the user can optionally select a check box on
the form to publish the document when the form data is saved. The user can
also select publish as a separate action after check in is completed.

Caution Users should be strongly advised against trying to customize the ASP
page, pubform.asp, that launches the forms. Modifying pubform.asp is
unsupported and can impair the ability to upgrade to future versions.

The profile form is displayed identically whether the user is performing the
check in by using Web folders, an Office application, or the dashboard site.
Accessing the form is slightly different, however, depending on which interface
you use and what type of folder the document resides in.
Module 4: Adding Documents to the Workspace 15

Using Web Folders


When the document is stored in an enhanced folder, the profile form is
displayed after you right-click the document and then select Check in on the
shortcut menu. Each time a private version is checked in, the profile form is
displayed and metadata can be updated. The document profile can be edited
only when the document is checked out. When a document is checked out, you
can edit the document profile at any time by selecting Edit profile from the
document’s shortcut menu or on the Profiles tab of the Properties page of the
document.
For a document stored in a standard folder, there is no check in process, and the
document is published immediately after it is saved to the folder. You must
manually launch the profile form by selecting Edit profile from the document’s
shortcut menu or on the Profiles tab of the Properties page of the document.
You can edit the document profile at any time.

Using Office
When the document is e stored in an enhanced folder, the profile form is
launched when you select the Check in command on the File menu of the
Office application. To make changes from within an Office application, you
must check out the document and then check it in again to display the profile
form. The Properties command on the Office File menu does not display the
profile form. There is a link, however, between the metadata there and in the
document profile.
To access the publishing actions from the File menu, you must be working on a
document that was saved to a SharePoint Portal Server folder. This means that
after composing a new document, the actions will be unavailable until you save
it to a SharePoint Portal Server folder. Due to architectural restrictions, you
must perform the Save and Check in actions as separate steps.
You cannot access the profile form from Office when working on a document
in a standard folder. You must access it from Web folders or the dashboard site.

From the Dashboard Site


The steps that you take to check in a document to an enhanced folder depend on
whether it is a new or existing document.
If the document already resides in the folder, you browse to the document in the
Document Library, and then click the Show Actions link under the document
listing, which will display all available document management actions. To add
a document to a folder using the dashboard site, you must navigate to the folder
using the Document Library subdashboard, and then click Add document. In
the dialog box, browse to the document, and then either check in the document
or check it in and publish it in one step. Whichever option you choose, the next
screen will display the profile form. To access the profile form for an existing
document, you must use Show Actions to check out the document and then
check it back in.
Standard folders are handled differently than enhanced folders. The procedure
is the same for adding a document, but after you select the file to upload you are
automatically presented with the profile form. You can modify the profile form
data anytime by clicking the Show Actions link and then clicking Edit Profile.
16 Module 4: Adding Documents to the Workspace

Assigning Categories to a Document


Topic Objective
To present the manual
method for categorizing a
document.
Lead-in
If you have a small number
of documents to categorize,
you can use manual
categorization exclusively by
using the Search and
Categories tab on the
Properties page of the
document.

Tell students that After you have created your category hierarchy, you must assign the
documents can be appropriate categories to your documents. To manually categorize a document,
automatically categorized by use the Search and Categories tab on the Properties page of the document.
using a technique called
auto-categorization. For
more information about Categorizing Documents Manually
using the SharePoint Portal To categorize a document manually:
Server Category Assistant
to automatically categorize 1. Double-click My Network Places, and then locate the document to which
documents, see Module 6, you want to add a category.
“Adding and Managing
If the document is stored in an enhanced folder, check out the document.
External Content” in Course
2095A, Implementing 2. Right-click the document, and then click Properties.
Microsoft® SharePoint™
Portal Server 2001.
3. On the Properties page, click the Search and Categories tab.
4. In the This document belongs to the following categories list, select the
check box next to any category that you want to assign to your document.
Demonstrate how to 5. To apply the changes, click OK.
manually tag a document
6. If the document is in an enhanced folder, right-click the document, and then
with a category.
click Check in.
7. On the Properties page for the document, in the Select a profile list, click
the profile that you want to use for this document, and then click OK.

Your document is now added to the workspace category or categories that you
selected.

Note You cannot set the category of a document in an enhanced folder until
the document is checked out.
Module 4: Adding Documents to the Workspace 17

Performing Bulk Operations


Topic Objective
To describe how to
configure bulk operations. ! Performing Bulk Operations
Lead-in ! Performing Web Folders View Operations
Bulk operations are
available when you are ! Performing Operations in Bulk Edit Mode
using Web folders, but they
allow for increased speed in
handling bulk tasks.

Bulk operations are actions that are performed on more than one document at a
time to decrease the amount of time required to complete an action and to assist
in moving content.

Performing Bulk Operations


When you perform a single operation by using the Web folders view, such as
right-clicking a single document and checking it out by using the shortcut
menu, only the actions that are allowed on that particular document are enabled.
However, when you perform a bulk operation, all of the actions on the shortcut
menu are displayed as enabled.

Note Bulk operations are available only by using the Web folders view of the
workspace.

If you select more than one document in an enhanced folder and then right-click
one of the selected documents, the shortcut menu will display all of the actions
as enabled. However, if you click an action, it will perform that action only for
the documents to which that action applies. For example, if the folder contains
four documents that are checked out, three that are published, and one that is
checked in, when you select all of the documents in the folder, the shortcut
menu displays Publish as enabled along with every other action on the menu,
but if you click Publish, only the documents that are currently checked in will
be published as a result of this bulk action.

Note When you select multiple items, the Web folders view changes to show
both the number of selected items and the file names.
18 Module 4: Adding Documents to the Workspace

Because SharePoint Portal Server Properties pages do not support bulk


operations, coordinators cannot bulk edit categories by using the Properties
page. This is usually not a problem, however, because coordinators perform
most large bulk moves by using the object model to set metadata, and
individual users perform most small bulk moves. If the coordinator wants these
users to work with categories, the coordinator can add categories to the default
document profile of the folder.

Note Changes to bulk properties apply to all selected documents. For example,
if you select three documents and then edit the document profile from the
shortcut menu, changes are made to all three documents.

Copying or Moving Documents into a Folder


When a user copies or moves documents, the Web folders view prompts the
user for input depending on the state of the source and destination documents
and folders, such as whether it is an enhanced folder or a checked in doc.

Adding Documents to the Workspace


If you add documents to the workspace that have the same name as documents
that already exists in the workspace and reside in the same folder to which the
new documents are being added, you are prompted to check out each document
that has the same name as a document that you want to add. If you click No, the
new document is not added to the workspace, and you can rename the
document before attempting to add it again. If you click Yes, the new document
will overwrite the existing document in the workspace.

Performing Web Folders View Operations


In the Web folders view of the workspace, SharePoint Portal Server attempts to
perform the following operations on all selected items: Check Out, Undo Check
Out, Check In, Publish, Cancel Publishing, Approve, Bypass Approval, Reject,
and Edit Profile.
If the operation could not complete on any item due to security or the state of a
document, SharePoint Portal Server continues to process the next item in the
list. After all the items in the list have been processed, an error dialog box
indicates how many of the operations failed.

Note For the Edit Profile operation, the profile form is displayed in bulk edit
mode.
Module 4: Adding Documents to the Workspace 19

Performing Operations in Bulk Edit Mode


In bulk edit mode, selecting Check In displays the profile form. The profile
form in bulk edit mode behaves differently than a profile form for a single
document. In bulk edit mode, the profile form initially displays the fields for the
default document profile for the folder. Unlike the profile form for a single
document, however, all fields are initially empty. When the user clicks OK,
only the fields that are not empty are used to overwrite existing document
properties.
For example, if you type “my description” in the Description field, when you
click OK, the system updates only that value on every document in the bulk
edit group. Further, if you choose a new custom document profile and then type
“my description” in the Description field, the system updates the document
profile for every document as well as the value of the Description field.

Note You cannot remove a property by using a bulk operation.


20 Module 4: Adding Documents to the Workspace

Moving and Copying Documents


Topic Objective
To understand the basic ! Moving or Copying a Document
features of moving and in a Standard Folder To
To Local Folder
copying documents. My Workspace

Lead-in To
Another
To Standard Folder
Moving and copying Move/Copy
documents in SharePoint
Portal Server has high
To Enhanced Folder
dependencies on where the My Workspace
To
document is stored.
Workspace

Move/Copy

To Another
To
Workspace
! Moving or Copying a Document
in an Enhanced Folder

When you move or copy documents in your workspace, the type of folder that
the documents are moved to or stored in is important. Each type of folder has a
unique set of characteristics that are associated with the documents that are
stored in it. For example, if you have an enhanced folder (Folder 1) that
includes a document and its associated document profile and you move that
document to another folder (Folder 2) that does not include the same document
profile, when you check in the document, you are prompted to select a new
document profile. After you select a new document profile and then check in
the document, you lose the metadata that was associated with the document (the
metadata contained in Profile 1 but is not in Profile 2). You lose the metadata
only when the document is checked in — it is not lost simply because you
moved the document.

Moving or Copying a Document in a Standard Folder


You can move or copy a document in a standard folder to:
!" A local folder on a hard disk or a file share
!" Another standard folder in the SharePoint Portal Server workspace
!" An enhanced folder in the SharePoint Portal Server workspace
!" Another SharePoint Portal Server workspace

Moving or Copying to a Local Folder


When you move or copy a document from a standard folder to a local folder, all
metadata is lost except Office properties that are handled by promotion or
demotion.

Moving or Copying to Another Standard Folder


When you move or copy a document from a standard folder to another standard
folder, metadata in the document profile remains with the document. If the
document profile is not available in the target folder, the default document
profile for the target folder is applied to the document.
Module 4: Adding Documents to the Workspace 21

Moving or Copying to an Enhanced Folder


When you move or copy a document from a standard folder to an enhanced
folder, the document is checked out and all metadata in the document profile
remains with the document. If the document profile is not available in the target
folder, the default document profile for the target folder is applied to the
document.

Moving or Copying to Another Workspace


When you move or copy a document from a standard folder to another
workspace, the metadata will only remain with a document that was created by
using the Office applications Word, Excel, or PowerPoint. Metadata will not be
preserved for other file types and must be reentered by using a document profile
that is available in the new folder.

Moving or Copying a Document in an Enhanced Folder


You can move or copy a document from an enhanced folder to the local file
system, to a local enhanced or standard folder, or into another workspace. These
operations can have an impact on the publishing state, document profile, and
version history of the document. In general, the move or copy operation occurs
on the version of the document that is visible to the user performing the action.
In other words, if a user moves a document to a local hard disk, it is the last
approved version (LAV) of the document that is moved. To move or copy a
different version of a document, the user must use the Versions tab on the
Properties page of the document.
If a reader moves or copies a document between folders in the SharePoint Portal
Server store, the LAV is copied. If an author or coordinator copies the
document, the last unapproved version (LUV) is copied to the target path. The
document appears in the target folder in the Created/Checked out state and the
owner of the target is the user who performed the operation, not the author of
the source document.

Local Folder
The LAV is copied to the target folder and all metadata is lost except Office
properties that are handled by promotion/demotion.

Standard Folder
The LAV is copied to the target folder. Metadata from the profile form remains
with the document. If the profile is not available in the target folder, the default
document profile for the target folder is applied to the document.
22 Module 4: Adding Documents to the Workspace

Enhanced Folder
The document is copied to the target folder in a Checked out state. All metadata
in the document profile remains with the document. If the document profile is
not available in the target folder, the default document profile for the target
folder is applied to the document. When a document is moved between
enhanced folders in the workspace, the complete version history is maintained
as well as the approval state. A document can be moved only when it is in the
Checked in or Approved state.

Another Workspace
The document is copied to the target folder as in the local workspace. However,
metadata will only remain with documents that were created by using the Office
applications Word, Excel, or PowerPoint. Metadata will not be preserved for
other file types and must be reentered by using a document profile that is
available in the new folder.
Module 4: Adding Documents to the Workspace 23

Lab A: Adding Documents to the Workspace


Topic Objective
To introduce the lab.
Lead-in
In this lab, you will create an
enhanced folder and add
documents to both standard
and enhanced folders and
then assign document
profiles and categories to
the documents.

Objectives
After completing this lab, you will be able to:
!" Create an enhanced document folder using the dashboard site.
!" Add documents to standard and enhanced document folders by using
Microsoft Office applications, the Web folders view of the workspace, and
the dashboard site.
!" Assign document profiles and categories to documents.
!" Check in and check out documents by using Microsoft Office, the Web
folders view of the workspace, and the dashboard site.

Lab Setup
To complete this lab, you need the following:
!" You must use either SharePoint Portal Server Administration or the
Workspace Settings Wizard to assign Judy Lew as a coordinator at the
workspace level.
!" You must initialize Internet Explorer for the following users: Judy Lew
(JudyLe) and Stefan Knorr (StefanK).
!" You must use the Internet Options command on the Microsoft Internet
Explorer Tools menu to change the home page for Judy Lew (JudyLe) so
that it displays the SharePoint Portal Server dashboard site that is being used
for this lab (http://your_server_name/AdvWorksWorkspace).
24 Module 4: Adding Documents to the Workspace

Scenario
Judy Lew has configured the Adventure Works workspace by adding
categories, document profiles, and document folders to AdvWorksWorkspace.
She has also added some existing documents to the workspace. Now the
workspace is being made available to additional authors within Product
Development.
As an author, you will begin adding new documents to the workspace and
modifying the existing documents that are under your control.

Estimated time to complete this lab: 30 minutes


Module 4: Adding Documents to the Workspace 25

Exercise 1
Working with Documents and Document Folders
In this exercise, you will:
!" Use the SharePoint Portal Server dashboard site to create a new document
folder.
!" Use the SharePoint Portal Server dashboard site to add a document to the
workspace.
!" Use Windows Explorer and the Web folders view of the workspace to add a
document to the workspace.
!" Use Microsoft Word 2000 to add a document to the workspace.

Scenario
You are Stefan Knorr, a product design engineer in the Casual Clothes Division
with author level privileges on all Casual Clothes document folders. You are
working on vision statements for the Men’s, Women’s, and Children’s lines of
Avalanche sweaters. Your documents are currently stored locally, but you have
decided that the documents are developed enough to begin tracking revisions
and that you can take advantage of the security measures that SharePoint Portal
Server provides.
Due to the highly competitive nature of the sweater market, you decide to create
a separate folder for these documents.

!"
To log on as Stefan Knorr, an author in the Casual Clothes Division
1. In the Welcome to Windows dialog box, press CTRL+ALT+DEL.
2. In the User name box, type StefanK
3. In the Password box, type password and then click OK.

!"
To create an enhanced document folder using the dashboard site
1. On the Windows desktop, double-click Internet Explorer.
2. In the Address box, type http://your_server_name/AdvWorksWorkspace
and then press ENTER.
3. On the digital dashboard navigation bar, click Document Library.
4. In the Documents Web Part, click Documents, click Product
Development, click Casual Clothes, and then click Versioned Documents.
The Folder Information Web 5. In the Folder Information Web Part, click Add Sub-Folder.
Part displays the name of
6. On the Create a new folder page, in the Enter the name for the new
the current folder as its title.
In this case the title
folder box, type Internal and then click Create.
displayed by the Folder
Information Web Part is
Versioned Documents.
Note Because workspace authors cannot change the security settings on a
folder, you will have to send an e-mail message to Judy Lew to request that
only members of the Casual Clothing group have access rights on this folder.
26 Module 4: Adding Documents to the Workspace

!"
To add documents to the workspace using the dashboard site
1. In the Documents Web Part, click Internal.
2. In the Folder Information Web Part, click Add Document.
3. On the Add a document page, click Browse.
4. In the Look in box, navigate to C:\Setup\Workspace Content.
5. In the C:\Setup\Workspace Content folder, in the list of files, click
Avalanche 2001 Vision Statement - Men, and then click Open.
Notice that the new
document is now displayed 6. On the Add a document page, click Continue.
on the digital dashboard
7. Scroll to the bottom of the Document Profile page, and then, in the
portal.
Customer Satisfaction box, click Zero defects reported.
8. Click Save.
9. On the File menu, click Close.

!"
To add documents to the Workspace using Windows Explorer and My
Network Places
1. On the Windows desktop, right-click My Computer, and then click
Explore.
2. In the Folders pane, navigate to C:\Setup\Workspace Content, right-click
Avalanche 2001 Vision Statement - Children, and then click Copy.
3. On the Windows desktop, double-click My Network Places.
4. In the My Network Places window, double-click Add Network Place.
5. In the Add Network Place Wizard dialog box, in the Type the location of
the Network Place box, type
http://your_server_name/AdvWorksWorkspace
6. Click Next, and then add AdvWorksWorkspace on your_server_name as a
new Network Place by clicking Finish.
7. On the AdvWorksWorkspace on your_server_name window, double-click
Documents, double-click Product Development, double-click Casual
Clothes, double-click Versioned Documents, and then double-click
Internal.
8. On the Edit menu, click Paste.
9. Quit Windows Explorer and close the Web folders view of the workspace
(the My Network Places window).

Note You can also use a drag-and-drop operation between Windows Explorer
and the Web folders view of the workspace to copy larger volumes of existing
documents, folders, and folder hierarchies onto the workspace.

!"
To add documents to the Workspace using Microsoft Office
1. On the Start menu, point to Programs, and then click Microsoft Word.
2. If the User Name dialog box appears, click OK.
3. If the Office Assistant appears, click Start using Microsoft Word.
4. On the File menu, click Open.
Module 4: Adding Documents to the Workspace 27

5. In the Look in box, navigate to C:\Setup\Workspace Content.


6. Click Avalanche 2001 Vision Statement - Ladies, and then click Open.
7. On the File menu, click Save As.
8. In the Save in box, click My Network Places.
Notice that you can also 9. Double-click AdvWorksWorkspace on your_server_name, double-click
publish a document from the Documents, double-click Product Development, double-click Casual
File menu. Clothes, double-click Versioned Documents, double-click Internal, and
then click Save.
10. On the File menu, click Check in.
11. In the Avalanche 2001 Vision Statement – Ladies.doc Properties dialog
box, in the Customer Satisfaction list, click Insufficient data, and then
click OK.
12. On the File menu, click Exit.
28 Module 4: Adding Documents to the Workspace

Exercise 2
Assigning a Document Profile and a Category to a Document
In this exercise, you will:
!" Use the Properties page of a document to assign a document profile to a
document.
!" Use the Properties page of a document to assign a category to a document.

Scenario
You are Stefan Knorr, a product design engineer in the Casual Clothes Division
with author level privileges on all Casual Clothes document folders. You are
working on the vision statements for the Children’s lines of Avalanche
sweaters. The document has been added to the SharePoint Portal Server
workspace and you would now like to assign a document profile and categories
that will help readers find the document after it is published.

!"
To select a document profile
1. On the Windows desktop, double-click My Network Places, and then
double-click AdvWorksWorkspace on your_server_name.
2. Double-click Documents, double-click Product Development, double-
click Casual Clothes, double-click Versioned Documents, and then
double-click Internal.
3. Right-click Avalanche 2001 Vision Statement - Children, and then click
Properties.
4. On the Avalanche 2001 Vision Statement – Children.doc Properties
page, on the Profile tab, click Edit Profile.
5. On the Document profile form, in the Select a profile list, click Adventure
Works Product.
6. Specify a value for the Customer Satisfaction property by clicking Zero
defects reported.
7. Accept your selection by clicking OK.

!"
To assign categories to a document
1. On the Avalanche 2001 Vision Statement – Children.doc Properties
page, click the Search and Categories tab.
2. In the This document belongs to the following categories list, select the
following check boxes: Casual Clothing, Casual Clothing:Clothing for
Children, and Casual Clothing:Clothing for Children:Shirts.
3. Close the This document belongs to the following categories list by
clicking the down arrow to the right of the list box.
Module 4: Adding Documents to the Workspace 29

4. On the Avalanche 2001 Vision Statement – Children.doc Properties


page, click OK.
5. Right-click Avalanche 2001 Vision Statement – Children, and then, on
the shortcut menu, click Check In.
6. On the Properties page, click OK.
The metadata that you add to the document profile form is stored with the
document.
30 Module 4: Adding Documents to the Workspace

Exercise 3
Checking Out and Checking In Documents
In this exercise, you will:
!" Check out and check in a document by using Microsoft Word.
!" Check out and check in a document by using the Web folders view of the
workspace.
!" Check out and check in a document by using the SharePoint Portal Server
dashboard site.

Scenario
You are Stefan Knorr, a product design engineer in the Casual Clothes Division
with author level privileges on all Casual Clothes document folders. You need
to update the vision statements for the Avalanche 2001 line of sweaters. You
will be starting out by using Microsoft Office on your desktop computer to
open the first document. After that you will be working at a customer location
where you will use the Web folders view of the workspace to access your
documents. You will complete the job from home by using the SharePoint
Portal Server dashboard site because you have not installed the client
components of SharePoint Portal Server on your home computer.

!"
To check out, modify, and check in a document to a SharePoint Portal
Server Web folder using Microsoft Office
1. On the Start menu, point to Programs, and then click Microsoft Word.
2. On the File menu, click Open.
3. In the Look in box, click My Network Places.
4. In the files list, double-click AdvWorksWorkspace on your_server_name.
5. From the AdvWorksWorkspace on your_server_name shortcut, double-
click Documents, double-click Product Development, double-click
Casual Clothes, double-click Versioned Documents, and then double-click
Internal.
Notice that once the Web 6. Right-click Avalanche 2001 Vision Statement - Men.
Folder properties have been
7. If the document has not been checked out, click Check Out, and then press
refreshed, the icon for the
checked out document has
F5 to refresh the properties of the Web folder.
changed to indicate its new 8. Click Avalanche 2001 Vision Statement - Men, and then click Open.
status.
9. To modify the document, move to the end of the document, and then type
This line of sweaters goes great with our Big Bear Parkas.
10. On the File menu, click Save.
11. On the File menu, click Check In.
12. In the Avalanche 2001 Vision Statement - Men Properties dialog box,
click OK.
13. On the File menu, click Exit.
Module 4: Adding Documents to the Workspace 31

!"
To check out, modify, and check in a document to a SharePoint Portal
Server Web folder using My Network Places
1. On the Windows desktop, double-click AdvWorksWorkspace on
your_server_name.
2. To open the Casual Clothes\Versioned Documents Web folder, double-click
Documents, double-click Product Development, double-click Casual
Clothes, double-click Versioned Documents, and then double-click
Internal.
3. Right-click Avalanche 2001 Vision Statement - Ladies, and then, if the
document has not been checked out, click Check Out.
4. Right-click Avalanche 2001 Vision Statement - Ladies, and then click
Open.
5. To modify the document in Microsoft Word, move to the end of the first
paragraph and type These sweaters are so soft that you could sleep in
one.
Notice that you can publish 6. On the Microsoft Word File menu, click Save.
a document as part of the
7. On the Microsoft Word File menu, click Check In.
check in process by
selecting the Publish this 8. In the Avalanche 2001 Vision Statement - Women Properties dialog box,
document after check in click OK.
check box on the
Properties page of the 9. On the Microsoft Word File menu, click Exit.
document. 10. On the My Network Places File menu, click Close.

!"
To check out, modify, and check in a document to a SharePoint Portal
Server Web folder using the dashboard site
1. On the desktop, double-click Internet Explorer.
2. On the digital dashboard navigation bar, click Document Library.
3. In the Documents Web Part, click Documents, click Product
Development, click Casual Clothes, click Versioned Documents, and then
click Internal.
4. On the line below Avalanche 2001 Vision Statement - Children, click
Show Actions.
5. If the document has not been checked out to your local computer in the My
Documents folder, click Check Out. Otherwise, continue with step 10.
6. On the Check out a document page, right-click Avalanche 2001 Vision
Statement - Children, and then click Save Target As.
7. In the Save in list, click My Documents, and then click Save.
8. In the Download Complete dialog box, click Close.
9. On the Check out a document page, click OK.
10. On the Start menu, point to Programs, and then click Microsoft Word.
11. On the Microsoft Word File menu, click Open, and then navigate to the My
Documents folder.
12. Click Avalanche 2001 Vision Statement - Children (version)_, and then
click Open, where version is the version number of the document.
32 Module 4: Adding Documents to the Workspace

13. On the Microsoft Word File menu, click Properties.


14. In the Subject box, type Avalanche Girls Sweaters Vision Statement and
then click OK.
15. On the Microsoft Word File menu, click Save.
16. On the Microsoft Word File menu, click Exit.
17. Return to the Internet Explorer window, and on the Document Inspection
page, click Check in, click Browse, navigate to the My Documents folder,
click Avalanche 2001 Vision Statement - Children (version)_, click
Open, click Continue, scroll to the bottom of the page, and then click Save.
Notice that the version 18. On the File menu, click Close.
number of the document
has been updated.
Module 4: Adding Documents to the Workspace 33

Review
Topic Objective
To reinforce module
objectives by reviewing key
points. ! Using, Configuring, and Administering Document
Lead-in Versioning
The review questions cover
some of the key concepts
! Managing Content and Document Folders
taught in the module.

1. What does the document version number 2.3 tell you about a document?
The document is in an enhanced folder. The document has been
published twice and has been modified three times (checked out,
checked in, checked out, checked in, and then checked out again) since
it was last published.

2. Why would you want to use version pruning?


SharePoint Portal Server stores a full-text version of each document, so
version pruning enables you to reduce the disk space used to store old
document versions that are no longer needed.

3. What are three ways to add a document to the workspace?


Using the dashboard site, using the Web folders view of the workspace,
and using an Office application.
THIS PAGE INTENTIONALLY LEFT BLANK
Module 5: Publishing
Documents

Contents

Overview 1
Publishing Documents without Approval
Routing 2
Demonstration: Publishing Documents
without Approval Routing 4
Publishing Documents with Approval
Routing 5
Lab A: Approving Documents 16
Using Web Discussion to Review
Documents 26
Review 28
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Other product and company names mentioned herein may be the trademarks of their respective
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Module 5: Publishing Documents iii

Instructor Notes
Presentation: This module provides students with an introduction to the document approval
30 Minutes process.
Lab: After completing this module, students will be able to:
30 Minutes
!" Publish a document that is checked in and publish a document that is in the
process of being checked in without using approval routing.
!" Use approval routing before a document is published.
!" Use Web Discussions to discuss workspace documents with other users.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need the Microsoft® PowerPoint® file 2095a_05.ppt.

Preparation Tasks
To prepare for this module, you should:
!" Read all of the materials for this module.
!" Practice the recommended demonstrations.
!" Complete the lab.

Demonstration
This section provides demonstration procedures that will not fit in the margin
notes or are not appropriate for the student notes.

Publishing Documents without Approval Routing


1. Click Start, point to Programs, and then click Microsoft Word.
2. Type Class Test Document.
3. On the File menu, click Save As, and then click My Network Places.
Double-click AdvWorksWorkspace on Glasgow, double-click
Documents, double-click Management Information Systems, and then
double-click Versioned Documents. Click Save.
4. Click OK to accept the default document profile.
5. On the File menu, click Check in.
6. Click OK to accept the default document profile.
7. On the File menu, click Exit.
8. To demonstrate that the document was published, open Microsoft Internet
Explorer and navigate to the document that you created.
iv Module 5: Publishing Documents

Module Strategy
Use the following strategy to present this module:
!" Publishing Documents without Approval Routing
Explain that publishing a document without using approval routing is the
fastest way to publish a document in Microsoft SharePoint™ Portal
Server 2001. Explain that both authors and coordinators can publish
documents that are either checked in or in the process of being checked in.
Finally, explain that these documents can be published from Microsoft
Office 2000 applications (Microsoft Word, PowerPoint, or Microsoft
Excel), from the dashboard site, or from the Web folders view.
!" Publishing Documents with Approval Routing
Explain the approval routing process and then describe the two approval
routes and how to choose the appropriate one. Explain the difference
between the SharePoint Portal Server roles and the responsibilities of an
approver, and then explain how to add and remove an approver. Finally,
discuss how to approve and reject a document.
!" Using Web Discussions to Review Documents
Explain that using the Web Discussions feature is an alternative method of
approval routing, and then explain the function of the tool, its features, and
how to use it with Office 2000 applications, by using Microsoft
Internet Explorer, and from the dashboard site.

Customization Information
This section identifies the lab setup requirements for a module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in replicating or customizing Training and
Certification courseware.

Lab Setup
Setup Requirement 1
The lab in this module is dependent on the classroom configuration that is
specified in the Customization Information section at the end of the Classroom
Setup Guide for Course 2095A, Implementing Microsoft® SharePoint™ Portal
Server 2001.

Lab Results
There are no configuration changes on student computers that affect replication
or customization.
Module 5: Publishing Documents 1

Overview
Topic Objective
To provide an overview of
the module topics and
objectives. ! Publishing Documents without Approval Routing
Lead-in ! Publishing Documents with Approval Routing
In this module, you will learn
about the document ! Using Web Discussion to Review Documents
publishing and approval
process.

After a document is created, it can be shared with others through the workspace.
This process of making documents available for viewing in the workspace is
called publishing. Some documents require approval before they can be
published. In such cases, an author creates the document and then sends it out
for review to specific people who decide whether the content is accurate and
complete. You can use Microsoft® SharePoint™ Portal Server 2001 to publish a
document without a document approval routing process, or you can use a
document approval routing process and then publish the document so that it is
available for viewing.
After completing this module, you will be able to:
!" Publish a document that is checked in, and publish a document that is in the
process of being checked in without using approval routing.
!" Use approval routing before a document is published.
!" Use Web Discussions to discuss workspace documents with other users.
2 Module 5: Publishing Documents

Publishing Documents without Approval Routing


Topic Objective
To describe how to publish Publishing a Checked In Document
a document without using From Word, PowerPoint
File Publish
an approval process. or Excel

Lead-in Show
From the Dashboard site Actions Publish
The fastest way to make a Actions
document available for From the Web View Right Click Document Publish
viewing in SharePoint Portal
Server is to publish it
without using an approval Publishing a Document During Check-
Check-In
process. From Word, PowerPoint Check Publish document
File
or Excel In after check-in
Show
From the Dashboard site Actions Publish document
Actions
Right-Click Check Publish document
From the Web View
Document In after check-in

You can use SharePoint Portal Server to publish a document and make it
available for viewing in the workspace without using approval routing. If no
document approval routing is in place, authors and coordinators for enhanced
folders can immediately publish documents that are either already checked in or
in the process of being checked in.

Delivery Tip Publishing a Checked-In Document


Demonstrate the publishing
You can publish a checked-in document by publishing it from Microsoft Word,
process on a folder without
using an approval process.
Microsoft PowerPoint®, or Microsoft Excel; by publishing it from the
dashboard site; or by publishing it from the Web folders view.

Publishing from Word, PowerPoint, or Excel


To publish a checked-in document from Word, PowerPoint, or Excel:
• Click File, and then click Publish.
The document is now published, and the document status changes to
Read-Only.

Publishing from the Dashboard Site


To publish a checked-in document from the dashboard site:
1. Click Show Actions on the document that you want to publish.
2. In the Actions list, click Publish.
3. Click OK in the dialog box to confirm publication of the document.
The document is now published. When you refresh the screen, Publish is no
longer an Action item.
Module 5: Publishing Documents 3

Publishing from the Web Folders View


To publish a checked-in document from the Web folders view:
• Right-click the document that you want to publish, and then click Publish.
The document is now published. The Public Status changes to indicate the
new version number.

Publishing a Document During Check-In


You can publish a document during check-in by publishing it from Word,
PowerPoint, or Excel by publishing it from the dashboard site or by publishing
it from the Web folders view.

Publishing from Word, PowerPoint, or Excel


To publish a document during check-in from Word, PowerPoint, or Excel:
1. Click File on the toolbar and then click Check In.
2. Complete any applicable information on the Check-In form.
3. Select the Publish this document after check in check box, and then click
OK.
The document is now published, and the document status changes to
Read-Only.

Publishing from the Dashboard Site


To publish a document during check-in from the dashboard site:
1. Click Show Actions on the document that you want to publish.
2. In the Actions list, click Publish.
3. If the Publish document screen appears, choose the appropriate location of
your document, and then click OK.
4. Complete any applicable information on the screen, and then click OK.
The document is now published. When you refresh the screen, Publish is no
longer an Action item.

Publishing from the Web Folders View


To publish a document during check-in from the Web folders view:
1. Right-click the document that you want to publish, and then click Check In.
2. Complete any applicable information on the Check-In form.
3. Select the Publish this document after check in check box, and then click
OK.
The document is now published, which is indicated by the document icon
changing to a star for published status.

Important After a document is published, this version of the document remains


published until it is removed from the workspace.
4 Module 5: Publishing Documents

Demonstration: Publishing Documents without Approval


Routing
Topic Objective
To demonstrate how to
publish a document in
SharePoint Portal Server
without using approval
routing.
Lead-in
After a document is in the
SharePoint Portal Server
workspace, publishing
without using an approval
process is the quickest way
to make the document
available for viewing.

In this demonstration, you will see how to publish a document in SharePoint


Portal Server without using approval routing.
Module 5: Publishing Documents 5

# Publishing Documents with Approval Routing


Topic Objective
To outline this topic.
Lead-in
Often, documents require
! Understanding the Document Approval Routing Process
review and approval before ! Choosing an Approval Route
they can be published.
! Assigning an Approver
! Adding and Removing an Approver
! Setting an E-Mail Notification
! Approving and Rejecting a Document

Before you can choose the appropriate approval route for your documents, you
must understand the approval routing process in SharePoint Portal Server. After
you have chosen an approval route, you can assign an approver and then add or
remove the approver later. Finally, you can approve or reject a document under
approval by using appropriate commands in the workspace or on the dashboard
site.
6 Module 5: Publishing Documents

Understanding the Document Approval Routing Process


Topic Objective
To understand the basics of Annepa@advworks.msft
Annepa@advworks.msft
the document approval
Kimyo@advworks.msft
Kimyo@advworks.msft
routing process.
Paulwe@advworks.msft
Paulwe@advworks.msft
Lead-in
The document approval Choose
Choose Document
Document Supply
Supply Approvers
Approvers E-mail
E-mail
routing process includes a Approvers
Approvers Addresses
Addresses
series of steps that enables
an approver to approve or
reject a document. One after Another All at Once

Fill
Fill Out
Out Notification
Notification
Message
Message to to be
be Sent
Sent
Choose
Choose Approval
Approval Routing
Routing Model
Model to
to Approvers
Approvers

Approval routing is a SharePoint Portal Server feature that enables you and
others to review and approve workspace documents before publishing them.
When you apply approval routing to an enhanced folder, documents that are
published in that folder are sent through the specified routing process before
they are shared with users who have permission to read the documents in that
folder. The approval process begins when a SharePoint Portal Server author
performs the Publish action on a document. Approvers are then notified by
e-mail messages or on the dashboard site.

Configuring an Approval Routing Process


Configuring an approval routing process consists of the following steps:
1. Choose the appropriate approvers for the document.
2. Provide approver e-mail addresses (optional) to enable SharePoint Portal
Server to notify approvers when a document is ready for review.
3. Fill out a notification message for SharePoint Portal Server to send to
approvers when a document is submitted for their approval.
4. Choose an approval route.
Module 5: Publishing Documents 7

Choosing an Approval Route


Topic Objective One After Another Approval (Serial)
To describe the two
approval routes that are
available and how to
configure each one.
Author First Second Final Published to
Lead-in Approver Approver Approver Workspace
Selecting the appropriate
approval route is influenced All at Once Approval (Parallel)
by the type and sensitivity of
the documents to be
reviewed.

Single Approval All Approvers

SharePoint Portal Server includes the following two types of document


approval routing processes:
!" One After Another Approval, the serial approval process
!" All at Once Approval, the parallel approval process

Both types of document approval routing processes send an approval e-mail


notification that alerts the approver that a document is awaiting approval after
an author publishes a document. If the document is approved, it is published to
the SharePoint Portal Server workspace. If the document is not approved, or if
the approval process is cancelled, the document is returned to a checked-in
state. In either case, the approvers are notified by e-mail of the status of that
document. The e-mail notification informs approvers of the type of approval
process that is being used, the name of the submitter, and the names of the other
approvers.

Note You can assign an approval process only to an enhanced folder. If you try
to assign an approval process to a standard folder, you will receive a message
asking you to verify that you want to change the standard folder to an enhanced
folder. You can change an empty folder to an enhanced folder, but you cannot
change a folder with documents in it to an enhanced folder.
8 Module 5: Publishing Documents

One After Another Approval Process


One After Another Approval, the serial approval process, involves sending a
document for approval to a list of approvers in sequence. The first approver in
the list receives a Request-For-Approval notification when the document is
submitted for publishing by using the Publish command. Each approver on the
list must approve the document before the next approver on the list receives the
request notification.
The document is published only after all approvers have approved the
document. If any approver rejects the document, the approval process is
cancelled and the document is returned to a checked-in state. When the
document is approved or rejected or the approval process is cancelled, the
approvers can be notified by e-mail about the status of the document.

All at Once Approval Process


All at Once Approval, the parallel approval process, involves sending a
document for approval to multiple approvers at the same time. This approval
process option is appropriate when several approvers with differing roles must
review and approve a document. This approval process enables you to choose
one of two approval strategies: single parallel approval or all parallel approval.

Single Parallel Approval


The single parallel approval option requires the approval of only one approver
to publish a routed document. For example, if a document is sent to three
approvers, SharePoint Portal Server publishes the document when the first
person approves it. This option is appropriate for time-sensitive documents that
cannot tolerate delay because a single approver is unavailable.

All Parallel Approval


The all parallel approval option requires all approvers to approve the document
before it can be published. For example, because a group of approvers must
review a corporate report detailing an organization’s five-year financial plan,
the parallel approval option is used to send an e-mail notification requesting
that each approver review the document. This option is appropriate for
documents that require unanimous approval.
Module 5: Publishing Documents 9

Assigning an Approval Routing Path


After you have determined which approval process to use, you must assign that
approval route to the folder.
To assign an approval routing to a folder:
1. In the workspace, right-click the enhanced folder that you want to work
with, and then click Properties.
2. On the Properties page of the folder, click on the Approval tab, and select
the Documents must be approved before publishing box.
3. Click Add and select all the approvers. Click Add and then click OK.
4. On the Properties page of the folder, under Route to approvers section
click either One after another or Only one approval required.
5. If you select All At Once as the route, in the list click either All approve or
Only one approval required.
6. If you select One after another arrange the approvers for the approval
process using the arrow buttons.
7. Click OK.
10 Module 5: Publishing Documents

Assigning an Approver
Topic Objective
To present the difference Coordinator
between the primary $ Assigns folder users
SharePoint Portal Server as approvers
roles and the tasks of an $ Can alter approval
approver. routing process
Lead-in
The coordinator is
responsible for setting up
and assigning the approval
route, including assigning Approver
the approver role to existing $ Allowed to approve
workspace users. documents in a
specific folder

Trusted Domain
Users

Although SharePoint Portal Server assigns roles that enable users to access files
through the workspace, these roles have no function in the document approval
routing process. Therefore, the tasks of an approver are separate from the three
primary SharePoint Portal Server roles: coordinator, author, and reader. Further,
because an approver also acts as a reader, making a user an approver has no
effect on the other SharePoint Portal Server roles that user has been assigned.

Coordinator Responsibilities
A coordinator has the following responsibilities:
!" A coordinator is responsible for setting up the document approval routing
process and assigning approvers to specified enhanced folders.
!" A coordinator can make changes to a folder approval process, but those
changes affect only documents that are submitted for approval after those
changes are made. Changes to the approver routing process for a document
will not affect documents that are already under approval.
!" A coordinator can assign the tasks of an approver to anyone in a domain or a
trusted domain.

Note A coordinator can override the approval process and can approve a
document so that it can be published regardless of an approver’s actions.

Approver Responsibilities
Approvers have the following responsibilities:
!" An approver can accept a document, which may result in its publication, or
continue with any other requirements of the document approval routing
type.
!" An approver can reject a document, which causes the document approval
routing process to stop.
Module 5: Publishing Documents 11

Adding and Removing an Approver


Enhanced Web Folder Properties
Topic Objective
General Security Profiles Approval
To explain the process of
adding and removing an Documents must be approved before publishing
approver to an enhanced Approvers
folder. Approver Name Approver E-mail
1 – Jae Pak
Lead-in
To configure an approver for
a folder, use the Properties
Add… Remove Set E-mail…
page of the folder.
Route to approvers
One after another
All at once
All approve

Comments for approval e-mail:


Please review as soon as possible

OK Cancel Apply

As the coordinator for a folder, you use the Approval tab on the Properties
page of the folder to configure that folder’s approval settings. The Approval
tab is available only on an enhanced folder. On the Approval tab, you can add
and remove approvers, select the approval routing path, and provide comments
for the e-mail messages that are sent to approvers to notify them that a
document is awaiting their approval.

Adding an Approver to an Enhanced Folder


As the coordinator for a folder, you can add an approver by using the Approval
Delivery Tip tab on the Properties page of the folder.
Demonstrate adding
approvers and then show To add an approver to a folder:
the effect of selecting
different approval routing 1. In the workspace, right-click the folder that you want to work with, and then
options. If time permits, click Properties.
publish a document to
initiate the approval routing 2. On the Properties page of the folder, on the Approval tab, ensure that the
process. Documents must be approved before publishing check box is selected.
The SharePoint Portal 3. Click Add.
Server administrator must
4. Select a domain to browse.
have the SMTP Server
setting configured. 5. Select the person that you want to add as an approver.
If you select from the list provided, click Add, and then click OK.
If you type the name of a person instead of selecting from the list, click
Check Names, and then click OK.

Important Approvers must be from the SharePoint Portal Server computer


domain or a trusted domain.
12 Module 5: Publishing Documents

Removing an Approver from an Enhanced Folder


The coordinator for a folder can remove an approver by using the Approval tab
on the Properties page of the folder.
To remove an approver from a folder:
1. In the workspace, right-click the folder that you want to work with, and then
click Properties.
2. On the Properties page of the folder, on the Approval tab, in the
Approvers list, click the name of an approver.
3. Click Remove.
4. If necessary, revise the approval routing path choice and voting method.
5. Click OK.

Note Microsoft Windows® 98 users cannot add or remove approvers.


Module 5: Publishing Documents 13

Setting an E-Mail Notification


Topic Objective
To explain how to set an
e-mail notification that alerts On the Properties page of the folder, on the Approval
an approver that a tab, in the Approver Name list, click the name of the
document is awaiting approver whose e-mail notification you want to set
approval.
Lead-in Click Set E-mail
You set an e-mail
notification on the folder’s
Type the approver's full e-mail address, and then click
Properties page.
OK

Type the comments that you want to include in the


approver e-mail notification, and then click OK

An approval e-mail notification alerts an approver when a document is awaiting


approval. This e-mail message contains instructions for approval or rejection
and a link to the document.
If you are the coordinator for a folder, you can set the e-mail notification
message that SharePoint Portal Server sends to approvers.
To set the e-mail notification for an approver:
1. On the Properties page of the folder, on the Approval tab, in the Approver
Name list, click the name of the approver whose e-mail notification you
want to set.
2. Click Set E-mail.
3. Type the approver's full e-mail address, and then click OK.
4. Type the comments that you want to include in the approver e-mail
notification, and then click OK.

An e-mail notification with your comments will be sent to the approvers on the
list when a document is ready for their approval.
14 Module 5: Publishing Documents

Approving and Rejecting a Document


Topic Objective
To describe how to approve
and reject a document.
Lead-in
You can approve and reject
documents from various
locations.
Approve a Document:
! From the Workspace

! From the E-mail Notification

! From the Dashboard Site

Reject a Document:
! From the Workspace

! From the Dashboard Site

Approver

As an approver, you can approve or reject a document by using the appropriate


commands in the workspace or on the dashboard site.

Approving a Document
If you are designated as an approver for a document, after the author submits
the document for approval, you receive an e-mail notification containing a link
to the item. After the document has been approved, a new version is created and
published, and users with the appropriate permissions can search for and view
the document on the dashboard site.

Approving a Document from the Workspace


To approve a document from the workspace:
1. In the workspace, find the document that you want to approve.
2. Right-click the document, and then click Approve.

Approving a Document from the Approval E-mail Notification


To approve a document from the approval e-mail notification:
1. In the approval notification e-mail message, click Approve.
The dashboard site opens to the Approver Wizard page.
2. Review the title of the document under approval, and then click Finish.
Module 5: Publishing Documents 15

Approving a Document from the Dashboard Site


To approve a document from the dashboard site:
1. In the workspace dashboard site, click Document Library.
The Document Library page opens.
2. Locate the document that you want to publish.
The document might be located in a Document Library subfolder. If so,
open the subfolder to display its contents.
3. Click Show Actions.
4. Click Approve.
5. Click Finish.

Rejecting a Document
If you are an approver for a document and do not want to approve the document
for public view on the dashboard site, you can use the Reject command in the
workspace or on the dashboard site. A document is rejected when the current
approver in an approval process rejects the document under approval. The
document returns to a checked-in state in the workspace and SharePoint Portal
Server notifies the approvers of the rejection by e-mail. Any changes made to
the document while it is under approval are saved in the current, unapproved
working version.

Rejecting a Document from the Workspace


To reject a document from the workspace:
• Right-click the document and then click Reject.

Rejecting a Document from the Dashboard Site


1. In the workspace dashboard site, click Document Library.
The Document Library page appears.
2. Locate the document that you want to reject.
It may be located in a Document Library subfolder. If so, open the subfolder
to display its contents.
3. Click Show Actions.
4. Click Reject.
5. Click Finish.

Overriding an Approval Process


A coordinator can override the approval process and approve or reject a
document, regardless of other approvers’ actions. To override the approval
process, click Bypass Approval in the Properties page of the document that is
being reviewed. Overriding an approval process is a safeguard feature that
enables a document to be published or rejected even if the approver is not
available to approve it. To cancel an approval process, click Stop Approval in
the Properties page of the document that is being reviewed.
16 Module 5: Publishing Documents

Lab A: Approving Documents


Topic Objective
To introduce the lab.
Lead-in
In this lab, you will create a
document approval process,
publish a document from an
enhanced folder, and
approve a document that is
pending approval.

Objectives
After completing this lab, you will be able to:
!" Create a document approval process.
!" Publish a document from an enhanced folder with an approval process.
!" Approve a document that is pending approval.
!" Implement a discussion for assisting the approval process.

Prerequisites
Before working on this lab, you must be able to:
!" Navigate the SharePoint Portal Server by using My Network Places.
!" Check files in and out of the SharePoint Portal Server workspace.

For More Information


Read the SharePoint Portal Server Help topics on:
!" Document Approval
!" All at Once Approval vs. One after Another Approval
!" Enhanced vs. Standard folders
Module 5: Publishing Documents 17

Scenario
The Adventure Works company has just finished closing the fiscal year. The
Outerwear Products Division has been losing market share. The Division Chief
of Marketing and the Division Chief of Outerwear Products will collaborate on
a solution. Product Development and the Outerwear Products Division will
work on a new competitive line of outerwear clothing.
The Adventure Works network administrator has begun the implementation of
SharePoint Portal Server. A document structure exists and employees are
already publishing documents. To assist the Outerwear Products Division, the
network administrator has recommended using approval processes to control
publication and improve collaboration on this critical project.

Estimated time to complete this lab: 30 minutes


18 Module 5: Publishing Documents

Exercise 1
Configuring for One after Another (Serial) Approval
In this exercise, you will configure a One after Another approval process on an
enhanced folder. You will create the enhanced folder, configure the One after
Another approval process, and then add documents to the folder.

Scenario
The Division Chief of Outerwear Products decided first to focus on the Coats
product line. She requests that the product design engineers for the Coats line
present new ideas to the Vice President of Product Development. She plans to
review the ideas and present them to Marketing. Judy Lew, Division Chief of
Outerwear Products, will now implement an approval process for developing
new ideas for coat designs.

!"
To create a SharePoint Portal Server enhanced Web folder (enhanced
document folder) for an approval process by using My Network Places
1. Log on to the AdvWorks domain as the workspace coordinator, Judy Lew,
with a logon name of JudyLe and a password of password.
2. On the Windows desktop, double-click My Network Places, and then
double-click AdvWorksWorkspace on your_computer_name to open the
workspace.
If the shortcut does not appear in My Network Places, create the shortcut
by double-clicking Add Network Place, entering
http://your_computer_name/advworksworkspace, clicking Next, and then
clicking Finish.
3. Double-click AdvWorksWorkspace on your_computer_name, and then
double-click Documents.
4. Double-click Product Development.
5. On the File menu, point to New, and then click Folder.
Wait for the new Web folder to be created.
6. Type Potential Development Projects and then press ENTER.
What type of Web folder is the Potential Development Projects folder?
Why?
It is a standard Web folder. It inherited this property from the Product
Development parent folder.
____________________________________________________________

____________________________________________________________

7. Right-click the Potential Development Projects folder, and then click


Properties.
8. On the Properties page of the folder, on the General tab, select the Enable
enhanced folders check box, and then click OK.
Module 5: Publishing Documents 19

9. Double-click the Potential Development Projects folder to open it.


10. On the File menu, point to New, and then click Folder.
Wait for the Web folder to be created.
11. Type Coats and then press ENTER and then click OK.

!"
To set the security for the Coats folder
The product design engineers will save their draft idea documents in the Coats
Web folder in the author role. The Division Chief of Outerwear Products and
the Division Chief of Marketing have reader permission on that folder.
1. Right-click Coats, and then click Properties.
2. On the Coats Properties page, on the Security tab, clear the Use parent
folder’s security settings check box.
3. Click Add, select Luis Bonifaz and Anne Paper, click Add, and then click
OK.
4. In the Role list box, select Author for Anne Paper and Luis Bonifaz, and
then click Apply.

!"
To create a One after Another document approval process
The Vice President of Product Development needs to approve any ideas that are
generated by the coat product design engineers. After Product Development
approves the ideas, the Division Chief of Outerwear Products will review the
ideas to see if they comply with the division’s vision for new products. She will
publish only those documents that reflect that vision.
1. Right-click Coats, and then click Properties.
2. On the Coats Properties page, under the Approval tab, select the
Documents must be approved before publishing check box.
3. Under Route to approvers, click One after another, and then click Add.
4. In the Name list, click Kim Yoshida, and then click Add.
5. In the Name list, click Judy Lew, click Add, and then click OK.
6. Click Kim Yoshida, click Set E-mail, in the E-mail address box type
KimYo@AdvWorks.msft and then click OK.
7. Click Judy Lew, click Set E-mail, in the E-mail address box type
JudyLe@AdvWorks.msft and then click OK twice.
If a message box appears stating that your approval process will not apply to
documents currently pending approval, click OK.
8. Click Start, click Shut Down, click Log off JudyLe, and then click OK.
20 Module 5: Publishing Documents

!"
To create a document in the Coats enhanced Web folder
A Coats product design engineer decides to create a document that describes an
idea for improving the Outerwear Products line. The engineer, Anne Paper, will
publish the document in the Coats Web folder to initiate the folder’s approval
process.
1. Log on to the AdvWorks domain as Anne Paper with a logon name of
AnnePa and a password of password.
2. Click Start, point to Programs, and then click Microsoft Word.
If the User Name dialog box appears, enter Anne Paper in the Name box
and AP in the Initial box, and then click OK.
If the Office Assistant opens, right-click it, and then click Hide.
3. In the document window, type Warmer Lining
4. On the File menu, click Save As.
5. In the Save in box, navigate to My Network Places.
If AdvWorksWorkspace on your_computer_name is not present, add the
shortcut through the My Network Places icon on the desktop.

Tip To add the network place shortcut, follow step two of the first
procedure in this exercise.

6. Double-click AdvWorksWorkspace on your_computer_name, double-


click the Documents folder, double-click Product Development, double-
click Potential Development Projects, and finally double-click Coats to
open the Web folder.
7. In the File name box, type GreatIdea and click Save.
8. On the File menu, click Check In to check the document into SharePoint
Portal Server, and then click OK.
9. On the File menu, click Publish, and then on the File menu, click Exit.
10. Log off Anne Paper.

!"
To review a document submitted for approval as the first approver in
the One after another approval process
The Vice President of Product Development is assisting the Division Chief of
Outerwear Products with finding new products. The Vice President will review
ideas that are submitted by the Coats design engineers.
1. Log on to the AdvWorks domain as Kim Yoshida with a logon name of
KimYo and a password of password.
2. On the desktop, double-click the Outlook icon to open Microsoft Outlook®.
3. If the User Name dialog box opens, in the Name box, type Kim Yoshida
and in the Initials box type KY and then click OK.
Module 5: Publishing Documents 21

4. If the Outlook Installer dialog box opens, select Corporate or Network.


If the Microsoft Outlook Setup Wizard starts, select the Microsoft
Exchange Server check box, and then click Next. In the Microsoft
Exchange server box, type London and then type KimYo in the Mailbox
box. When prompted whether you travel with this computer click No, and
then click Finish. If the Microsoft Outlook message box prompts to set
Outlook as the default mail and newsreader, click OK.
5. If the Office Assistant appears, right-click it, and then click Hide.
6. Click the message from AdvWorksWorkspace@your_computer_name.
Open the document by clicking the link to GreatIdea.doc, and then review
it.
Were you able to open the document? Why?
Yes. Because Kim Yoshido has the approval role on the Coats folder,
which gives her read access to documents that are being published.
____________________________________________________________

____________________________________________________________

7. In Internet Explorer, on the File menu, click Close.


If you are prompted for a connecting type, click LAN, click Next, click
LAN, click Next, click Next, click No when prompted to set up an Internet
e-mail account, and then click Finish.
8. In the e-mail message, click the Click here to approve or reject this
document link.
9. After Internet Explorer opens, on the Actions Web Part, click the Approve
link, and then click OK.
10. Log off Kim Yoshida.

!"
To review a document submitted for approval as the second approver
in the One after another approval process
The Division Chief of Outerwear Products is anxiously awaiting ideas for the
new Coats line. The Division Chief decides to check the SharePoint Server
dashboard site to see if the Coats product design engineers have submitted any
ideas.
1. Log on to the AdvWorks domain as Judy Lew with a logon name of
JudyLe and a password of password.
2. Open Internet Explorer by double-clicking the Internet Explorer icon on
the desktop.
If the SharePoint Portal Server dashboard site does not appear, in the
Address box type http://your_computer_name/AdvWorksWorkspace
3. Click Document Library and navigate to the Coats folder.
4. Under GreatIdea.doc, click Show Actions.
5. The Division Chief wants this to be published as fast as possible, so under
the Actions Web Part click Approve, and then click OK.
6. Log off Judy Lew.
22 Module 5: Publishing Documents

Exercise 2
Configure an All at Once Approval Process
In this exercise, you will configure an All at Once approval process on an
enhanced folder. You will create the enhanced folder, add documents to the
folder, and then configure the All at Once approval process.

Scenario
The Division Chief of Outerwear Products has now decided that rather than
asking the Division Chief of Marketing to periodically check to see if there are
new ideas, she wants him to participate in the approval process. In addition,
because the document folder is to be used only for potential development
projects, the approval process will include the approval of the Vice President of
Product Development, the Division Chief of Outerwear Products, or the
Division Chief of Marketing. Some additional marketing specialists will begin
reviewing any published ideas.

!"
To create an All at Once document approval process
The Division Chief of Outerwear Products functions as the workspace
coordinator for the AdvWorksWorkspace workspace. The Division Chief will
change the approval process on the Coats folder to All at Once approval and
add the Division Chief of Marketing to the approval process. The Division
Chief of Outerwear Products will then add the marketing specialists as readers
on the Coats folder.
1. Log on as Judy Lew with a logon name of JudyLe and a password of
password.
2. On the Windows desktop, double-click My Network Places, and then
double-click AdvWorksWorkspace on your_computer_name.
3. To open the Product Development Web folder, double-click Documents,
and then double-click Product Development.
4. Double-click Potential Development Projects to open the Potential
Development Projects enhanced Web folder.
5. Right-click Coats, and then click Properties.
6. On the Coats Properties page, on the Security tab, click Add, select Meng
Phua and Jae Pak, click Add, and then click OK.
7. On the Approval tab, ensure that the Documents must be approved
before publishing check box is selected.
8. Click All at once, and then, in the All at once box, click Only one
approval required.
9. Click Add in the Name list, click Paul West, click Add, and then click
OK.
10. Click Paul West, click Set E-mail, in the E-mail address box, type
PaulWe@AdvWorks.msft and then click OK twice.
11. If a message box appears stating that your approval process will not apply to
documents currently pending approval, click OK.
12. Log off Judy Lew.
Module 5: Publishing Documents 23

!"
To check out, modify, and check in a document to a SharePoint Portal
Server Web folder by using Microsoft Office
The Coats product design engineer has heard that the Marketing Department
will be involved from the preliminary stages of potential development projects.
The Coats design engineer decides to improve his idea.
1. Log on as Anne Paper with a logon name of AnnePa and a password of
password.
2. On the Start menu, point to Programs, and then click Microsoft Word.
3. On the File menu, click Open.
4. In the Look in box, click My Network Places.
5. In the Files list, double-click AdvWorksWorkspace on
your_computer_name, double-click Documents, double-click Product
Development, double-click Potential Development Projects, and then
double-click Coats.
Notice that once the Web 6. Right-click GreatIdea, and then click Check Out.
Folder properties have been
7. To refresh the Web folder properties, press F5 on the keyboard.
refreshed, the icon for the
checked out document has 8. Click GreatIdea, and then click Open.
changed to indicated its new
status.
9. To modify the document, on the next line, type This line of coats will be
improved using a Thermafill insulator.
10. On the File menu, click Save.
11. On the File menu, click Check In.
12. On the GreatIdea.doc Properties page, click OK.
13. On the File menu, click Publish.

Note The document is now read only. Before anyone can make changes to the
document, they must check it out, providing they have permission to do so.

14. On the File menu, click Exit.


15. Log off Anne Paper.

!"
To approve a document in an All at Once Approval process
Now the Division Chief of Marketing wants to see if there are any documents
awaiting his approval.
1. Log on to the AdvWorks domain as Paul West with a logon name of
PaulWe and a password of password.
2. Open Internet Explorer by double-clicking the icon on the desktop. If the
SharePoint Portal dashboard site does not open, type
http://your_computer_name/AdvWorksWorkspace and then press
ENTER.
24 Module 5: Publishing Documents

3. Click Document Library, navigate to the Coats folder, and then scroll to
GreatIdea.

Note Notice the document’s icon. The document is pending approval.


Document folders are not published until the approval process is complete.

4. Click Show Actions, click Approve, and then click OK.

Note The SharePoint Portal Server is now publishing version 2 of the


document.

5. Log off Paul West.


Module 5: Publishing Documents 25

Exercise 3
Using Discussions
In this exercise, you will use the discussion feature of Internet Explorer to
discuss a document in order to improve it and then resubmit it through an
approval process.

Scenario
The Coats product design engineer has now decided to improve upon his idea
after the Division Chief of Marketing rejected his idea. The design engineer
asks the marketing specialists to review the document. After they review his
document, he plans to rework it and then publish it to reinitiate the approval
process.

!"
To review a document and start a discussion
1. Log on to the AdvWorks domain as Meng Phua with a logon name of
MengPh and a password of password.
2. Open Internet Explorer by double-clicking the icon on the desktop.
If the SharePoint Portal dashboard site does not appear, type
http://your_computer_name/AdvWorksWorkspace and press ENTER.
3. Navigate to the Coats folder, and then under GreatIdea.doc, click Discuss.
4. Click Insert Discussion, in the Discussion Subject box type texture and
then in the Discussion Text box type How about fuzzy?
5. Click OK.
6. Log off Meng Phua.

!"
To participate in a discussion
1. Log on to the AdvWorks domain as Jae Pak with a logon name of JaePa
and the password of password.
2. Open Internet Explorer by double-clicking the icon on the desktop.
If the SharePoint Portal dashboard site does not open, type
http://your_computer_name/AdvWorksWorkspace and press ENTER.
3. Navigate to the Coats folder, and then under the GreatIdea.doc, click
Discuss.
4. Click Insert Discussion, in the Discussion Subject box type texture and
then in the Discussion Text type How about soft?
5. Click OK.
6. Log off Jae Pak.
26 Module 5: Publishing Documents

Using Web Discussion to Review Documents


Topic Objective
To understand the use of
Office collaboration tools Inputting Remarks
Using Multiple
with SharePoint Portal Discussions
Server approval processes.
Lead-in
The Web Discussion Reader
Coordinator
features in Office 2000
support the SharePoint
Portal Server document
review processes.
Saving and
Using Tracking
Threaded Discussions
Remarks
Everyone
Author Within a Trusted Domain

As an alternative to approval routing, SharePoint Portal Server supports the


Office 2000 Web Discussions feature found in Word, PowerPoint, and Excel.
This feature enables you to discuss workspace documents with other users and
provides a useful alternative to simply sending an editorial suggestion or
directly editing the document.

Using Workspace Web Discussions Feature


Office 2000 Web Discussions embeds discussion text in the document’s
metadata. You can access and edit this metadata from a discussion link on the
dashboard site, the Discussion button in Internet Explorer, or from Word,
Excel, or PowerPoint.
Web Discussions enable you to perform the following tasks:
!" Enter comments.
You can insert comments into a document from Word, PowerPoint, or
Excel; from Internet Explorer’s discussion link; or by using the discussion
link on the dashboard site.
!" Use threaded remarks.
You can participate in threaded discussions, in which replies to a discussion
remark appear directly underneath the original remark.
!" Use multiple discussions.
You can participate in simultaneous discussions about the same document.
!" Save and track discussions.
You can easily save and track discussions.
Module 5: Publishing Documents 27

Accessing Web Discussions


You can access Web Discussions from Office 2000, Internet Explorer, or the
dashboard site.

Using Web Discussions with Office 2000


The collaboration toolbar in Office 2000 provides access to discussions from
Word, PowerPoint, and Excel.
To use Web Discussions with Office 2000:
1. Open the document.
2. On the Tools menu, click Online Collaboration, and then click Web
Discussions.

The first time you use this feature, you must supply a discussion server address.
This is the name of the SharePoint Portal Server computer where the document
you want to discuss resides. The Web Discussions toolbar appears allowing you
to use the discussion features of Office 2000.
The discussion comments will appear in the document. Discussion comments
are available to all Office 2000 Web Discussion users, as well as users of the
SharePoint Portal Server.

Using Web Discussions with Internet Explorer 5.1 or Later


Browser-based discussions allow users who do not have Microsoft Office 2000
installed on their systems to read discussions and participate in the discussion
process.
To use Web Discussions with Internet Explorer 5.1 or later:
1. Select the document that you want to discuss, and then click OK.
2. On the Internet Explorer toolbar, click the Discuss button.

The first time you activate this function, you must supply a discussion server
address. This is the name of the SharePoint Portal Server computer where the
document you want to discuss resides.

Using Web Discussions from the Dashboard Site


You can also access Web discussions from the dashboard site. Under the
documents there is a discussion link. Selecting this link will display the
discussion text.
28 Module 5: Publishing Documents

Review
Topic Objective
To reinforce module
objectives by reviewing key
points. ! Publishing Documents without Approval Routing
Lead-in ! Publishing Documents with Approval Routing
The review questions cover
some of the key concepts ! Using Web Discussion to Review Documents
taught in the module.

1. You are the workspace coordinator for your company’s management


workspace. The company wants to implement document management so
that all branch managers can review documents that are specific to their
locations and the state supervisors perform a final review of all documents
before they are published on the company’s intranet. How would you
implement a solution?
Create an enhanced folder for each branch. Place a serial approval
process on each folder specifying the branch manager first in the
approval process and then the state supervisor.

2. You are the workspace coordinator for your company’s human resource
department. You want to add an employee news section in your workspace,
which would allow employees to publish various news announcements. To
maintain a level of professionalism, your boss has requested that an editor
review the material prior to publication. How could you configure a
document management solution that would allow an editor to approve
documents before they are published on the company’s intranet?
Create an enhanced folder for employee news. Place a parallel approval
process that makes all editors approvers. Assign the author role to all
employees for the folder.
Module 5: Publishing Documents 29

3. You are an author of a document that has passed the approval process and is
published on your intranet. How do you update the document? What will
readers see while the document is being updated? What will they see after
you update the document?
You must check out the document to update it. The original version of
the document will be available to readers while you are working on the
document. When you check in the document, it will enter the approval
process. If the new document is approved, it will be published. If it is
not approved, the previous version remains visible to users.

4. You are viewing the Web Discussions of a document pertaining to the


naming of a product. You want to point out some technical errors and get
feedback on these errors. You are not concerned about nomenclature. What
could you do?
Start a new discussion about the errors. This will give you a new
threaded model pertaining only to these errors.
THIS PAGE INTENTIONALLY LEFT BLANK
Module 6: Adding and
Managing External
Content
Contents

Overview 1
Components of a SharePoint Portal Server
Search 2
Adding Content Sources 13
Managing Content Sources 28
Lab A: Adding External Content to a
Workspace 42
Review 48
Information in this document is subject to change without notice. The names of companies,
products, people, characters, and/or data mentioned herein are fictitious and are in no way intended
to represent any real individual, company, product, or event, unless otherwise noted. Complying
with all applicable copyright laws is the responsibility of the user. No part of this document may
be reproduced or transmitted in any form or by any means, electronic or mechanical, for any
purpose, without the express written permission of Microsoft Corporation. If, however, your only
means of access is electronic, permission to print one copy is hereby granted.

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual
property rights covering subject matter in this document. Except as expressly provided in any
written license agreement from Microsoft, the furnishing of this document does not give you any
license to these patents, trademarks, copyrights, or other intellectual property.

 2001 Microsoft Corporation. All rights reserved.

Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint,
SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32
are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other
countries.

Other product and company names mentioned herein may be the trademarks of their respective
owners.
Module 6: Adding and Managing External Content iii

Instructor Notes
Presentation: This module provides students with the information necessary to add and
60 Minutes manage a Microsoft® SharePoint™ Portal Server content source.
Lab: After completing this module, students will be able to:
30 Minutes
!" Describe the components that are used in the searching and indexing
features of SharePoint Portal Server.
!" Define content source and describe the types of content that are supported,
how a content source is used, and how to add a content source.
!" Manage a content source by setting schedules, scope, and rules, and
describe additional functions that apply to content sources.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need the Microsoft PowerPoint® file 2095a_6.ppt.

Preparation Tasks
To prepare for this module, you should:
!" Read all of the materials for this module.
!" Complete the lab.

Instructor Setup for a Lab


This section provides setup instructions that are required to prepare the
instructor computer or classroom configuration for a lab.

Lab A: Adding External Content to a Workspace


!"To prepare for the lab
• Classroom configured according to the setup guide for course 2059a.
iv Module 6: Adding and Managing External Content

Module Strategy
Use the following strategy to present this module:
!" Components of a SharePoint Portal Server Search
Describe the five components of a SharePoint Portal Server search, which
includes the Gatherer, IFilters, word breakers and noise words, plug-ins, and
indexing databases. Describe the function of each of these components and
then briefly explain how each component works.
!" Adding Content Sources
Explain that SharePoint Portal Server provides access to content that is
stored outside the workspace and that this content is referred to as a content
source. Describe the basic features of content sources and then explain how
to add various content sources to a Content Sources folder.
!" Managing Content Sources
Explain that once a content source has been added, it must be managed to
ensure that it used effectively during searches. Discuss how to manage a
content source by configuring crawl settings, search scopes, index updates,
rules, gatherer log files and discussion settings as well as other management
functions.

Customization Information
This section identifies the lab setup requirements for a module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in replicating or customizing Training and
Certification courseware.

Important The lab in this module is also dependent on the classroom


configuration that is specified in the Customization Information section in the
Classroom Setup Guide for Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.

Lab Setup
The following list describes the setup requirements for the lab in this module.

Setup Requirement 1
The lab in this module requires no additional configuration. To prepare student
computers to meet this requirement, perform the following actions:
!" Configure the instructor computer according to the classroom setup guide
for course 2095a.
!" Configure the student computers according to the classroom setup guide of
course 2095a.

Lab Results
There are no configuration changes on student computers that affect replication
of customization.
Module 6: Adding and Managing External Content 1

Overview
Topic Objective
To provide an overview of
the module topics and
objectives. ! Components of a SharePoint Portal Server Search
Lead-in ! Adding Content Sources
In this module, you will learn
about adding and managing ! Managing Content Sources
content with SharePoint
Portal Server.

Microsoft® SharePoint™ Portal Server 2001 stores content that is both internal
and external to the workspace. A content source is used to specify a set of
content that is stored outside the workspace. The Microsoft Search (MSSearch)
service is a full-text indexing and search engine that is used to crawl, retrieve,
create and update indexes for this content. This module discusses this process
and examines the use of content sources for accessing content that is external to
the SharePoint Portal Server computer.
After completing this module, you will be able to:
!" Describe the components that are used in the searching and indexing
features of SharePoint Portal Server.
!" Define content source and describe the types of content that are supported,
how a content source is used, and how to add a content source.
!" Manage a content source by setting schedules, scope, and rules, and
describe additional functions that apply to content sources.
2 Module 6: Adding and Managing External Content

# Components of a SharePoint Portal Server Search


Topic Objective
To outline this topic.
Lead-in ! The Gatherer
In this topic, we will examine
the components of ! IFilters
MSSearch.
! Word Breakers and Noise Words
! Plug-Ins
! Indexing Database

This topic provides an overview of the technology that is used in the searching
and indexing features of SharePoint Portal Server. These components are used
to create and manage content sources.
Module 6: Adding and Managing External Content 3

The Gatherer
Topic Objective
To explain the function of ! Core Component of MSSearch
the Gatherer.
! Manages How Content Is Accessed, Filtered, and Indexed
Lead-in
In this topic we will examine ! Includes Native and Registered Protocol Handlers
the Gatherer, a core
component of SharePoint
Portal Server MSSearch.
Accessing
Accessing Filtering
Filtering Indexing
Indexing

Filter
Daemon
Process

The Microsoft Gatherer performance object is the core component of


MSSearch. As SharePoint Portal Server processes transactions on your system,
it generates performance data that Windows 2000 can track and log. This data is
described as a performance object and is typically named for the component
generating the data. The Gatherer manages the way that content is accessed,
filtered, and indexed.

How the Gatherer Works


The Gatherer runs inside MSSearch and interacts with a separate filter daemon
process (mssdmn.exe) that performs data access and content filtering. The
following steps describe how the Gatherer works:
1. The filter daemon uses protocol handlers and IFilters to extract data. These
filters are data type–specific components that SharePoint Portal Server uses
to communicate with and filter the documents in the content source.
2. The Gatherer runs the data through a series of plug-ins to process and filter
the data. Plug-ins are used to interpret the data and properties as it is pulled
from the documents in a content source.
3. The data passes through the plug-ins before the index is created and the
document properties are saved to an index database (Microsoft Jet property
store).

Note A Jet property store is separate from the Microsoft Web Storage
System used by SharePoint Portal Server.
4 Module 6: Adding and Managing External Content

Using Protocol Handlers to Access Data Store Content


The Gatherer accesses documents in a data store by using the appropriate
protocol by way of a protocol handler interface. The protocol handler, which
has no relation to network protocol, is an interface between the index and
SharePoint Portal Server. When the Gatherer processes a Uniform Resource
Locater (URL) during indexing, the filter daemon determines which protocol
handler to use based on the URL prefix, loads the associated dynamic link
library (DLL), and passes the URL and security credentials to the protocol
handler.

Native Protocol Handlers


SharePoint Portal Server includes native protocol handlers, or handlers that
ship with the product, for Hypertext Transfer Protocol (HTTP), file, Microsoft
Exchange 5.5, Microsoft Exchange 2000 Server, and Lotus Notes.
Exchange 2000 and SharePoint Portal Server share the Web Storage System
technology and the same protocol handler. This protocol handler accesses a
local Web Storage System by using Microsoft OLE DB Provider for
Exchange 2000 Server (EXOLEDB) and uses Web Distributed Authoring and
Versioning (WebDAV) to access the Web Storage System on a remote
Exchange or SharePoint Portal Server computer.

Registered Protocol Handlers


The following table lists the registered protocol handlers that are included with
SharePoint Portal Server.
Prefix DLL ProgID

File Mssph.dll MSSearch.FileHandler.1


HTTP Mssph.dl MSSearch.HttpHandler.1
Exch Mssexph.dll MSSearch.MapiHandler.1
PKM Exstore Pkmexsph.dll PKM.ExstoreHandler.1
Notes Notesph.dll MSSearch.NotesHandler.1

Gatherer Project
A search application can have one or more Microsoft Gatherer Projects
performance object. Gatherer Projects are located inside a search application,
such as SharePoint Portal Server. SharePoint Portal Server has one Gatherer
Project for each internal or external workspace. These workspaces have their
own settings, such as indexing schedules. The Search services uses Gatherer
Projects to keep each workspace separate so it can have its own schedule.
A SharePoint Portal Server workspace is a Gatherer Project with its own index.
Each Gatherer Project contains its own set of build parameters, crawl
restrictions, and plug-ins. Each Gatherer Project contains its own run-time
transaction log containing all URLs to be crawled and maintains its own
statistics.
Module 6: Adding and Managing External Content 5

IFilters
Topic Objective
To explain the function of
IFilters.
! Extract Content and Properties from Documents
Lead-in
In this topic we will examine ! Open Data Streams and Expose the Data as Indexable
how filters extract content Chunks
and properties from
documents for indexing. ! SharePoint Portal Server Provides IFilters for:

Office
Office (offfilt.dll)
(offfilt.dll) MIME
MIME (mimefilt.dll)
(mimefilt.dll)

HTML
HTML (nlhtml.dll)
(nlhtml.dll) TIFF
TIFF (mspfilt.dll)
(mspfilt.dll)

Text
Text (query.dll)
(query.dll) Null
Null Filter
Filter (tquery.dll)
(tquery.dll)

IFilters are the components of MSSearch that extract a document’s content and
its properties.

How IFilters Work


During the filter daemon process, IFilters open data streams and expose the data
so that it can be indexed. In particular, the Hypertext Markup Language
(HTML) filter strips a document of all HTML tags and emits various HTML
syntactic elements as properties, such as author or title, and also emits the body
text. Each file type, indicated by its file extension, has an IFilter associated with
it.
SharePoint Portal Server provides IFilters for HTML, Microsoft Office, text,
Multipurpose Internet Mail Extensions (MIME) and Tagged Image File Format
(TIFF).

Note You should convert documents created using Office applications to


Office 95 or later. The office IFilter would not expose document properties of
older Office documents.
6 Module 6: Adding and Managing External Content

IFilter DLLs
The following table lists the IFilters that are included with SharePoint Portal
Server.
Prefix DLL

Office offfilt.dll
HTML nlhtml.dll
Text query.dll
MIME mimefilt.dll
TIFF mspfilt.dll
Null filter tquery.dll
Module 6: Adding and Managing External Content 7

Word Breakers and Noise Words


Topic Objective
To explain the function of
! Word Breakers Loem Ipsum arnet
word breakers and noise
words. $ Break words apart
Lead-in
In this topic, we will examine $ Remove punctuation and symbols
how word breakers and
noise words are used to
$ Follow language-specific rules
facilitate indexing. $ Follow special case rules
! Noise Words
$ Words that do not add value to a query (“and”, “the”)
$ MSSearch filters out noise words

Word breakers and noise words are used to facilitate indexing.

Word Breakers
To correctly crawl a document to add it to an index, SharePoint Portal Server
must use word breakers. A word breaker determines where the word boundaries
are in the stream of characters in the query or in a document being crawled. The
word breaker that is used during indexing is determined by the language that is
identified and emitted by the IFilter.

Function of Word Breakers


Common functions of word breakers include:
!" Breaking words apart at white spaces and at line and paragraph separators.
!" Removing most punctuation and symbols.
!" Following language-specific rules to handle such things as URLs, e-mail
addresses, currency, hyphenation, and time/date. For example, the e-mail
address username@domain.com is broken at the @ and the period.
!" Following special case rules. For example, SharePoint Portal Server word
breakers leave the string C++ intact, because if the ++ were deleted, the
resulting “C” would be discarded as a noise word.
8 Module 6: Adding and Managing External Content

Using Word Breakers in Indexing


The content index uses the word breaker component in the following two
situations:
!" When an index is created or updated. The word breaker splits all text that is
referenced by the content index. The index is updated continuously as
documents are modified and closed.
!" At query time. A word breaker is used to break query strings into words and
phrases.

Note For more information about word breaking at query time, see Module 7,
“Searching for Content,” in Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.

Using SharePoint Portal Server and Operating System Word Breakers


The word breakers included in SharePoint Portal Server override existing
operating system word breakers. SharePoint Portal Server calls the operating
system word breaker if a special one for SharePoint Portal Server does not
exist. If Windows 2000 or SharePoint Portal Server does not have a special
language word breaker, the neutral word breaker is used. The neutral word
breaker (query.dll) provided by the operating system breaks at white spaces and
several other breaking characters.

Noise Words
Both noise words and noise word lists are used by MSSearch.

Using Noise Words


Noise words are words that do not add value to a query, such as “and”, “the”,
and single letters. MSSearch filters out noise words to save index space and
increase performance.

Using Noise Word Lists


Noise word lists are customizable language-specific text files that are stored in
the %systemroot%\program files\SharePoint Portal Server\data\ftdata\
SharePoint Portal Server\config folder. There is one noise word list for each
language that is supported. For example, the noise word list for U.S. English is
noiseenu.txt. Each file contains a list of words, with one word per line. If you
change the noise word list, you must perform a full update of the index to
incorporate the changes.
Module 6: Adding and Managing External Content 9

Plug-Ins
Topic Objective
To explain the function of
plug-ins. ! Plug-in Categories ! Default Plug-ins
$ Consumer plug-in $ Auto-Categorization Module
Lead-in
In this topic, we will describe $ Active plug-in plug-in
how the Gatherer uses plug- $ PQS plug-in
ins.
$ Indexing plug-in

$ Gatherer plug-in

Filter Plug-ins

A plug-in is a component that resides in the Gatherer data pipeline and


processes the data that is emitted by the content filters. The Gatherer Project
uses plug-ins to process the text and properties of collected content.

Plug-in Categories
The Gatherer includes the following two categories of plug-ins:
!" Consumer plug-in. This plug-in uses only the text and properties that are
emitted and does not affect the pipeline.
!" Active plug-in. This plug-in can affect the pipeline by adding, modifying, or
deleting properties.

Default Plug-ins
The Gatherer contains four default plug-ins: the Auto-categorization Module
plug-in, the Persistent Query Server (PQS) plug-in, the Indexing plug-in, and
the Gatherer plug-in.

Auto-Categorization Module Plug-In


The Auto-categorization (AutoCat) Module plug-in is a consumer plug-in that
processes the data being streamed and uses statistical information to
automatically associate certain SharePoint Portal Server categories with
documents.

PQS Plug-In
The PQS plug-in is used for the SharePoint Portal Server Subscriptions feature.
The active PQS plug-in checks the data in the stream against subscription rules
and notifies the subscription engine to generate notifications if needed.
10 Module 6: Adding and Managing External Content

Indexing Plug-In
The Indexing plug-in is essentially a wrapper that interacts with the full-text
engine. The indexing plug-in performs the following tasks:
!" Checks the schema to determine which properties to include in the index.
For properties that are retrievable in user search queries, it will save the data
in the property store. For properties and text that is marked for indexing, it
will perform additional processing and store the full-text index.
!" Regulates the amount of data that is being passed to the full-text engine by
blocking the data pipeline when a threshold is reached.
!" Saves the data to the Jet property store. The data is saved in the property
store first and then the indexing engine saves the data. The property store is
located at %program files%\SharePoint Portal Server\data\ftdata\SharePoint
Portal Server.

Gatherer Plug-In
The Gatherer plug-in can be thought of as the crawl manager. It receives the
call to start a crawl, checks for crawl restrictions, and maintains the crawl queue
and history. It is present in every Gatherer project, regardless of the
configuration.
Module 6: Adding and Managing External Content 11

Indexing Database
Topic Objective
To explain the function of an
indexing database and its
collection of four indexes. ! The Indexing Database Provides a Consistent
Lead-in Structure for
In this topic, we will examine
how SharePoint Portal
$ Word lists
Server provides a consistent $ Shadow indexes
structure for the
components of the indexing $ One or more master indexes
database.

Index

The indexing database is a collection of word lists, shadow indexes, and one or
more master indexes. Each data structure contains the same type of information
and is optimized for a different stage in the life cycle of the index.

Word List
Word lists can be quickly created since they are in memory. This also means a
document is accessed quickly. The crawl is not held up for very long as the
word list is being written and the crawl can move quickly from document to
document.

Shadow Index
Because word lists exist only in memory and take up too much space to be used
for long-term storage, the MSSearch service automatically transfers data in
word lists to a shadow index. A shadow index is a disk-based structure that is
created when a specified number of word lists exists. Because data in a shadow
index is compressed, access time is slower than for a word list. Creating a
shadow index is also much slower than creating a word list. After a shadow
index is created, it cannot be modified. Further, if MSSearch determines that
there are too many shadow indexes, they will merge to create new shadow
indexes, building on existing shadow indexes and word lists.
Because shadow indexes cannot be modified, the number of shadow indexes in
the content index will grow over time as new word lists are converted to
shadow indexes.
12 Module 6: Adding and Managing External Content

Master Index
Because the access time for a shadow index is almost constant regardless of
size, content index performance will decrease as more shadow indexes are
created. Therefore, it is advantageous to merge shadow indexes into a master
index. In SharePoint Portal Server, this process is called a master merge and it
happens by default every night at midnight, after a specific number of
documents have been indexed or if disk space gets too low. You cannot
manually initiate the creation of a master index. The master index, which is the
final repository for all indexing information, is by far the largest index. The
optimal content index is a master index, with no word lists or shadow indexes.
The content of the word lists and shadow indexes now exists only in the master
index.
Module 6: Adding and Managing External Content 13

# Adding Content Sources


Topic Objective
To outline this topic.
Lead-in ! Adding a Content Source
In this section, you will learn
about the basic procedure
! Adding a Web Content Source
for adding a content source. ! Adding an Exchange 5.5 Content Source
! Adding an Exchange 2000 Content Source
! Adding a Lotus Notes Content Source

In addition to storing content in standard and enhanced folders in the


workspace, SharePoint Portal Server provides access to content that is stored
outside the workspace, by means of content sources. SharePoint Portal Server
provides read access to, and searching within, content sources, but content
sources cannot be edited, checked in, or checked out. This section describes
some of the basic features of content sources and how to add them to your
Content Sources folder.
14 Module 6: Adding and Managing External Content

Adding a Content Source


Topic Objective Index
To describe the function of a
content source as well as
how to add a content
source.
Management
Lead-in
In this topic, you will learn
how to prepare for adding a Content
content source. Sources

~~~ ~~~ ~~~

Content Users

A content source represents an external location, indicated by a URL, where the


content is stored and accessed for indexing. You create and store links to this
content in the Content Sources folder that is located in the Management folder.
Content can be located on the same server, a server on your intranet, or a server
on the Internet.

Defining a Content Source


A content source is defined by:
!" The type of data store that is accessed, such as a network file server, a Web
server, an Exchange server, or a Lotus Notes database.
!" The address, a URL containing the host name and a path, that is required to
locate the content.
!" Additional parameters that control how the index of the content is created.
Module 6: Adding and Managing External Content 15

Types of Content Sources


When you add a content source to the Content Sources folder, you must provide
an address or URL for that content. The following table lists the types of
information that you can add to the workspace as a content source.
Source type Sample address

Web site or Web page. http://www.microsoft.com/


File share. file://server/share/page.htm
-OR- \\server\share\folder
Exchange 5.5 public folder. The http://server/Public/Public Folders
SharePoint Portal Server computer must -OR- exch://backofficestorage/
be configured to crawl this type of folder.
Exchange 2000 public folder. http://server/Public/Public Folders/folder
Lotus Notes database. Before you can Provide the name of the database and the
create this content source, the Lotus Notes address of the database server, such as:
client must be properly installed on the //noteserver
SharePoint Portal Server computer, and
the computer must be properly configured
with the NotesSetup utility.
Other SharePoint Portal Server http://server/workspace/folder/
workspaces.

Creating and Updating an Index of the Content


On a regular basis, SharePoint Portal Server creates and updates an index of the
content that is made available through content sources. After SharePoint Portal
Server includes a content source in the workspace index, users with appropriate
permissions can search for and view its content on the dashboard site. However,
users cannot check out and edit content sources or the documents that are
accessed through the content sources.
SharePoint Portal Server supports indexing of content that is stored on Web
sites, network file shares, Lotus Notes version 4.6a / R5 databases,
Exchange 5.5 servers, Exchange 2000 servers, and other SharePoint Portal
Server workspaces. You can also write custom protocol handlers that gather
content from additional stores.

File Formats
SharePoint Portal Server supports only certain document file formats.

File Formats Supported by SharePoint Portal Server


SharePoint Portal Server supports any of the following document file formats:
Microsoft Office Suite, TIFF, MIME, HTML, and Lotus Notes. Plug-ins are
available from the vendors’ Web sites for Adobe PDF files and Corel
WordPerfect files.

File Formats Not Supported by SharePoint Portal Server


The current version of SharePoint Portal Server does not support some
document file formats. For example, Microsoft Visio® and Microsoft Project
are not supported file types. This information is important to remember when
you crawl content or create an index.
16 Module 6: Adding and Managing External Content

Adding a Content Source to the Workspace


To add a content source, you use the Content Source Wizard in the Content
Sources folder under the Management folder. Before you can add a content
source to your workspace, you must have read access to the source, know where
the content source files are stored, and know how the files will be searched.
Before you can add a content source to the workspace, the workspace
administrator must specify a default content access account.
If the administrator has not configured a default account for SharePoint Portal
Server to crawl, the wizard will prompt for one. This account will be used to
connect to the content source. SharePoint Portal Server also will allow you to
create indexes immediately, or you may choose to do so later.
To add a content source to your SharePoint Portal Server workspace:
1. Specify the location of the external content that you want to add to the
workspace.
You can add any one of five types of content sources using the Content Source Wizard.

Important You must choose content that is external to the current


workspace.

2. Open the Management folder, and then open the Content Sources folder.
3. Double-click Add Content Source.
4. The Add Content Source Wizard opens.
a. Define the content type by selecting the content source type that you
want to incorporate into the index.
b. Provide a path that directs SharePoint Portal Server to the linked content
by providing an address or URL for Web content or by providing the
database address and name for a Lotus Notes database.

The new content source is placed in the Content Sources folder. The
information available from the source is included in the workspace index and is
available for users to search for and view on the dashboard site.

Note For information about content access accounts, see Module 9, “Managing
SharePoint Portal Server,” in Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.
Module 6: Adding and Managing External Content 17

Adding a Web Content Source


Topic Objective
To describe how to add a To
To Add
Add aa Web
Web Content
Content Source:
Source:
Web content source.
Lead-in Run the Add Content Source Wizard
In this topic, we will explore
how to add a Web content Select Web Site, File Share, or SharePoint Portal
source. Server as the content type

Enter a valid URL or UNC path to the content, and


specify the desired crawl depth

Assign the content source a unique display name

On the Finish page, you can choose to start the full


build immediately or you can initiate it later

Adding a Web content source for a Web server, network file share, and remote
SharePoint Portal Server workspace requires a simple URL or Uniform Naming
Convention (UNC) file path.
To add a Web content source:
1. Run the Add Content Source Wizard.
2. Select Web Site, File Share, or SharePoint Portal Server as the content type.
3. Enter a valid URL or UNC path to the content, and specify the desired crawl
depth.
4. Assign a unique display name to the content source.
5. On the Finish page, you can choose to start the full build immediately, or
you can initiate it later.

For network file shares, you can specify any standard shared folder on a
Windows file system. MSSearch is also able to crawl mounted network file
shares on other operating systems that support the server message block (SMB)
protocol. For example IBM OS/2, Novell Netware, and UNIX running an SMB
service like Samba.

Important In Microsoft Site Server 3.0, users can map custom properties stored
in HTML META tags to Office properties using the text files schema.txt and
gathererprm.txt so that the metadata will be indexed. SharePoint Portal Server
version 1 does not support schema mapping using these files. Custom properties
in META tags will not be included in the index if they match properties in the
SharePoint Portal Server schema.
18 Module 6: Adding and Managing External Content

Connecting to a Secure Site


When you are connecting to a secure site, you must specify an account that has
the appropriate type of access and authentication credentials. MSSearch runs as
a local system account and must impersonate an access account by using the
credentials that you provide. You must specify a default content access account
during Setup. You can change the account at any time by using the Accounts
tab on the Properties page of the server in SharePoint Portal Server
Administration. A coordinator can also specify an account other than the default
by creating a site path rule for the URL or UNC path.

Using HTTP Protocol and Authentication Methods


When the Gatherer connects to a SharePoint Portal Server or Web content
source, it uses the HTTP protocol and HTTP authentication methods. To
validate the content access account, it can use the Basic, Anonymous, or
Integrated Windows authentication method. By default, content sources always
use the Integrated Windows authentication method. To configure the content
source to use the Basic authentication method, you must create a site path rule.
Because the Basic authentication method sends credentials over the network
unencrypted, an administrator must ensure this does not pose a security risk. To
secure portal connections, you can enable Secure Socket Layer (SSL) on the
workspace virtual directory in Microsoft Internet Information Server (IIS).
When the Gatherer connects to a file content source, it uses the SMB protocol
and Integrated Windows authentication. When accessing file systems other than
Windows, such as UNIX or Netware, you must use the Basic authentication
method.

Important When crawling content in a non-trusted domain, you must use the
Basic authentication method, which you can set by using a site path rule. You
also cannot set a default content access account that resides in a non-trusted
domain.

Warning Be careful when you set the crawl settings. If you configure a site to
follow all links, make sure that you are aware of the depth and size of the site.
You might use excessive bandwidth and not have enough disk space to crawl
large sites.
Module 6: Adding and Managing External Content 19

Adding an Exchange 5.5 Content Source


Topic Objective Required
To describe how to add an
Required
Exchange 5.5 content The Outlook 2000 client must be installed
source.
Lead-in The Exchange server name
In this topic, we will explore
The Outlook Web Access server name
how to add an Exchange 5.5
content source. The Exchange site the server belongs to

The Exchange organization the server belongs to

An access account

To
To Add
Add Exchange
Exchange 5.5
5.5 Content
Content Source:
Source:

Provide the path to the public folders

Before you can add an Exchange 5.5 content source, you must enable this
feature in SharePoint Portal Server. Because MSSearch requires Messaging
Application Programming Interface (MAPI) files and Windows 2000 does not
contain these files, you must install Microsoft Outlook® 2000, including the
Collaboration Data Objects (CDO) component on the SharePoint Portal Server
computer before you can crawl Exchange 5.5 content. You do not need to
configure a MAPI profile. If these conditions are not met, the content source
will not be created. The following information is also required:
!" The name of the Exchange server.
!" The name of the Microsoft Outlook Web Access server. If the name of the
server is not specified, it is assumed that it is installed on the Exchange
server that is being indexed. You do not need to use Outlook Web Access,
but if you do not, SharePoint Portal Server requires additional configuration
to crawl the public folders.
!" The Exchange site that the server belongs to.
!" The Exchange organization that the server belongs to.
!" An access account with Administrator privilege on the Organization
container.

Important Enter the name of the site and the name of the organization exactly,
including the correct capitalization.

Tip To crawl the public folders that reside on a different server, you must
replicate the folders to the crawled server. For information about replicating
public folders, see Module 10, “Examining an Enterprise-Level
Implementation,” in Course 2095A, Implementing Microsoft® SharePoint™
Portal Server 2001.
20 Module 6: Adding and Managing External Content

Using the Exchange Service Account


Although you can use the Exchange service account to crawl content, any
account that has Administrator rights on the Organization container can be
used. It is not necessary to grant permissions on the Site, Site Configuration, or
Server containers. Exchange Administrator privileges are required because:
!" Exchange 5.5 does not use Windows access control lists (ACLs) to secure
content, which requires MSSearch to communicate with the Exchange 5.5
directory (dir.edb) at query time to filter out any results for which the user
does not have access.
!" Crawling Exchange 5.5 uses MAPI calls that require Administrator
privileges.

Providing a Public Folder Path


When you add a content source, you are simply providing the path to the public
folder. The path format reflects the hierarchy of the public folders and starts
with exch://. Each folder name is separated by a slash mark (/).
For example, to crawl a folder called Company News, use the start address
exch://ExchangeServer/Public Folders/All Public Folders/Company News,
where ExchangeServer is the name of the Exchange server that is configured
for Search and the name of the public folder tree is All Public Folders. To crawl
all public folders, the path must end with All Public Folders/ (note trailing slash
mark).

For Your Information


Site Server 3.0 Search
crawling Exchange 5.5
setup was very similar to
SharePoint Portal Server
crawling an Exchange 5.5
content source. However,
Site Server required
MSSearch to run in the
context of the Exchange
Administrator account. With
SharePoint Portal Server,
the service runs as the local
system account and
impersonates the Exchange
account only when crawling
and performing security
validations on search
results.
Module 6: Adding and Managing External Content 21

Adding an Exchange 2000 Content Source


Topic Objective
To describe how to add an
Exchange 2000 content
source. ! SharePoint Portal Server Indexes Any Items That
Lead-in Can be Read by the Access Account Provided in
In this topic, we will explore Exchange 2000
how to add an
Exchange 2000 content
source.

Index

Exchange
Public Folders

SharePoint Portal Server can crawl both the content of Exchange 5.5 (no service
pack is required) and Exchange 2000 Server. SharePoint Portal Server crawls
only public folder items for Exchange 5.5 and any items that can be read by the
access account provided in Exchange 2000. This means you can search for
content in private mailboxes in Exchange 2000, such as a shared departmental
mailbox.

Accessing Exchange Content


To access Exchange content that is returned in search results on the dashboard
site, click the Web link, which retrieves and displays the content by using
Outlook Web Access.

Indexing Office Attachments


On crawled messages, Exchange 2000 creates indexes of the following
attachments:
!" Office attachments. The metadata of an attachment is included in the index.
!" Custom properties of Office attachments. Unlike Site Server, the custom
properties of an Office attachment are included in the index if they match
SharePoint Portal Server properties, just as with documents inside a
SharePoint Portal Server Web folder.
!" Attachments that the Gatherer usually filters. For example, an htm file is
included in the index. However, the search results for an attachment display
the subject and author of the message.

Note For more information about installing and accessing Outlook Web
Access, see the Exchange Server documentation.
22 Module 6: Adding and Managing External Content

Crawling an Exchange 2000 Server


Crawling an Exchange 2000 server is essentially the same as crawling an
external SharePoint Portal Server computer because the content for both servers
is stored in the Web Storage System. The crawler uses HTTP and WebDAV to
gather the content.

Exchange 2000 Content Source Features


Unlike Exchange 5.5, Exchange 2000 content sources can be configured to have
the ability to:
!" Specify any domain user account for the content access account. Because
Windows 2000 ACLs are used in Exchange 2000, administrative access to
Exchange is not required. However, the account must have permission to
read the content that will be crawled.
!" Crawl multiple Exchange 2000 servers.
!" Crawl content outside public folders, such as user mailboxes in the private
information store, if the content account has the correct permissions.
!" Not specify an administrator account in Microsoft Management Console
(MMC) or Outlook 2000. MSSearch does not need to impersonate an
administrator account to verify permissions to view search results because
Windows 2000 ACLs are used.
!" Crawl documents according to their content class. If the document’s content
class matches a content class (document profile) in the SharePoint Portal
Server schema, properties will be included in the index according to the
SharePoint Portal Server schema definition, not the Exchange schema. If the
content classes do not match, MSSearch uses the Base Document profile
and crawls accordingly. Because MSSearch does not use the Exchange 2000
schema, custom Exchange properties in public folder items are not included
in the index.

Determining a Public Folder Path


A typical path that you specify for Exchange 2000 public folder content in the
Content Source Wizard uses the following URL format:
http://exchange_server_name/public/public_folder_tree_name/folder name
The default content access account is used to access Exchange 2000 servers. If
you want to specify different access accounts for separate Exchange 2000
content sources, use site path rules to configure them. To access private
information store content, such as a user’s mailbox, use the following URL
format:
http:// exchange_server_name/exchange/mailbox_alias
If you do specify a separate account in a site path rule, you must create a
separate rule for any redirected URLs for folders that are replicated to another
server. For example, if you are crawling http://serverA/public/folderA and it is
redirected to http://serverB/public, you must create an additional site path rule
for http://serverB.
Module 6: Adding and Managing External Content 23

Adding a Lotus Notes Content Source


Topic Objective Special
To describe how to add a
Special Planning
Planning and
and Configuration
Configuration
Lotus Notes content source.
Install an R5 or later Lotus Notes client
Lead-in
In this topic, we will explore Configure the Lotus Notes client with a Lotus Notes ID
how to add a Lotus Notes
content source. Configure Lotus Notes to Windows NT user mapping

Run the Lotus Notes Indexing Setup Wizard

Create a document profile to map properties

Index

Lotus Notes

Adding a Lotus Notes content source requires special planning and


configuration prior to running the Add Content Source Wizard. You must
perform the following tasks before you add a Lotus Notes content source:
!" Install an R5 or later Lotus Notes client on the SharePoint Portal Server
computer. (You can, however, crawl either 4.6a or R5 servers.)
!" Configure the Lotus Notes client with a Lotus Notes ID that has reader
access to the databases that you wish to crawl, and ensure that you can
connect to the server from the SharePoint Portal Server computer that is
functioning as a Lotus Notes client.
!" Configure Lotus Notes to Microsoft Windows NT® user mapping along
with a special Lotus Notes view if you want to provide secure access to
Lotus Notes databases.
!" Run the Lotus Notes Indexing Setup Wizard after it is installed on your
SharePoint Portal Server computer.
!" Create a document profile to map properties if needed.

Displaying Property Types


The protocol handler provides Number, Date, and Text property types and
resolves numeric and string types. When the user creates a content source for
Lotus Notes and maps SharePoint Portal Server properties to Lotus Notes
properties, the property type for each Lotus Notes property is displayed, while
the property type for SharePoint Portal Server properties is not displayed.

Important If the user maps a number to a string or vice versa, the user does not
receive any feedback from the user interface that an error has occurred.
SharePoint Portal Server crawls the Lotus Notes database and creates an index
of the content according to the Lotus Notes property types. Queries use the
SharePoint Portal Server property types, and if the type has been mismatched,
no results are returned.
24 Module 6: Adding and Managing External Content

Using the Lotus Notes Security Model


The Lotus Notes security model is different from the Windows NT or
Windows 2000 security model. When SharePoint Portal Server creates an index
of content that is stored on a Lotus Notes server, it uses the security settings for
each Lotus Notes object to recreate security settings for that object in
SharePoint Portal Server by using the Windows NT or Windows 2000 security
model. Because of the correlation between security models, each Lotus Notes
user name must map to a Windows NT or Windows 2000 user name if you
want SharePoint Portal Server to honor the security settings of the Lotus Notes
database.
SharePoint Portal Server does not support encryption. In Lotus Notes,
documents, sections, and fields are encrypted and accessible to readers only if
they hold the correct encryption key. SharePoint Portal Server has no way to
map this to the user authenticated at the client. For this reason, there is no
support for Lotus Notes encryption. Administrators are encouraged not to
associate encryption keys with the Lotus Notes ID used by SharePoint Portal
Server to crawl Lotus Notes content. If they do, the encrypted information is
accessible to SharePoint Portal Server, and consequently to all SharePoint
Portal Server readers.

Evaluating Lotus Notes Security Settings


Depending on your organization’s needs, SharePoint Portal Server can either
honor or dishonor the security settings of the Lotus Notes database.

Dishonoring Lotus Notes Security Settings


If you do not want SharePoint Portal Server to honor the security settings of the
Lotus Notes database, do not perform the steps in that section in the Add
Content Source Wizard. You can ignore Lotus Notes security if the users who
have access to the workspace index also have access to the content that is stored
in the Lotus Notes database, for example, if all of the data in your
organization’s Lotus Notes server is public, or if you include only public Lotus
Notes databases in the index.

Note If you are unsure as to whether you can safely ignore Lotus Notes
security, do not ignore it. Although this might result in slightly lower
performance during index creation and searching, you can be confident that you
are not exposing secure data to users who should not have access to it.

Honoring Lotus Notes Security Settings


If you want SharePoint Portal Server to honor the security settings of the Lotus
Notes database, you need a Lotus Notes view containing the Lotus Notes and
Windows 2000 user names. You can use the public Name and Address Book
(NAB), but if the Lotus Notes administrator does not want to modify it, the
administrator must create a replica database to map the Lotus Notes user names
to the Windows 2000 user names.

Note Mapping the Lotus Notes user names to the Windows 2000 user names
will also require you to synchronize the NAB with the mapping database.
Module 6: Adding and Managing External Content 25

The view should be sorted on the Lotus Notes user name column. If the Lotus
Notes ID used has sufficient permissions, SharePoint Portal Server
automatically sets the sort attribute on the Lotus Notes user name field if this
was not set when the view was created. However, if the ID has only read
access, you must set the attribute manually.

Important The view must be marked as a Shared View so that all clients can
access it. For more information about Shared Views, see the Lotus Notes
documentation.

Creating a View
For example, the Lotus Notes administrator can create a view named
NotesToNT with two columns: NotesID and NTID. The NotesID column
contains the Lotus Notes usernames or groups, and the format of the column
must be the same as the Owner column in the Lotus Notes NAB. The NTID
column contains the Windows 2000 usernames or groups and can map to any
column that you define, for example the Comment field from the NAB.
When you install the protocol handler, you need to know the name of this view
(NotesToNT) and the two columns (NotesID and NTID). You can also use any
database and server, as long as they can be accessed from the Lotus Notes client
using the account and the password that you specify when configuring the
protocol handler.

Running the Lotus Notes Indexing Setup Wizard


You must run Lotus NotesSetup.exe to prepare SharePoint Portal Server for a
Lotus Notes content source. This file is located in \Program Files\
SharePoint Portal Server\Bin. The wizard needs to be run only once per server,
regardless of the number of Lotus Notes content sources that you create.

Information Required Prior to Running the Wizard


Before you run the Lotus Notes Indexing Setup Wizard, you must have the
following information:
!" Location of the Lotus Notes.ini file on your SharePoint Portal Server
computer. You need the full path name (for example, D:\winnt\notes.ini).
!" Location of the Lotus Notes installation directory on your SharePoint Portal
Server computer. You need the full path name (for example, D:\notes).
!" Lotus Notes user password. This password is associated with the default
Lotus Notes account on the Lotus Notes client. MSSearch uses this
password to access the Lotus Notes server by impersonating the Lotus Notes
user.
26 Module 6: Adding and Managing External Content

Information Required to Honor Lotus Notes Security Settings


If you want SharePoint Portal Server to honor the security settings of the Lotus
Notes database, you must have the following additional information:
!" Name of the Lotus Notes server containing the view mapping the Lotus
Notes user name to the Windows 2000 user name.
!" Name of the Lotus Notes database file.
!" Name of the view that maps the Lotus Notes user names to the
Windows 2000 user names. Using the previous example, the view name is
NotesToNT.
!" Name of the columns in the view that map to the Lotus Notes and
Windows NT user names. In the earlier example, the two columns are
NotesID and NTID, respectively.

If you change the permissions of the Lotus Notes ID, stop and restart MSSearch
so that it will honor the changes.

Running the Add Content Source Wizard


When you run the Add Content Source Wizard, you select a Lotus Notes server,
select an existing document profile, and map profile properties to field names in
the Lotus Notes database.

Selecting a Lotus Notes Server


When you run the Add Content Source Wizard and select Lotus Notes, you will
be prompted with a list of known Lotus Notes servers, which is determined by
examining the Lotus Notes.ini file for the Lotus Notes ID on the SharePoint
Portal Server computer. You can specify a different server if it is not found,
which occurs if the Lotus Notes client was installed but never connected to the
server that you want to crawl. If you have not installed Lotus Notes and
successfully run the Indexing Setup Wizard, an error message will appear
directing you to install Lotus Notes.

Selecting an Existing Document Profile


After you specify the server, a list of databases that are available on that server
is presented, and you are prompted to select an existing document profile that
contains properties you can map to the Lotus Notes database. If you want to use
a new profile, you must create it before running the wizard.

Note Lotus Notes documentation advises users to always store databases in


this default directory; therefore, only databases that are located in the default
Lotus Notes\Data directory on the Lotus Notes server will be enumerated.
Module 6: Adding and Managing External Content 27

Mapping Profile Properties to Field Names in the Database


After you select the document profile in the Wizard, you map the properties of
the profile to field names in the Lotus Notes database. Only those Lotus Notes
fields that you map to SharePoint Portal Server properties are included in the
index and are searchable on the dashboard site.
You can modify the mapping and the document profile on the Properties page
of the content source, but you must update the index content source to reflect
your changes.
Reconfiguration of the protocol handler is required if the Lotus Notes
installation changes or if Lotus Notes security changes. This occurs if you add,
change, or remove user records, or if you switch user IDs. In addition, if you
change the security mapping, you must stop and start MSSearch for the changes
to be effective.
28 Module 6: Adding and Managing External Content

# Managing Content Sources


Topic Objective
To outline this topic.
Lead-in
In this topic, you will learn
! Configuring Crawl Settings
how to manage a content ! Configuring Search Scopes
source to facilitate effective
searching. ! Configuring Index Updates
! Configuring Rules
! Configuring Gatherer Log File and Discussion Settings
! Additional Management Functions

After you add a content source, you must manage it to ensure that it will be
used effectively during searches. This requires configuring crawl settings,
search scopes, index updates, rules, and gatherer log file and discussion
settings, as well as other management functions.
Module 6: Adding and Managing External Content 29

Configuring Crawl Settings


Topic Objective
To describe how to You
You can
can switch
switch your
your crawl
crawl On
On Web
Web content
content sources,
sources, you
you
configure the crawl settings. depth
depth settings between “this
settings between “this can
can choose to limit the
choose to limit the crawl
crawl to
to
folder
folder and
and all
all subfolders”
subfolders” and
and “this
“this page,”
page,” “this
“this site,”
site,” or
or provide
provide
Lead-in “only
“only this
this folder”
folder” custom
custom settings
settings
In this topic, we will describe
how to configure crawl
settings.

To specify additional configuration options for a content source, right-click the


content source icon in the Content Sources folder, click Properties, and then
click the Configuration tab. Various options are listed on the Configuration
tab.

Adjusting Crawl Depth Settings


You can switch your crawl depth settings at any time between “this folder and
all subfolders” and “only this folder.” You must update the index for the change
to take effect.

Limiting the Crawl


Because links to other sites are so common on Web pages, it is useful to limit
how far the Gatherer will follow those links. For Web content sources, you can
choose to limit the crawl to “this page,” “this site,” or provide custom site hops
and page depth settings. Site hops and page depth settings range from
0 to 32767. Avoid setting a high number just because the user interface allows
it. If you select custom, you can choose whether to enable restrictions for only
site hops, only page depth, or both.
30 Module 6: Adding and Managing External Content

Configuring Search Scopes


Topic Objective
To describe how to By
By default,
default, all
all content
content You
You can
can customize
customize the
the search
search
configure search scopes. sources
sources and all
and all public
public scope by by using the Advanced
scope by by using the Advanced
documents
documents belong
belong to
to the
the “this
“this tab
tab of the Properties
of the Properties page
page of
of the
the
Lead-in site”
site” search
search scope
scope content
content source
source
In this topic, we will describe
how to configure search
scopes.

~~~ ~~~ ~~~

Search scopes provide a way for you to define the range and depth of searches
in the workspace. You can narrow or expand the range of documents that the
SharePoint Portal Server Search feature examines, which makes searching for
documents more efficient and enables you to customize your search. For
instance, if you create a content source that crawls a large Lotus Notes database
of technical support calls, you could create a search scope called Support
Database. You could then select that scope on the dashboard site, so when you
search for content, you search only the crawled Lotus Notes content and not the
entire index.
You can assign a search scope to multiple content sources. By default, all
content sources and all public documents belong to the “this site” search scope.
You can create and assign custom search scopes by using the Advanced tab of
the Properties page of the content source.
Search scopes can be up to 60 characters in length.

Warning A single document cannot be included in multiple search scopes. This


means that if the same document is crawled as a result of two different start
addresses in a workspace, each of which contains a scope, the document will
appear in the search results of the second scope and not in the search results of
the first scope.

There is no way in the user interface to delete search scopes; they are
automatically deleted once they are removed from all content sources.
Module 6: Adding and Managing External Content 31

Types of Search Scopes


You can control searching on content sources by using either of the following
two search scopes:
!" All search scope. By default, all content sources and all public documents
appear in this search scope results.
!" Other search scope. You can customize this search scope by using the
Advanced tab on the Properties page of the content source.

Customizing the Other Search Scope


You can customize the Other search scope.
To customize the Other search scope:
1. In the workspace, open the Management folder, and then open the Content
Sources folder.
2. Right-click the content source that you want to work with, and then click
Properties.
3. On the Properties page of the content source, click the Advanced tab.
4. In the Search Scopes list, select a search scope for the content source or
type a new search scope name.
5. Click Apply.
To update the index now, click Yes. To wait until the next scheduled
update, click No.
6. Click OK.
32 Module 6: Adding and Managing External Content

Configuring Index Updates


Topic Objective
To describe how to Full Update
$ Adding pointers to new content
configure index updates. Index
Index
and purge pointers to deleted
Lead-in content
In this topic, we will describe Incremental Update
how to configure index $ Adding pointers to changed
updates. content only and purge pointers
to deleted content
Adaptive Update
$ An incremental update that uses a
statistical formula to improve performance
~~~ ~~~ ~~~

Notification Update
$ Updates only when the content source
notifies the SharePoint Portal Server
Search feature that an item has
Content
changed

As information in the workspace and content sources changes, the


corresponding index must be periodically updated to reflect those changes. It is
important to choose the appropriate type of update for your system before
determining how often to update your system.

Types of Updates
It is important to understand the types of updates that are available before
deciding which updates are the most efficient and effective for your system.

Full Update
During a full update, SharePoint Portal Server updates the index by adding
pointers to new content and by purging pointers to deleted content. SharePoint
Portal Server updates the index with pointers to all content sources in the
workspace. A full update is the most time-consuming and resource-intensive
type of update.

Note It is recommended that you perform a full update when you change the
update rules for the workspace index.
Module 6: Adding and Managing External Content 33

Incremental Update
During an incremental update, SharePoint Portal Server updates the index by
adding pointers to changed content only and by purging pointers to deleted
content. Because an incremental update includes changed content only, this
type of update is faster than a full update.
You can perform an incremental update if you know that content has changed,
but you do not want to perform a full update. A periodic, for example, daily,
incremental update keeps the index current without using the time and resources
that a daily full update requires. You can then perform full updates less
frequently.

Note An incremental update does not update content that you have excluded
by using the Rules settings on the Properties page of the Content Sources
folder. For example, if you exclude certain file types that you previously
included, the index that results from an incremental update does not reflect this
change. You must perform a full update to incorporate the change.

Adaptive Update
By default, all non-notification content sources participate in adaptive updates.
An adaptive update is an incremental update that uses a statistical formula to
improve performance. You can disable and enable this setting.
During an adaptive update, SharePoint Portal Server updates the index by
adding pointers to changed content only and by purging pointers to deleted
content. Pointers to unchanged content are not updated and remain in the index
unchanged. An adaptive update increases efficiency by using an algorithm to
determine which content is updated more frequently. Thus, the more frequently
you perform an adaptive update, the more efficiently SharePoint Portal Server
processes the content. For this reason, an adaptive update is faster than a full or
incremental update.

Note An adaptive update is faster than an incremental or full update, but when
you use this method, some updated content may be missed. However,
SharePoint Portal Server always crawls documents that have not been retrieved
for two weeks, even if they have not been updated.

Notification Update
A notification update is the most efficient of all the update types and is the
default method. A notification update is performed only when the content
source notifies the SharePoint Portal Server Search feature that an item in that
content source is changed. This reduces the time and resources that updating the
content source index requires. Not all systems or data types support this type of
notification system. Currently, Windows NT 4.0, Windows 2000, and
SharePoint Portal Server support content source notifications.
34 Module 6: Adding and Managing External Content

Scheduling Index Updates


The Windows 2000 Task Scheduler is used to schedule updates. When you
enable scheduling, you are presented with the Task Scheduler user interface,
where you can set up a Windows NT account for the build task to run under as
well as set a detailed schedule. Full and incremental updates are useful for low
bandwidth situations when you want to offload indexing to non-business hours.

Note For more information about available Task Scheduler options, see
Windows 2000 Help.

Scheduling Global Updates


The default update schedule for the Content Sources folder, and therefore for all
content sources, is a daily adaptive update Monday through Thursday at
10:00 P.M. and an incremental update on Friday at 10:00 P.M. By combining
update types, the default schedule efficiently updates the SharePoint Portal
Server computer. You may want to schedule updates when SharePoint Portal
Server load is lowest.

Tip When you have multiple content sources, stagger their update schedules so
that you do not overburden your server.

Scheduling Individual Updates


By scheduling individual updates, you can customize how often SharePoint
Portal Server updates the information in an individual content source separately
from how often SharePoint Portal Server updates the index for the Content
Sources folder.
It is not necessary to schedule updates to the individual content sources
separately from the update of the Content Sources folder unless you require
specific content sources to be updated on a schedule that is different from all
other content sources and documents in the workspace.

Note In the Web folder view of the workspace, if you look at the content
source properties under the Configuration tab after creating it, but prior to
running an index build, it is configured for manual updates. However, when the
first build is performed, if the NTFS file system is detected, the configuration
then changes to notifications.
Module 6: Adding and Managing External Content 35

Configuring Rules
Topic Objective
To describe how to ! Site Path Rules
configure rules. Allow you to prevent certain
content from being indexed
Lead-in
In this topic, we will describe
! Mapping Rules
how to configure rules.
Allow you to override how
Rules
Content
Content search result links are
Source
Source displayed or content is
accessed

! File Type Rules


~~~ ~~~ ~~~
Allow you to specify file
extensions to be included or
excluded when crawling an
index of all context sources
External Content

Site path rules, mapping rules, and file types rules ensure that the content
sources that you add to the workspace are used and updated most effectively.

Site Path Rules


Setting site path rules allow you to determine the type of information that is
included in or excluded from the index. For instance, you can exclude indexing
on the AdvWorks.msft/stuff pages yet include a specific folder such as
AdvWorks.msft/stuff/important. Site path rules allow you to override the
default content access account settings for an individual content source by
providing a specific user account for accessing a site path, and by determining
whether Basic or Integrated Windows (NTLM/Kerberos) authentication should
be used. Additional options that you can set for a site path include:
!" Enabling complex links for a path. Enabling this option means for that
address, the Gatherer will follow links with the parameters that follow a
question mark in the link.
!" Suppressing indexing. Enabling this option prevents documents in this path
from being included in the index. Links from these documents, however, are
still followed and their targets can be included in the index.

Important Site path rules are processed by matching the host name in the rule
with the URL of a crawled resource — names are not resolved to Internet
Protocol (IP) addresses for this matching. Therefore, in a situation where you
are crawling content on the SharePoint Portal Server computer, if a content
source is set up as http://localhost/directory, and you then create an exclusion
rule for http://servername/directory/subdirectory, the rule will not be processed.
36 Module 6: Adding and Managing External Content

Mapping Rules
Mapping rules allow you to override how search result links are displayed and
how content is accessed when an index is created. This may be useful when you
want to crawl a file share for security ACLs but want users to access the content
through a Web site. You can hide an excessively long path from users by using
mapping rules. The indexes and users will still reach the real path to the
document but the complexity will be hidden.

Adding an Access Location Mapping


To add an Access Location Mapping:
1. In the workspace, open the Management folder, and then open the Content
Sources folder.
2. Double-click Additional Settings.
3. On the Rules tab, click Mappings.
4. In the Access Location field, type an access location in which you want the
SharePoint Portal Server computer to look for information. This is the
content source address. For example, type
\\backofficestorage\localhost\public folders\Workspaces\
SharePoint Portal Server
5. In the Display Location field, type the access location address as you want
SharePoint Portal Server to display it. For example, type
http://workspace/server
6. Click Add, and then click OK.

Removing an Access Location Mapping


To remove an Access Location Mapping:
1. In the workspace, open the Management folder, and then open the Content
Sources folder.
2. Double-click Additional Settings.
3. On the Rules tab, click Mappings.
4. Under Mappings, select an access location mapping.
5. Click Remove, click Yes, and then click OK.

File Type Rules


Setting file type rules allow you to specify file extensions for SharePoint Portal
Server to include or exclude when crawling an index of all content sources. You
can use file type rules to create indexes for documents that should be included
in search results. However, limiting what is indexed will improve the
performance of creating and sometimes updating the indexes.

Note The local workspace does not participate in file type rules. If you want to
filter out a particular document type, you must set a site path rule as described
in the preceding section.
Module 6: Adding and Managing External Content 37

You cannot set inclusions/exclusions on individual content sources. However,


you can exclude specific file types based on a URL by using site path rules. For
example, if you wish to exclude Microsoft PowerPoint files from a server
named London, add an exclusion rule for http://london/*.ppt

Note To crawl an index for documents that have proprietary file extensions,
you must register the IFilter for that file type.

Adding a Document Shortcut to the Workspace


The behavior of document shortcuts are subject to the same site and path
restrictions as other documents and content sources in the workspace. If a user
adds a document shortcut to the workspace, when double-clicked that shortcut
is updated in the same way as other content sources. If site or file type
restrictions prohibit the inclusion of a shortcut target document in the index
updates, the shortcut will not open.

Adding a File Extension Type


File extension types are those file types that may be included or excluded in the
gathering process.
To add a file extension type:
1. In the workspace, open the Management folder, and then open the Content
Sources folder.
2. Double-click Additional Settings.
3. On the Rules tab, click File Types.
4. Select the file type inclusion/exclusion method that you want to use.
5. Type the file extension type that you want to include.
6. Click Add, and then click OK.
38 Module 6: Adding and Managing External Content

Configuring Gatherer Log File and Discussion Settings


Topic Objective Log File Settings
To describe how to
configure the settings for all AA log
log file
file is
is created
created for
for
content sources. the
the workspace
workspace each each time
time
SharePoint
SharePoint Portal Portal Server
Server
Lead-in creates
creates or or updates
updates anan
In this topic, we will examine index
index
how to configure global
settings that affect all
content sources.
Discussion Settings
You
You can
can choose
choose whether
whether toto
enable
enable Web
Web discussion
discussion in
in
the
the workspace
workspace andand whether
whether
to
to enable
enable indexing
indexing of
of those
those
Workspace discussions
discussions

Additional settings in the Content Sources folder provide a number of options


that can be configured for all the content sources in a workspace, including
scheduling builds and using content source index update rules.

Note Scheduling options set on individual content sources overrides


workspace default settings.

MSSearch provides two additional workspace-wide settings that are important:


Gatherer log and discussion settings.
To access these settings, open the Properties page of the workspace by either
double-clicking Workspace Settings in the Management folder, or right-
clicking the workspace in SharePoint Portal Server Administration and then
clicking Properties.

Using the Gatherer Log File Setting


A Gatherer log file is created for the workspace each time SharePoint Portal
Server creates or updates an index. This file contains data about URLs that are
accessed when an index is created. It records successful accesses, access errors,
and accesses that were disallowed by rules, which the user needs to debug the
index restrictions. Coordinators can view these logs by following a link to a log
viewer, UpdateLog.asp, found in the Content Sources folder after an index is
created or updated.

Tip Updatelog.asp may time out when trying to display large log files. If this
occurs, you can increase the time-out value from its default value of 500
seconds by modifying the Server.ScriptTimeout value in the ASP page. You
can use a text editor to edit the file, which is in the Portal/Resources folder in
the workspace root.
Module 6: Adding and Managing External Content 39

By default, the log is deleted after five days. If you need to keep logs longer,
you must move them to another location before they are overwritten.
On the Logging tab of the Properties page of the workspace, you can specify
whether to log successes and rule exclusions, and how many days of log files to
keep. Because logging successes generate a great deal of log data, it is not
desirable to enable this option unless it is needed for troubleshooting purposes.

Using the Discussion Setting


On the Subscriptions/Discussions tab of the Properties page of the workspace,
you can also enable Web discussions in the workspace and enable indexing of
those discussions. Enabling indexing of discussions can pose a security risk
because the document security settings are not associated with the discussion
items. Therefore, a user could view discussion items that are associated with a
document they do not have access to view. For this reason, indexing is disabled
by default and a warning is presented to the user when it is enabled.
40 Module 6: Adding and Managing External Content

Additional Management Functions


Topic Objective
To explain how to delete or ! Deleting a Content Source
rename a content source,
and set power management ! Renaming a Content Source
options.
Lead-in ! Power Management and Update Settings
In this topic, you will learn ! Starting and Stopping Index Updates
how to delete or rename a
content source, and set ~~~ ~~~ ~~~

power management options.

In addition to managing a content source update and its associated index, it is


important to understand several other management options.

Deleting a Content Source


If you have coordinator permissions on the Management folder, you can delete
content sources from the workspace. When you delete a content source, it is
permanently removed from the workspace, which means that it is not available
for searching on the dashboard site. After you delete a content source, you
cannot restore it, but you can add it again.
To delete a content source:
1. From the Web folders view in the workspace, open the Management folder,
and then open the Content Sources folder.
2. Right-click the content source that you want to delete, and then click Delete.
3. Click Yes.

Renaming a Content Source


If you have coordinator permissions on the Management folder, you can rename
content sources by using the Rename command in the workspace.
To rename a content source:
1. In the workspace, open the Management folder, and then open the Content
Sources folder.
2. Right-click the content source that you want to update, and then click
Rename.
3. In the box, type a new name for the content source.
4. Press ENTER.
Module 6: Adding and Managing External Content 41

Power Management and Update Settings


To prevent indexes from being updated when the SharePoint Portal Server
computer is running off battery power and thus contributing to its drain, you
can configure SharePoint Portal Server not to start the update if the computer is
running on battery power and to stop the update if the computer switches to
battery power.
To ensure that index updates run when the most resources are available, you
can configure a scheduled task to start according to computer idle settings. You
can configure these settings only when the computer is idle for a certain amount
of time and have it stop if the computer ceases to be idle.
To configure power management:
1. In the workspace, open the Management folder, and then open the Content
Sources folder.
2. Double-click Additional Settings.
3. Click the Scheduled Update tab.
4. Select an update method.
5. Click Schedule.
6. On the Properties page, on the Settings tab, configure the appropriate
power management settings.
7. Click OK twice.

Starting and Stopping Index Updates


You can manually start and stop an update of a single content source. This is
useful if server resources are limited or if a source becomes unavailable.
SharePoint Portal Server performs the default update that is configured in the
update section of the Properties page for the individual content source.

Starting a Content Source Update


To start a content source update:
1. In the Management folder, open the Content Sources folder.
2. Right-click the content source that you want to update, and then perform
one of the following procedures:
• To start a full update, click Start Full Update.
• To start an incremental update, click Start Incremental Update.

Stopping a Content Source Update


To stop a content source update:
• Right-click the content source, and then click Stop.
42 Module 6: Adding and Managing External Content

Lab A: Adding External Content to a Workspace


Topic Objective
To introduce the lab.
Lead-in
In this lab, you will add
content to a workspace.

Objectives
After completing this lab, you will be able to:
!" Add content sources to a workspace.
!" Configure the advanced options for a content source.

Prerequisites
Before working on this lab, you must have:
!" Knowledge about the difference between a workgroup and a domain.
!" Experience logging on to and off from a network by using Microsoft
Windows® 2000.
!" Experience using the Web folders view of a workspace.

Scenario
The Adventure Works domain administrator has implemented SharePoint Portal
Server. All new documents are being saved in the Adventure Works workspace
so they can be included in an index and the advanced document management
features can be implemented on some of the folders in the workspace. The
network administrator is now examining ways to add some content that is
stored outside the workspace.

Estimated time to complete this lab: 30 minutes


Module 6: Adding and Managing External Content 43

Exercise 1
Creating Content Sources
In this exercise, you will add external content to a workspace by creating and
configuring content sources.

Scenario
The Adventure Works network administrator installed SharePoint Portal Server
and created a company workspace named AdvWorksWorkspace. A workspace
coordinator implemented a folder structure and some approval processes. The
employees are storing documents in SharePoint Portal Server. The network
administrator now wants to begin testing content sources with SharePoint Portal
Server.

!"
To create a Web content source
Management wants the capability of searching competitors’ Web sites, so the
Adventure Works network administrator wants to test the use of SharePoint
Portal Server with Web content sources The network administrator will first
create a test Web site and then add it as a content source.
1. Log on to the AdvWorks domain as Suzan Fine with a user name of SuzanF
and password of password.
2. Click the Start menu, point to Programs, and then click on Microsoft
FrontPage.
3. In the User Name dialog box, type Suzan Fine in the Name box, type SF in
the Initials box, and then click OK.
4. On the File menu, point to New, click Web, and then in the New dialog box
type http://london/your_computer_nameweb and click OK.
5. Type Test Competitors Web Site and then on the File menu, click Save
As.
6. In the File name box, type testweb and then click Change.
7. In the Set Page Title dialog box, type SPPS Content Source Test and then
click OK, click Save, and quit Microsoft FrontPage®.
8. Double-click My Network Places, and then double-click
AdvWorksWorkspace on your_computer_name to open the workspace.
9. Double-click Management, double-click Content Sources, and then
double-click Add Content Source.
10. On the Add Content Source Wizard page, click Next.
11. In the Content Source Types list, click Web Site, and then click Next.
12. In the Address box, type http://london/ your_computer_name
web/testweb.htm
44 Module 6: Adding and Managing External Content

13. Click This page to include only the testweb.htm Web page in our index, and
then click Next.

Important Typically, you will include a Web site in the index. This means that
SharePoint Portal Server would crawl all the links in a site. You would want to
be familiar with the site. A large site takes many resources such as memory,
disk space for the index, and bandwidth for the crawl. You should carefully
monitor these resources and apply Site Path Rules to index only what you need
and not use too many of your or the target server’s resources.

14. On the Add Content Source Wizard page, enter Web Content Source on
your_computer_name as the name of the content source, click Next, and
then click Finish to add the Web content source and create the index.

Note If you have not entered a default content access account, you will be
prompted for one. If so, enter SuzanF as the user name with a password of
password.

!"
To create a file share with a test document
The Adventure Works network administrator has implemented SharePoint
Portal Server, but the implementation does not include many existing
documents. The network administrator will implement a test file share where
employees can save documents that are on their local hard disks or in network
folders.
1. On the desktop, right-click My Computer, and then click Explore.
2. Click Local Disk (C:), on the File menu point to New, and then click
Folder.
3. Type MyFolder and then press ENTER.
4. Right-click MyFolder, click Sharing, click Share this folder, and then
click OK.
5. Quit Windows Explorer.
6. On the Start menu, point to Programs, and then click Microsoft Word.
If the Office Assistant appears, right-click it, and then click Hide.
7. Type 1970’s Style and then, on the File menu, click Save As.
8. In the Save in box, click Local Disk (C:), double-click MyFolder, in the
File name box type Style Test and then click Save.
9. On the File menu, click Exit to quit Microsoft Word.
Module 6: Adding and Managing External Content 45

!"
To create a file share content source
The network administrator is now ready to test the file share content source.
1. On the desktop, double-click My Network Places, and then double click
AdvWorksWorkspace on your_computer_name to open the workspace.
2. Double-click Management, double-click Content Sources, and then
double-click Add Content Source.
3. On the Add Content Source Wizard page, click Next.
4. In the Content Source Types list, click File Share, and then click Next.
5. In the File share box, type \\your_computer_name\MyFolder and then
click Next.
6. In the Name box, type Test File Share Content Source and then click
Next.
7. Click Finish to complete the wizard and to start creating the index.
8. In the workspace, double-click Test File Share Content Source to display
its properties.
9. Click Cancel to close the Properties dialog.

!"
To create an external workspace content source
The Adventure Works network administrator will now test adding an external
workspace content source to the Adventure Works workspace. This will be
useful later if departmental SharePoint Portal Server computers are deployed.
Having an external workspace content source will enable the users of one
SharePoint Portal Server computer to search another department’s computer
without having to move the documents into the local departmental SharePoint
Portal Server computer.
1. Double-click Add Content Source.
2. On the Add Content Source Wizard page, click Next.
3. In the Content Source Types list, click SharePoint Portal Server, and
then click Next.
4. In the Path box, type http://glasgow/AdvWorksWorkspace as the path to
the SharePoint Portal Server, and then click Next.
5. In the Content Source box, type Class Workspace on Glasgow and then
click Next.
6. Click Finish to complete the wizard and to start creating the index.
7. Double-click Class Workspace on Glasgow to display its properties.
8. Click Cancel to close the Properties dialog.
46 Module 6: Adding and Managing External Content

Exercise 2
Managing Content Sources
In this exercise, you will configure some of the settings for SharePoint Portal
Server content sources. Configuring these settings is particularly important to
ensure that indexes are created correctly for the various content sources.

Scenario
Adventure Works has implemented some test content sources. The network
administrator will now configure some of the content source settings that are
available in SharePoint Portal Server.

!"
To set update schedules for the index and content sources and to use the
power management feature
1. Log on to the AdvWorks domain as Suzan Fine with a logon name of
SuzanF and password of password.
2. Double-click AdvWorksWorkspace on your_computer_name to open the
workspace.
3. Double-click Management, and then double-click Content Sources.
4. Double-click Test File Share Content Source to view its properties.
5. Click the Scheduled Updates tab, and then select the Incremental updates
check box.
6. In the Incremental Updates Properties dialog box,
a. In the Schedule Task box, click Weekly
b. In the Start time box, type or select 8:00 PM
c. Under Schedule Task Weekly, in the Every box, type or select 1 and
then select the Mon, Tue, Wed, Thu, and Fri check boxes.
These settings specify an update schedule of every weeknight at 8:00PM.
7. Click the Settings tab of the Incremental Updates Properties dialog box.
8. Under Power Management, select the Don’t start the task if the
computer is running on batteries check box, select the Stop the task if
battery mode begins check box, and then click OK.
9. In the Set Account Information dialog box, in the Run as box, type
AdvWorks\SuzanF and in the Password and Confirm password boxes,
type password

Important The account that you specify must have the appropriate permissions
on the file share before this site can be crawled successfully or an index can be
created.

10. Click OK, and then click the Advanced tab.


11. In the Search Scope box, type Test File Share Content Source and then
click OK.
12. Click Yes.
Module 6: Adding and Managing External Content 47

!"
To set a site path rule for a content source
The network administrator now will examine the site path for a content source.
1. In the Content Sources window, double-click Additional Settings.
2. Click Site Paths, and then click New.
3. In the Path box, type \\your_computer_name\MyFolder and then click
Include this path to include it in the index.

Note When you include this folder in your site path, all of the documents in
the folder will also be indexed.

4. Click OK twice to close the Site Paths dialog box.


5. In the Index update required box, click Yes.

!"
To add an access location mapping for a content source
The Adventure Works administrator will now test a mapping rule. This will
change the way that the file share content sources are displayed.
1. In the workspace, double-click the Management folder, double-click the
Content Sources folder, and then double-click Additional Settings.
2. Click the Rules tab, and then click Mappings.
3. In the Access location box, type \\your_computer_name\MyFolder and
then in the Display location box, type http://AdvWorks/test
4. Click Add, click OK to close the Access Display Mappings dialog box.
5. In the Index update required box, click Yes.
6. Click OK to close the AdvWorksWorkspace Properties window.
7. On the desktop, double-click Internet Explorer.
8. If the Internet Connection Wizard appears, select LAN and click Next.
Select LAN, click Next, select the Automatic discovery of proxy server
check box, click Next, click No, click Next, and then click Finish.
9. If the SharePoint Portal Server dashboard site does not appear, in the
Address box type http://your_computer_name/AdvWorksWorkspace
10. In the Search box, ensure that This site is selected, in the for box type
1970’s style and then click Go.
11. In the Matching Documents Web Part, point to style test.doc.

Tip Notice the site path that is displayed at the bottom of the browser.
Although the path does not exist, site paths control how documents are
accessed.
48 Module 6: Adding and Managing External Content

Review
Topic Objective
To reinforce module
objectives by reviewing key
points. ! Components of a SharePoint Portal Server Search
Lead-in ! Adding Content Sources
The review questions cover
some of the key concepts ! Managing Content Sources
taught in the module.

1. MSSearch is a shared Windows 2000 service. How does the service separate
the various programs that may use this service, such as Site Server and
SharePoint Portal Server?
It uses search applications to prevent applications and their search
parameters from interfering with each other.

2. Your SharePoint Portal Server computer has two workspaces, one for Sales
and one for Accounting. The accountants often work late calculating the
daily sales. You have configured different indexing schedules for each
workspace. How does the MSSearch service separate their crawl settings to
prevent them from interfering with each other?
It uses the concept of Gatherer Projects. This concept separates the
search parameters from each other and allows independent monitoring
of each workspaces crawl.
Module 6: Adding and Managing External Content 49

3. Your company has an internal Web site with company policy and procedure
information. The Web site has a folder with the pay level information for
the various employment classifications. You want to leave the Web site on
its server and make its content available except for the pay level
information. How would you configure this?
You would configure a Web content source and implement a site path
rule to exclude the folder with the pay level pages. MSSearch would
have a search application with a Gatherer Project for the Web site.

4. You have now decided that you want to include the pay level folder
information on your SharePoint Portal Server computer. You remove the
rule and yet no pay level information appears in search results? What must
you do?
You must update the index.
THIS PAGE INTENTIONALLY LEFT BLANK
Module 7: Searching for
Content

Contents

Overview 1
Performing Searches by Using the
Dashboard Site 2
Demonstration: Searching and Search
Results 9
Optimizing Search Performance and
Administering Search Features 14
Multimedia: The Search Process 18
Lab A: Searching for Content 28
Review 37
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license to these patents, trademarks, copyrights, or other intellectual property.

 2001 Microsoft Corporation. All rights reserved.

Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint,
SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32
are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other
countries.

Other product and company names mentioned herein may be the trademarks of their respective
owners.
Module 7: Searching for Content iii

Instructor Notes
Presentation: This module introduces students to planning a search strategy, conducting
60 Minutes searches, and creating and editing indexes for searching.
Lab: After completing this module, students will be able to:
45 Minutes
!" Discuss the three search options in Microsoft® SharePoint™
Portal Server 2001, use the two Search Web Parts to perform simple and
advanced searches, and apply various techniques for maximizing search
results.
!" Explain the processing steps that are performed on a search query as it is
passed to the index, discuss how to optimize search performance by setting
the query time-out and setting the maximum number of search results, and
configure Best Bets, the thesaurus, and noise word files.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need the Microsoft PowerPoint® file 2095a_07.ppt.

Preparation Tasks
To prepare for this module, you should:
!" Read all of the materials for this module.
!" Practice the recommended demonstration.
!" View the multimedia presentation.
!" Complete the lab.

Demonstration
This section provides demonstration procedures that will not fit in the margin
notes or are not appropriate for the student notes.

Searching and Search Results


!"To prepare for the demonstration
• Ensure that the classroom has been set up according to the Classroom Setup
Guide for Course 2095A, Implementing Microsoft® SharePoint™
Portal Server 2001.
iv Module 7: Searching for Content

Multimedia Presentation
This section provides multimedia presentation procedures that do not fit in the
margin notes or are not appropriate for the student notes.

The Search Process


!"To prepare for the multimedia presentation
• Ensure that you have the Trainer Materials compact disc with the
2095_search media file.

Module Strategy
Use the following strategy to present this module:
!" Performing Searches by Using the Dashboard Site
Explain that users searching for content by using the dashboard site have
three options: browsing through folders, browsing through categories, and
using the dashboard site Search feature. Then, explain which option is best
for readers, authors, and coordinators.
Describe how to use the Simple Search Web Part and the Advanced Search
Web Part to perform searches, and then describe the search scope options
that are available in each. Show the students how the search results are
displayed in the SharePoint Portal Server Search page and how to sort
search results.
After the students understand the search options and how to perform
searches, demonstrate folder browsing, category browsing, and using the
dashboard site Search feature. Finally, discuss the simple techniques that
students can use to maximize search results.
!" Optimizing Search Performance and Administering Search Features
Provide a high-level overview of the search process by discussing the
processing steps that are performed on a search query as it is passed to the
index, and then present the media piece about the search process. Explain
how to optimize search performance by configuring workspace settings, and
then explain how to configure Best Bets, the thesaurus, and noise word files.
Module 7: Searching for Content v

Customization Information
This section identifies the lab setup requirements for a module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in replicating or customizing Training and
Certification courseware.

Important The labs in this module are also dependent on the classroom
configuration that is specified in the Customization Information section at the
end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.

Lab Setup
There are no lab setup requirements that affect replication or customization.

Lab Results
Performing the labs in this module introduces the following configuration
changes:
!" The Cooler Overview.htm file is set up as a Best Bet category for Outdoor
Products:Camping Equipment:Coolers and a Best Bet keyword for
cooler and ice chest.
!" A thesaurus entry is created that creates an association between the words
“blue” and “aqua.”
Module 7: Searching for Content 1

Overview
Topic Objective
To provide an overview of
the module topics and
objectives. ! Performing Searches by Using the Dashboard Site
Lead-in ! Optimizing Search Performance and Administering
In this module, you will learn
about planning a search,
Search Features
conducting searches, and
creating and editing indexes
for searching.

The search features of Microsoft® SharePoint™ Portal Server 2001 allow users
to search for information across multiple sources in both internal workspaces
and external sources. The dashboard site offers various methods of searching so
that users can optimize results by matching the search method to the type of
search they are performing. The search technology that is built into SharePoint
Portal Server also allows administrators to customize search configurations for
optimum performance.
After completing this module, you will be able to:
!" Discuss the three search options in SharePoint Portal Server, use the two
Search Web Parts to perform simple and advanced searches, and apply
various techniques for maximizing search results.
!" Explain the processing steps that are performed on a search query as it is
passed to the index, discuss how to optimize search performance by setting
the query time-out and the maximum number of search results, and
configure Best Bets, the thesaurus, and noise word files.
2 Module 7: Searching for Content

# Performing Searches by Using the Dashboard Site


Topic Objective
To outline this topic.
Lead-in
The topics in this section
! SharePoint Portal Server Search Options
describe how to run ! Using the Dashboard Site to Perform Simple and
searches and create custom
search queries, and explain
Advanced Searches
how a search query is ! Viewing Search Results
processed.
! Improving Search Results

The dashboard site offers authors, coordinators, and readers various methods
that they can use to locate content based on their knowledge of the file system
in the workspace, the general subject of the topic, and any keywords associated
with the topic. Users can perform advanced search requests on the dashboard
site and manipulate the results that are returned to efficiently find the data they
are looking for.
Module 7: Searching for Content 3

SharePoint Portal Server Search Options


Documents Categories
Topic Objective MIS Casual Clothing
To describe the three Folder Product Development Outdoor Products
Folder
search options in Browsing
Browsing
Clothing Outerwear
Materials Technologies
SharePoint Portal Server. Materials
Outdoor Equipment
Lead-in Sales Category
Category
Cotton
Synthetics
SharePoint Portal Server Browsing
Browsing Wool
provides three options for Processes
finding content on the
dashboard site.

Using
Using the
the
Dashboard
Dashboard Site
Site
Search
Search Feature
Feature

Users who are searching for content by using the dashboard site have three
options:
!" Browsing through folders
!" Browsing through categories
!" Using the Search feature on the dashboard site

Security is applied to all three of these options based on the role of the user. For
example, when a user browses categories, only those documents that the user
has permission to read are displayed in the results. The search method that the
user chooses depends on the user role and the search requirements.

Delivery Tip Folder Browsing


The search method is
Authors and coordinators may search for content in the workspace because they
associated with user roles
and requirements. By
may have some knowledge of the file structure of the workspace. Users can
incorporating multiple browse through the workspace folder hierarchy through the dashboard site or
search methods, SharePoint the Web folder view of the workspace file structure. Using this method reveals
Portal Server meets many only internal documents in the workspace and will not give a user access to
search requirements. external content.

Note For authors and coordinators to find documents that are saved, checked
in, checked out, or pending approval but have never been published, they must
use folder browsing.
4 Module 7: Searching for Content

Category Browsing
Browsing through categories is a reader-oriented approach to searching
workspace content. Category browsing is a good place to start for users who are
unsure of what they are looking for and who are unfamiliar with the file
structure of the workspace. Category browsing is available on the dashboard
site and in the Web folder view of the workspace. When you open a category, a
list of all the documents that are associated with the category, and any
subcategories under it, are displayed. Categories can contain both internal
content in the workspace and external content in crawled sites. For this method
of browsing to be most effective, authors and coordinators must associate
content with the correct categories.

The Dashboard Site Search Feature


Using the dashboard site Search feature requires no familiarity with the folder
or category structure being used, and searches on the dashboard site can span all
internal and external content sources. Users with little knowledge of the
structure of the workspace content can use the dashboard site Search feature to
get complete search results. Search queries can return a list of matching
categories that contain one or more of the search terms as keywords for the
category. Search queries can also return a list of external and internal
documents that match the search criteria.

Note Searching with the dashboard site and category browsing displays only
published documents even if the user has permission to see the draft document.
Module 7: Searching for Content 5

Using the Dashboard Site to Perform Simple and Advanced


Searches
Topic Objective
To illustrate that there are
many options available in
the SharePoint Portal
Server Search user
interface. Simple

Lead-in
The SharePoint Portal
Server dashboard site
contains a Web Part with Advanced
two views for performing
searches: the Simple
Search and the Advanced
Search pages, which are
accessed by clicking the
Simple search or Advanced
search link to the right of the
search bar.

The SharePoint Portal Server dashboard site contains two Web Parts for
performing searches: the Simple Search Web Part and the Advanced Search
Web Part.

Delivery Tip Using the Simple Search Web Part


If the search interface does
The Simple Search Web Part provides a drop-down list for selecting search
not have the ability to
perform a specific query,
scopes and a box for entering search terms. This Web Part appears on various
such as enabling users to dashboards, such as the Categories dashboard and the Document Library
use wildcard characters like dashboard. Search scopes identify a particular subset of a workspace or external
* and %, you can build content. The default search scope is This site, which encompasses all internal
custom solutions and Web and external content. Users can limit their searches to a particular scope by
Parts by using the existing selecting it before running the search query. Based on the dashboard site that
architecture of SharePoint the Search Web Part is launched from, users will have several scope options to
Portal Server. choose from.
6 Module 7: Searching for Content

The Simple Search Web Part drop-down list includes the following search
scope options:
!" This site. Enables you to search all of the public documents and content
sources on the dashboard site. This is the default search scope.
!" These results. Enables you to search within the results of a completed
search. This scope is available on any page that contains search results.
!" This category. Enables you to search for documents in the current category.
This scope is available on the Categories dashboard.
!" This folder. Enables you to search the current folder. This scope is available
on the Document Library dashboard.
!" Custom scopes. Enable you to search particular content sources that are
configured by the coordinator at the workspace level. Content sources link
to information stored outside the workspace, such as an external Web site or
a Lotus Notes database.
For example, if you type the search term “fiscal reports” in the Search Web
Part on the Document Library dashboard, you can narrow the scope of your
search to a particular folder, such as the Earnings folder, that you expect to
contain pertinent information. This reduces the number of documents that
SharePoint Portal Server examines and produces a more specific list of
search results.

Using the Advanced Search Web Part


More advanced and powerful searching is available in the Advanced Search
Web Part. The Advanced Search Web Part includes the following search scope
options for refining your search query:
!" Search by profile
The Search by profile scope option allows you to search for documents that
have a particular document profile assigned to them. For example, you
could search for all documents that have the Specifications or White Papers
profile associated with them.
!" Search by properties
The Search by properties scope option allows you to search for documents
that have a specific property assigned to them. The Property drop-down list
is populated with all of the properties that are defined in the workspace. You
can combine up to three properties in a search query, and there are several
operators (such as =, >, and <) that can act on each value. For example, you
could search for all documents where the Author property is equal to “John
Smith” and the file size is greater than 3,500,000 bytes.
!" Search by date
The Search by date option allows you to search for documents that were
created or modified in the previous X hours, days, months, or years.

Note Wildcard characters, such as an asterisk (*), a question mark (?), or a


percent sign (%), are not supported in search terms or in the names of
properties.
Module 7: Searching for Content 7

Viewing Search Results


Topic Objective
To discuss how search
results are displayed in the
user interface.
Lead-in
Let’s take a look at the
SharePoint Portal Server
Search page and how
results are displayed.

SharePoint Portal Server returns results from search requests in various Web
Parts. Because each Web Part uses a different type of logic to calculate search
results, users can choose the Web Part that contains the most relevant results.
Users can easily sort the results to help locate relevant documents.

Viewing the Results Page


SharePoint Portal Server searches for all documents that match your search
terms, and then returns a list of results that are sorted into three Web Parts:
Matching Categories, Best Bets, and Matching Documents. The Best Bets and
Matching Categories Web Parts are displayed only if they apply to the results.

Viewing the Matching Categories Web Part


If your search request results in a list of related categories, the Matching
Categories Web Part displays the name and description of all categories in
which the name of the category, associated keywords, or the category
description matches your search terms. Each category is displayed as a link, and
clicking the link opens the category.
Keep the discussion of Best Viewing the Best Bets Web Part
Bets to a high level. Best
Bets are discussed in more A Best Bet is a document that coordinators manually select to appear as the
detail later in this module. most appropriate search result for various search requests. You can select a
document to appear as a Best Bet for a specific category or for one or more
keywords. A category Best Bet will be displayed at the top of the Categories
dashboard when you navigate to that category. For example, a document
assigned as a Best Bet for the keyword “thermafill” will be returned in a special
Best Bets section at the top of the search results when you search for
“thermafill” by using the Search Web Part. SharePoint Portal Server will also
automatically include a document as a Best Bet if it is especially relevant to the
search request.
8 Module 7: Searching for Content

Viewing the Matching Documents Web Part


The Matching Documents Web Part displays the documents that match your
search terms. By default, documents in this view are sorted by Best Match (not
to be confused with Best Bets). Best Matches are calculated with an algorithm
that uses parameters, such as the frequency with which a term is used in a
document and the length of a document, to determine how relevant a document
is to a search request. For example, if you search for “thermafill” and two
documents of equal length contain the word, the document that has the most
occurrences of the word appears at the top of the list.

Performing Actions on the Documents in the Web Parts


You can view properties of and perform actions on the documents in the Web
Parts. For example, if you enter a search request for “thermafill” and you get
results in both the Matching Categories and the Best Bets Web Parts, you can
view document properties, list controls, and so on in each of these Web Parts.
Search results include links to relevant information as well as detailed
document property information, such as the date created or modified and the
name of the author. To assist users in quickly finding information, search
results can be sorted by property on the client Web browser. Users can also
perform administrative tasks, such as check in and publish, on documents in the
workspace.

Document Properties
The Search Results Web Part displays results in groups of 20, with paging
controls for navigation if multiple pages are returned. For each document that is
returned, the following metadata is displayed: title, file name, author, last
modified date, and an icon representing the file type. The first few lines of text
in each document are also displayed to help users determine the content of the
document.

List Control
The list control enables users to show or hide descriptions. Hiding descriptions
allows more items to be listed on the screen. This setting applies to all lists on
the dashboard site, including category listings, search results, and document
library folders. The setting is configured on a per user basis and is persisted in a
client-side cookie.

Additional Actions
Each search result that returns a document from inside the workspace has a link
called Show Actions that opens the Document Inspection page as a separate
Web page. In this view, additional information about the document is available
and users can perform actions on the document. Users can also click the
Subscribe or Discuss links to subscribe to or discuss a document.

Sorting Results
Search results appear in a list that you can re-sort by author, title, date, or best
match. If your search results appear on more than one page, you can page
through the results by using the navigation links located at the top of the
Matching Documents list and at the bottom of the Search Results page.
Module 7: Searching for Content 9

Demonstration: Searching and Search Results


Topic Objective
To demonstrate folder
browsing, category
browsing, and browsing by
using the dashboard site
Search feature.
Lead-in
In this demonstration, the
instructor will search the
workspace through the
dashboard site using folder
browsing, category
browsing, and browsing by
using the dashboard site
Search feature.

In this demonstration, the instructor assumes the roles of several SharePoint


Portal Server users with various requirements and workspace responsibilities.
The instructor searches the workspace through the dashboard site by using
folder browsing, category browsing, and the dashboard site Search feature. The
instructor demonstrates how to sort search results and the various tasks that you
can perform on documents from the Search Results page.

Coordinator (Folder Browsing)


The instructor assumes the role of a coordinator and browses the folder
structure of the workspace.

Scenario
Suzan Fine, a coordinator, is looking for all Outerwear documents that are
pending approval. Because she is familiar with the folder hierarchy, she uses
folder browsing to accomplish this task. Suzan will be using Microsoft
Windows® Explorer.
To browse the folder structure of the workspace:
1. Open Windows Explorer.
2. Expand My Network Places.
3. Expand AdvWorksWorkspace.
4. Expand Documents.
5. Expand Product Development.
6. Expand OutWear.
7. Click Versioned with Approval 1.
8. Notice that all of the documents can be viewed, regardless of status. This is
because the coordinator can view all documents regardless of state.
10 Module 7: Searching for Content

Conclusion
Folder browsing is a good method for coordinators to use to administer a
workspace because they know how the folder hierarchy of their company is
organized.

Reader (Category Browsing)


The instructor assumes the role of a reader and browses the category structure
of the workspace.

Scenario
Don Hall, a newly hired product design engineer for Adventure Works camping
equipment, needs to familiarize himself with the current products. Don is not
familiar with the folder hierarchy yet but has a general idea of the documents
that he is looking for. Don will use category browsing to accomplish this task.
To browse the category structure of the workspace:
1. Open Windows Explorer.
2. Expand My Network Places.
3. Expand AdvWorksWorkspace.
4. Expand Categories.
5. Expand Outdoor Products.
6. Expand Camping Equipment.
7. Select Cooler.
8. Compare this to the folder structure that Don must browse to get the same
information.
9. Expand the Outdoor Equipment folder that is directly above the
Outerwear folder (the hierarchy should be exposed from the previous
exercise).
10. Explain how Don would have had to filter through each one of these folders
(Unversioned Documents, Versioned Documents and Versioned with
Approval 1) to find the information that he was looking for.
11. Open the dashboard site in Microsoft Internet Explorer, and then show the
same search, except use the dashboard navigation to get there.
12. Open Internet Explorer.
13. On the Home page, click Outdoor Products.
14. On the Outdoor Products page, click Camping Equipment.
15. Discuss the differences.

Conclusion
All of these documents are in different folders in the workspace folder
hierarchy. Even though Don is new to the company and is unfamiliar with the
folder hierarchy in the Adventure Works workspace, he could easily find
content by intuitively browsing categories. From the category hierarchy, Don
also learned a great deal about the different kinds of camping products that are
manufactured by Adventure Works. Clearly, Don can infer that Adventure
Works sells cooking equipment, coolers, lanterns, sleeping bags and tents.
Module 7: Searching for Content 11

Author (Dashboard Site Search Feature)


The instructor assumes the role of an author and searches for specific content.

Scenario
Anne Paper, a seasoned employee for the Coats department, is looking for any
content on Borolene, a new synthetic material that she wants to include in the
next line of coats. Anne will use the Search feature on the dashboard site to find
this information.
To search the dashboard site:
1. Open Internet Explorer.
2. In the URL box, type http://localhost/advworksworkspace and then press
ENTER.
3. In the Search Web Part, expand the list in the Search box and explain how
you can use it to set the scope of a search request. Explain that by selecting
This site the search will cover all available content sources.
4. In the For box, type Thermafill and then click Go.
5. Discuss the Best Bets Web Part.
6. Discuss the Search Summary Web Part.
7. Discuss the Matching Categories Web Part. Click the
Technologies:Material:Thermafill link to show the relevant documents in
that category and explain how you can use it to enrich your search
experience as a separate search path.
8. Click Back and show the Matching Documents Web Part. Briefly display
the results. On the right side of the Matching Documents Web Part, click
Next to display the second set of results.
9. Click Previous.
10. Explain that Anne is interested only in documents that were written in the
previous week. There are two ways she can do this.
11. One method is to click Date, which will re-sort the list so that the most
recent documents are at the top.
12. The second method is as follows:
a. Scroll to the top of the page, and then click Advanced Search.
b. In the Advanced Search Web Part, in the Search by date section, click
Documents, click modified in the last 7 days, and then click Go.
c. Explain the results.

Conclusion
The search interface provides a powerful tool for locating content based on
document content and document properties. The results that are displayed on
the dashboard site can easily be sorted and re-searched to find relevant content
quickly. This method of searching has wide-ranging implications and spans
multiple user roles.
12 Module 7: Searching for Content

Improving Search Results


Topic Objective
To present various ! Ensure Correct Spelling
techniques for improving ! Search for Phrases
search results.
“ flame retardant”
Lead-in
There are several simple ! Use Synonyms
techniques that you can use
to maximize search results. “sweater cardigan parka” rather than “sweater”

! Use More Words


“Yearly fiscal report” rather than “report”

! Use Specific Words


“thermafill” rather than “insulation”

When you issue a search request by using the Search Web Part, careful
selection of the terms that you use in the search query can mean the difference
between hundreds of useless results and a short list of very useful results. There
are several simple techniques that you can use to maximize your search results.

Ensure Correct Spelling


SharePoint Portal Server expands on the search terms you enter to provide you
with a variety of search results. However, because the search begins with the
words that you type in the Search box, a misspelled word can result in an
unsuccessful search.

Note SharePoint Portal Server expands on search terms by using word


inflection. This means that if a user searches for the word “hike,” the search
results will include variations of the word, such as “hikes,” “hiking,” and
“hiked.”

Search for Phrases


Searching for a phrase rather than an individual word can help you narrow your
search results. To search for a phrase or a continuous string of words, enclose
the string in quotation marks (“ ”). For example, if you type “flame retardant”
(including the quotation marks) in the Search box, only documents that contain
that exact phrase will be returned. Documents that contain only “flame” or
“retardant” will not be returned.

Use Synonyms
Using synonyms for each search term produces more useful results than using
only one term. For example, typing the words “sweater” and “cardigan” and
“parka” yields better results than simply typing “sweater.” Do not include
commas or other punctuation (except quotations around a phrase) in these
entries, but do leave a space between words.
Module 7: Searching for Content 13

Use More Words


In some cases, the more words you enter in a search, the more accurate your
results. For example, if you type “yearly fiscal report” rather than “report,” you
can refine your search and are more likely to get useful results.

Use Specific Words


Be specific in your choice of search terms to make your search more precise.
For example, if you type “thermafill” rather than “insulation” you narrow the
range of your search and are more likely to get useful results.

Note Search requests are not case sensitive.


14 Module 7: Searching for Content

# Optimizing Search Performance and Administering


Search Features
Topic Objective
To outline this topic.
Lead-in ! Understanding the Search Process
Understanding the search
process is critical to ! Optimizing Search Performance
understanding how to
improve search results. ! Configuring Best Bets
! Configuring the Thesaurus
! Editing Noise Word Files

Understanding the search process is critical to understanding how to improve


search results. As an administrator, you can improve the scalability of your
SharePoint Portal Server platform by adjusting the search properties of the
workspace and by monitoring those search activities.
Module 7: Searching for Content 15

Understanding the Search Process


Topic Objective Server
To explain how search Language
Language
results are passed from the Search
index to the user. Request
Wordbreaking
Wordbreaking
Lead-in
The processing that is
Stemming
Stemming
performed on a search Modified
query as it is passed to the Search
Dashboard Noise
Noise Word
Word Removal
Removal Request
index involves many steps.
Site
Index
Index
Thesaurus
Thesaurus

Ranking
Ranking
Modified Results
Results
Security
Security

Understanding both the path of a search request as it is processed and the results
that are returned to the client helps users understand their search results and
helps administrators optimize search configurations. Because many processing
steps are performed on a search query as it is passed to the index, there are
many variables that can affect the search results. Some of these variables are
fully controlled by the SharePoint Portal Server search components and some
are controlled by the user, such as the thesaurus.

Language Detection
When the SharePoint Portal Server dashboard site receives a search request
from a Web browser, it attempts to determine which language the search query
was issued in. For example, if a search request is issued from a Spanish client
computer, SharePoint Portal Server detects that language and processes the
request accordingly. SharePoint Portal Server recognizes 12 languages: Chinese
Simplified, Chinese Traditional, Dutch, English, French, German, Italian,
Japanese, Korean, Spanish, Swedish, and Thai.
16 Module 7: Searching for Content

Word Breaking
A word breaker is a language-specific component that breaks the text into its
constituent parts. After SharePoint Portal server detects the language of the
search query, it applies the appropriate word breaker. Word breakers use pattern
detection and rules to parse text and find words. Some examples of the
functions that word breakers perform include:
!" Breaking words apart at white spaces.
!" Removing most punctuation and symbols.
!" Following language-specific rules to handle such things as URLs, e-mail
addresses, currency, hyphenation, time, and date.
For example, an e-mail address in the format username@domain.com is
broken at the at sign (@) and the period (.).
!" Following special case rules. For example, the word breakers in SharePoint
Portal Server would leave the string C++ intact instead of removing the two
plus signs (++).

Note For languages that the SharePoint Portal Server word breaker does not
support, SharePoint Portal Server uses the word breakers in Microsoft
Windows 2000 Indexing Service. In addition, when SharePoint Portal Server is
installed, it updates some of the word breakers that are used by the
Windows 2000 Indexing Service. If the language cannot be determined,
SharePoint Portal Server uses a generic word breaker that breaks words apart at
white spaces and other breaking characters.

Stemming and Refining of a Search Query


After word breaking, the resulting words are passed through a stemmer. A
stemmer is a language-specific component that generates inflected forms of a
given word. For example, if a user searches for the word “hike” in a document,
a stemmer may generate the word forms “hiking,” “hikes,” and “hiked” as
synonyms. The use of a stemmer enhances the effectiveness of a search request
by producing more relevant matches to the query.

Tip In phrase searches, phrases are not stemmed.

Noise Word Removal


Noise words are words that are considered irrelevant to the search, such as “an”
and “the.” Noise words are identified and discarded from the query.

Thesaurus
SharePoint Portal Server maintains a configurable thesaurus file for each
language that it supports. By editing the thesaurus, you can specify synonyms
for words and also automatically replace words in a query with other words that
you specify. For example, you can configure the thesaurus to search for
“cotton” and “insulation” whenever a search query is issued for “thermafill.”
Module 7: Searching for Content 17

Ranking
The rank, or score, of a document measures the relevance or quality of the
match between the document and a query and also controls the order of the
search results. SharePoint Portal Server mathematically measures the rank
internally by using a scale of 0 to 1000, with 1000 as the highest. The four
sources of data that is used for ranking are:
!" Collection frequency
Terms that occur in only a few documents are likely to be more useful than
those occurring in many documents. If you issue a search for “hike” and
“walk,” and more documents contain “walk” than “hike,” the documents
that contain “hike” will get a higher score.
!" Term frequency
The more frequently a term appears in a document, the more important it is
likely to be for that document.
!" Document length
A term that occurs the same number of times in a short document as it does
in a long document is likely to be more important to the short document
than it is to the long one.
!" Document properties
SharePoint Portal Server searches document properties as well as document
content. Some properties, such as title and description, have a higher
relevance than others.

By default, search results are listed by Best Match, which correlates to the rank-
associated documents when a search is issued.

Security
SharePoint Portal Server removes documents from the results of searches in
Microsoft Exchange 2000, Microsoft Exchange 5.5network file shares
formatted with the NTFS file system (NTFS), or other SharePoint Portal Server
workspaces if the user does not have permission to read those documents. This
is because access control lists (ACLs) are extracted from these content sources
and stored during indexing. SharePoint Portal Server can authenticate user
permissions based on the copy of the ACLs that is stored in the index and can
filter the results accordingly.

Note Only ACLs are extracted. File share or other resource permissions are not
extracted and are not used when SharePoint Portal Server filters search results.

ACLs that are extracted from files and folders that use local computer accounts
or separate domain accounts for security will not resolve when SharePoint
Portal Server filters the search results and will not be returned to the client. In
these cases, users must secure their files by using global or universal domain
groups, which can be viewed outside their domain.

Note If Microsoft Internet Information Services (IIS) is configured to use


anonymous authentication, the query will run in the anonymous context, not in
the context of the search user.
18 Module 7: Searching for Content

Multimedia: The Search Process


Topic Objective
To introduce the SharePoint
Portal Server search filter
processes.
Lead-in
This multimedia
presentation provides an
overview of the SharePoint
Portal Server search
process.

This multimedia presentation describes the specifics of the search filter


processes.

!"
To run the multimedia presentation
1. On the Student Materials compact disc, in the Media folder, double-click
2095_search.
2. Click the play button to view the presentation.
Module 7: Searching for Content 19

Optimizing Search Performance


Edit DWORD Value
Topic Objective
Administrators can improve Value name:
query performance in QueryTimout

SharePoint Portal Server by Base


Set
Set the
the Query
Query
Value data:
configuring various Hexadecimal Time-Out
Time-Out
20000
workspace settings. Decimal

Lead-in OK Cancel
HKLM\Software\Microsoft\Search\
1.0\Applications\
You can specify limits to SharePointPortalServer\Catalogs\
improve the search <workspace name>\QueryTimeout
performance of SharePoint Edit DWORD Value
Portal Server.
Set
Set the
the Maximum
Maximum Value name:
Number
Number ofof MaxResultRows
Search
Search Results
Results Value data: Base
200 Hexadecimal
HKLM\Software\Microsoft\Search\
Decimal
1.0\Applications\
SharePointPortalServer\Catalogs\
<workspace name>\MaxResultRows OK Cancel

Using the Microsoft Registry As an administrator, you can specify limits to improve the search performance
Editor, demonstrate the of SharePoint Portal Server at the server level and at the workspace level.
location and settings for
these registry entries. At the workspace level, you can optimize search performance by:
!" Setting the query time-out.
!" Setting the maximum number of search results.

Note For information about search configurations at the server level, see
Module 5, “Publishing Documents,” and Module 10, “Examining an Enterprise-
Level Implementation,” in Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.

Setting the Query Time-Out


For each workspace, you can set the waiting period for querying an index. By
limiting the query time-out to a specific number of milliseconds, you can avoid
degrading server performance by releasing server processes from unsuccessful
queries after a specific time period.

Setting a Low Number


By setting the time-out to a low number, you ensure that no single user with a
complex query can monopolize the server and slow the performance of the
server for other users. However, if you set the number too low, queries will
time out before they are complete. Therefore, it is recommended that you set the
time-out to at least 1000 milliseconds, particularly for servers with large
quantities of data and many concurrent users.
20 Module 7: Searching for Content

Setting a High Number


By setting the time-out to a high number, you allow time for a complex query to
complete, but server performance may be slower for users who are running
queries that are not as complex. If the time-out is too high, the server may deny
service if users issue large queries. For example, searching for “Microsoft” on a
Microsoft Web site might cause a time-out because there are likely too many
matches for this word. However, if it is more important to provide full results to
users than to return results quickly, you can set the time-out in terms of
minutes.
If a query times out, the user sees only those results that SharePoint Portal
Server retrieved before the time-out occurred, and a message is displayed
stating that it is possible that not all of the results were retrieved. By default, the
time-out is 20,000 milliseconds. If response time is a priority, set the time-out
to 1000 milliseconds.
This setting is maintained in the registry for each workspace at
HKLM\Software\Microsoft\Search\1.0\Applications\
SharePoint Portal Server\Catalogs\workspace name\MaxResultRows\Catalogs\
workspace name\QueryTimeout.

Setting the Maximum Number of Search Results


For each workspace, you can set the maximum number of results that are
calculated for a search query. This setting does not affect the number of results
that are returned.
For example, if you set the limit to 100 and a search query finds 200 results,
SharePoint Portal Server displays only 100 results. If the user wants to view
more than the 100 results that were returned, the dashboard site resets the limit
to the number that the user requests. For example, if the user wants to view
results 101 to 110, the maximum limit is set to 110. For searches of multiple
indexes, the number of calculated results is the sum of the results (up to the set
limit of each index) that are found in each index.
SharePoint Portal Server search performance is improved when the limit is
decreased, and search performance is reduced when the limit is increased. By
default, the limit is set to 200 calculated results. Because users do not usually
view more than the first several pages of search results, a small limit can
increase search performance without returning fewer results than the user is
likely to want to view. This setting is maintained in the registry for each
workspace at HKLM\Software\Microsoft\Search\1.0\Applications\
SharePoint Portal Server\Catalogs\workspace name\MaxResultRows.

Important When a user clicks a search result from an Exchange 5.5 public
folder, SharePoint Portal Server checks with the Exchange server to validate
that the user has sufficient access. Because this is a resource-expensive action,
if your index contains Exchange 5.5 items, it is recommended that you do not
set the number of calculated results above 50.
Module 7: Searching for Content 21

Configuring Best Bets


Topic Objective
To demonstrate how to use
Best Bets to provide peak
search results.
Lead-in
Sometimes users actually
know better than the search
engine which search results
are relevant.

Because users sometimes can determine the relevancy of a result better than the
search engine, it can be helpful for the author or coordinator to associate a
particular document with a category or a set of keywords that will be returned
whenever a user browses that category or implements a search with a keyword.
You can associate documents with categories and keywords by using the Best
Bets feature. As a coordinator, you can select a document as a Best Bet for a
category, for multiple categories, or for keywords that a user may issue a search
for.
Demonstrate selecting a
document and then Displaying Best Bets
assigning to it a Best Bet When a user browses to a specific category or if the search request contains
keyword and a Best Bet keywords, the documents that are associated with that category or those
category. Check out the keywords are displayed in the Best Bets section at the top of the results page.
document, make SharePoint Portal Server automatically includes a document as a Best Bet if it is
modifications, and then save very relevant to the search request. SharePoint Portal Server also searches
the changes. Check in the
property values and may return a document as a Best Bet if the search term is
document, and then publish
it. Demonstrate the results
contained in a relevant property, such as Title or Description.
by browsing to the category
and searching for the Selecting a Document as a Best Bet
keyword you defined.
To select a document as a Best Bet, in the Web folders view of the workspace,
configure the options on the Search and Categories tab on the Properties page
of the document.
22 Module 7: Searching for Content

Setting Best Bet Options


Use the following guidelines when setting the Best Bet options:
!" A document must be associated with a category before you can select it as a
Best Bet for that category.
!" Only coordinators can assign a document as a Best Bet.
!" When you select a document in an enhanced folder as a Best Bet, check out
the document, set the Best Bets option, and then publish the document so
that the index will be updated.
!" After a document is assigned as a Best Bet and published, the index is
updated automatically by the notification index update type.
!" You can select a document as a Best Bet for more than one category or
keyword, and you can select multiple documents as Best Bets for the same
category or keyword.
Module 7: Searching for Content 23

Configuring the Thesaurus


Topic Objective <XML ID=“Microsoft Search Thesaurus">
To describe the location of <thesaurus xmlns="x-schema:tsSchema.xml">
the thesaurus file and the <expansion>
registry for the thesaurus <sub>boots</sub>
Expansion
Expansion
settings, and to provide <sub>shoes</sub>
Set
Set
steps for editing the <sub>galoshes</sub>
thesaurus. </expansion>
<replacement>
Lead-in <pat>cardigans</pat>
SharePoint Portal Server Replacement
Replacement <sub>sweaters</sub>
supports multiple thesaurus Set
Set <sub>coats</sub>
versions and languages. </replacement>
<expansion>
<sub weight="0.5">run**</sub>
<sub weight="0.5">jog**</sub>
</expansion>
</thesaurus>
</XML>

The Search feature of SharePoint Portal Server offers access to multiple


thesauruses.

Delivery Tip Adding a Thesaurus Entry


Open the thesaurus files in
When you add an entry to a thesaurus, you edit a Unicode Extensible Markup
Notepad to show their
location and structure, and
Language (XML) file by using a text editor. Thesaurus files are located in the
then demonstrate the %program files%\SharePoint Portal Server\Data\FTData\
syntax. SharePointPortalServer\Config folder, in the format tsxxx.xml, where xxx is a
standard 3-letter language code. For example, “enu” is the code for U.S.
English, so the name of the file for the U.S. English thesaurus is tsenu.xml.
The following table lists the languages that SharePoint Portal Server supports
and the language code that is associated with each.
Language code Language

enu English (United States)


eng English (International)
chs Chinese (Simplified)
cht Chinese (Traditional)
deu German
esn Spanish
fra French
ita Italian
jpn Japanese
kor Korean
24 Module 7: Searching for Content

(continued)
Language code Language

neu Neutral
nld Dutch
sve Swedish
tha Thai

Using the Neutral Thesaurus


The language of the thesaurus that is in use is always the language that is
detected from the search query, not necessarily the language that is used in the
server settings. The neutral thesaurus (tseneu.xml) is applied:
!" To every query, along with the thesaurus that is associated with the
language of the search query.
!" When a language without a registered thesaurus is detected.

For example, if your server locale settings are in U.S. English and you issue a
search query by using French words, the French and neutral thesauruses will be
applied.

Adding a Thesaurus Entry in a Mixed-Language Environment


If you have mixed-language documents and you perform queries by using
mixed-language keywords, you could add words in a different language to any
thesaurus. For example, if you are in a U.S. English environment but often use
the Italian word “grazie” in documents, you could add a thesaurus entry for
“grazie” to the U.S. English thesaurus or the neutral thesaurus to ensure that it
is applied in response to a query such as “these are all English words in my
query except grazie.”

Caution When you edit a thesaurus file, make sure that the file is composed of
a syntactically correct, or well-formed, XML code that includes matching
opening and closing tags around each entry; otherwise, it will not load properly.
If there are syntax errors in the XML documents, an error is logged in the
Windows 2000 Event Log referencing the problematic thesaurus file and line.
Module 7: Searching for Content 25

Editing a Thesaurus File


When you make a change to a thesaurus file or the registry settings, the
thesaurus files are automatically reloaded to the Search service without
interruption. There are two types of entries that you can edit in a thesaurus file:
the expansion set and the replacement set.

Editing the Expansion Set


When you edit the expansion set, you specify a group of <sub> elements that
are basically synonyms. This means that search queries containing matches in
one sub are expanded to include all other subs in the set. Consider the following
example:
<expansion>
<sub>boots</sub>
<sub>shoes</sub>
<sub>galoshes</sub>
</expansion>

If you query any of the words in the previous example, the search results will
include documents containing “boots,” “shoes,” or “galoshes.”
Two additional options that you can configure are weighting and stemming.
The thesaurus supports the weight attribute, which allows you to indicate the
relative importance of words in an expansion set by specifying a value
between 0 and 1. Search results will include documents that contain words with
the highest weight attribute at the top of the results list. An expansion set using
the weight attribute is shown in the following example:
<expansion>
<sub weight="0.8">Internet Explorer</sub>
<sub weight="0.2">IE</sub>
<sub weight="0.9">IE5</sub>
</expansion>

You can specify stemming in pat and sub entries by adding two asterisks (**) at
the end of the string. You will get matches on the strings when you query on
stemmed variants of the word, and you will also get hits on them. Therefore, in
the following example:
<expansion>
<sub weight="0.5">run**</sub>
<sub weight="0.5">jog**</sub>
</expansion>

If you query for “run,” you will get hits for “jog,” “jogging,” and so on. If you
query for “running” you will get the same results.
26 Module 7: Searching for Content

Editing the Replacement Set


When you edit the replacement set, you specify a pattern that will be replaced
by a substitution set. For example, you could specify that queries for
“cardigans” (pattern) would be replaced by “sweaters” or “coats” (substitutions)
so that if a user searches for “cardigans,” the search results would include
“sweaters” and “coats.”
An expansion set is enclosed in a <replacement> tag. Within that tag, you
specify one or more patterns and enclose the pattern in a <pat> tag. You then
specify one or more substitutions and enclose those values in a <sub> tag.
Therefore, to specify “sweaters” and “coats” as substitutes for “cardigans,” edit
the expansion set as follows:
<replacement>
<pat>cardigans</pat>
<sub>sweaters</sub>
<sub>coats</sub>
</replacement>

Tip After modifying the thesaurus, check the Event Log and look for
informational event ID 4155 to confirm that the file loaded successfully.
Module 7: Searching for Content 27

Editing Noise Word Files


Topic Objective
To describe how to
%Program
%Program Files%\SharePoint
Files%\SharePoint Portal
Portal Server\
Server\
configure noise word files.
Data\FTData\SharePointPortalServer\Config
Data\FTData\SharePointPortalServer\Config
Lead-in
You edit noise word files the about because came has
same way that you edit a after been can had
thesaurus file. all before come he
also being could have
an between did her
and both do here
another but does him
any by each himself
are else his
as for how
from
Example
Example

Editing noise word files containing noise words such as “and,” “the,” and “etc.”
is similar to editing thesaurus files. The noise word file is located in the
%program files%\SharePoint Portal Server\ Data\FTData\
SharePointPortalServer\Config folder, in the format noisexxx.txt, where xxx is
the standard 3-letter language code.
You can edit noise word files to eliminate other words from search requests by
adding the new word to this list. After you edit the noise word list, you must
perform a full update of the index to incorporate the changes.

Delivery Tip
Open the noise word files in
Notepad to show their file
location and structure.
28 Module 7: Searching for Content

Lab A: Searching for Content


Topic Objective
To introduce the lab.
Lead-in
In this lab, you will perform
all the steps needed to
search for content.

Objectives
After completing this lab, you will be able to:
!" Determine which type of browsing (folder or category) is the most
appropriate way to locate content for different kinds of search requirements.
!" Test SharePoint Portal Server search features to discover inflected versions
of a verb.
!" Use the Advanced Search Web Part to perform queries for documents.
!" Configure the Best Bet categories and the Best Bet keywords of a document.
!" Use the Share Point Portal Server thesaurus.

Prerequisites
Before working on this lab, you must have:
!" Experience using the Web folder view of a workspace.
!" Experience navigating through the SharePoint Portal Server dashboard site.

Estimated time to complete this lab: 45 minutes


Module 7: Searching for Content 29

Exercise 1
Browsing the Folder Hierarchy for Content
In this exercise, you will search for content by using folder browsing. The
exercise will display the benefits and requirements for using this method. You
will assume the role of a coordinator who has been assigned the task of finding
all the documents that are checked out to Anne Paper. Only a coordinator can
view documents that have not been published and only a coordinator can undo a
check-out on a document that another user has checked out.

Scenario
Anne Paper, an Adventure Works employee who works primarily with the
Coats division, lost all the information on her portable computer because of a
hard disk drive failure. Unfortunately, other people need to work on a number
of documents that are checked out to Anne. Judy Lew, as the coordinator, must
find all the documents that are checked out to Anne Paper and undo the check-
out. Judy knows that the documents that Anne checked out were in the
Outerwear folders.

!"
To find the documents that are checked out to Anne Paper
1. Log on as JudyLe with a password of password.
2. On the desktop, double-click My Network Places.
3. Double-click AdvWorksWorkspace on your_server_name.
4. Double-click Documents.
5. Double-click Product Development.
6. Double-click Outerwear.
7. Double-click Versioned Documents.
8. Click each checked-out document to display the document properties.
Right-click each document that is checked out to Anne Paper, click Undo
Check Out, and then in the Confirm Undo Check Out box, click Yes.
9. In the toolbar, click the Back button to move back to the Outerwear folder.
10. Double-click the Versioned with Approval 1 folder, and then repeat the
process outlined in step 8.
11. Close the Web folder view of the workspace.

Note You do not need to perform this operation on documents in the


Unversioned Documents folder because it is a standard folder and does not
support versioning or checking files in and out.
30 Module 7: Searching for Content

Exercise 2
Browsing the Category Hierarchy for Content
In this exercise, you will explore the benefits of category browsing as an option
for discovering content.

Scenario
You are a new employee at Adventure Works and you need to evaluate the
various materials that are available for use in the next line of Outerwear
products. Use the category hierarchy to find all the relevant content.

!"
To find the relevant categories for your search
1. On the desktop, double-click My Network Places.
2. Double-click AdvWorksWorkspace on your_server_name.
3. Double-click Categories.
4. In the toolbar, click the Folders button to display the categories
hierarchically.
5. Explore the category hierarchy to find the relevant information based on the
scenario. Which categories did you search through? Was it intuitive?

6. Now try to locate the information by using folder browsing. Click the
Documents folder under the AdvWorksWorkspace on your_server_name.
How does it compare to category browsing as a search method for this task?
Module 7: Searching for Content 31

Exercise 3
Testing SharePoint Portal Server Search Features
In this exercise, you will test the search capabilities of SharePoint Portal Server.

Scenario
Judy Lew wants to make sure that documents containing variations of a word
will be displayed when searching variations of that word. Judy created three
documents with variations of the word “hike” and saved them in the workspace.
Now she wants to test the search results that are generated when she enters a
query for “hike.”

!"
To test search results generated for a query on the word “hike”
1. Open Internet Explorer.
2. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
3. In the Search Web Part, in the for box, type hike and then click Go.
4. Verify that the search results contain variations of the word “hike”.
5. Close Internet Explorer.
32 Module 7: Searching for Content

Exercise 4
Searching on the Dashboard Site
In this exercise, you will use the Advanced Search Web Part to find content
based on document properties.

Scenario
You will assume the role of Judy Lew, the Division Chief of Outerwear. Judy is
conducting an employment review for Luis Bonifaz and wants to see all the
documents that Luis worked on to determine how productive he has been. Judy
will use the Advanced Search Web Part of SharePoint Portal Server to locate
these files.

!"
To use the Advanced Search Web Part to locate all files created by Luis
Bonifaz
1. Open Internet Explorer.
2. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
3. Click Advanced Search.
4. In the Search by properties section, set the query to Author = Luis
Bonifaz and then click Go.
A list of all documents that were modified by Luis will be displayed. Judy
can now evaluate this information to determine what Luis has been doing.
5. Close Internet Explorer.
Module 7: Searching for Content 33

Exercise 5
Configuring Best Bets
In this exercise, you will configure the Best Bet categories and Best Bet
keywords of a document. You will then browse categories and enter queries
into the dashboard site to test your changes.

Scenario
As the coordinator, Judy Lew, you will define the Best Bet categories and Best
Bet keywords for a new document named Cooler Overview.htm.

!"
To set the Best Bet category and Best Bet keyword on a document
1. Double-click My Network Places.
2. Double-click AdvWorksWorkspace on your_server_name.
3. Double-click Documents.
4. Double-click Product Development.
5. Double-click Outdoor Equipment.
6. Double-click Versioned Documents.
7. Click Cooler Overview.htm, and then right-click it.
8. Click Check Out.
The document will appear as checked-out.
9. Right-click Cooler Overview.htm, and then click Properties.
10. On the Properties page, click the Search and Categories tab.
11. In the Make this document a Best Bet for these categories box, click
:Outdoor Products:Camping Equipment:Coolers.
12. In the Make this document a Best Bet for these keywords box, click the
down arrow.
13. In the box, type cooler and then select the cooler check box. In the box,
type ice chest and then select the ice chest check box.
14. Click the down arrow, and then click OK.
15. In the Web folder view of the workspace, right-click Cooler
Overview.htm.
16. Click Check In.
17. If the Check In Warning box appears, click Yes.
18. On the Cooler Overview.htm Properties page, select the Publish this
document after check-in check box, and then click OK.

!"
To test the Best Bet keyword on a document
1. Open Internet Explorer.
2. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
3. In the Search Web part, in the for box, type cooler and then click Go.
Cooler Overview.htm should appear as a Best Bet for this search.
34 Module 7: Searching for Content

!"
To test the Best Bets category on a document
1. Click the Categories link.
2. On the Categories dashboard, click Camping Equipment.
3. Click Coolers.
Cooler Overview.htm should appear as a Best Bet for this category.
4. Log off Judy Lew.
Module 7: Searching for Content 35

Exercise 6
Using the SharePoint Portal Server Thesaurus
In this exercise, you will use the SharePoint Portal Server thesaurus to include
an expansion for the words “Blue” and “Aqua” so that a search on either of the
words will result in the discovery of the other.

Scenario
Suzan Fine is planning on using the SharePoint Portal Server thesaurus. Before
she spends a great deal of time deciding how to use the thesaurus, Suzan wants
to test it.

!"
To modify the thesaurus
1. Log on as Suzan Fine with a log on name of SuzanF and password
password.
2. Open Windows Explorer.
3. Go to C:\\Program Files\SharePoint Portal Server\Data\FTData\
SharePointPortalServer\Config
4. Right-click tsenu.xml, and then click Open With.
5. In the Open With dialog box, click Notepad, and then click OK.
6. Delete the two lines that contain XML comments: the second line from the
top and the second line from the bottom.
<XML ID="Microsoft Search Thesaurus">
<- - Commented out DELETE THIS LINE

- - > DELETE THIS LINE TOO


</XML>
36 Module 7: Searching for Content

7. Add an expansion element for the word “Blue” so the word “Aqua” will be
used as a synonym. Your XML document should appear as follows:
<XML ID="Microsoft Search Thesaurus">
<thesaurus xmlns="x-schema:tsSchema.xml">
<expansion>
<sub weight="0.8">Internet Explorer</sub>
<sub weight="0.2">IE</sub>
<sub weight="0.9">IE5</sub>
</expansion>
<replacement>
<pat>NT5</pat>
<pat>W2K</pat>
<sub weight="1.0">Windows 2000</sub>
</replacement>
<expansion>
<sub weight="0.5">run**</sub>
<sub weight="0.5">jog**</sub>
</expansion>
<expansion>
<sub>blue</sub>
<sub>aqua</sub>
</expansion>
</thesaurus>

</XML>

8. On the File menu, click Save.

!"
To stop and start the MSSearch service to load the new thesaurus
1. Click Start, point to Programs, point to Administrative Tools, and then
click Services.
2. Right-click Microsoft Search, and then click Restart.
3. Close the Services application.

!"
To test the thesaurus
1. Open Internet Explorer.
2. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
3. In the Search Web Part, in the for box, type aqua and then click Go.
A document named Blue.doc appears as a result.
Module 7: Searching for Content 37

Review
Topic Objective
To reinforce module
objectives by reviewing key
points. ! Performing Searches by Using the Dashboard Site
Lead-in ! Optimizing Search Performance and Administering
The review questions cover
some of the key concepts
Search Features
taught in the module.

1. Explain the benefits of using categories in a SharePoint Portal Server


solution.
Categories enable coordinators to develop a hierarchy that is different
from the file system that users browse to find content. Categories offer
a more intuitive approach to finding content because they use a familiar
file type hierarchy.

2. If you searched for the word “swim,” would the search results include
documents containing the words “swims,” “swimmer,” “swimming,” and
“swam”?
No. SharePoint Portal Server returns only the inflected versions of
verbs; therefore, “swimmer” would not be returned.

3. Explain the function of the following entry, which you found in the
thesaurus file for a workspace:
<replacement>
<pat>icebox</pat>
<sub>cooler</sub>
</replacement>

This thesaurus entry replaces all search terms containing the word
“icebox” with the word “cooler.”
THIS PAGE INTENTIONALLY LEFT BLANK
Module 8: Using the
SharePoint Portal
Server Dashboard Site
Contents

Overview 1
Introducing Digital Dashboard Technology 2
Default Dashboards 6
SharePoint Portal Server Discussions 14
SharePoint Portal Server Subscriptions 19
Customizing the Dashboard Site 33
Lab A: Using the SharePoint Portal Server
Discussion and Subscription Features 43
Lab B: Customizing the SharePoint Portal
Server Dashboard Site 52
Review 56
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with all applicable copyright laws is the responsibility of the user. No part of this document may
be reproduced or transmitted in any form or by any means, electronic or mechanical, for any
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written license agreement from Microsoft, the furnishing of this document does not give you any
license to these patents, trademarks, copyrights, or other intellectual property.

 2001 Microsoft Corporation. All rights reserved.

Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint,
SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32
are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other
countries.

Other product and company names mentioned herein may be the trademarks of their respective
owners.
Module 8: Using the SharePoint Portal Server Dashboard Site iii

Instructor Notes
Presentation: This module introduces the student to digital dashboards and the SharePoint
105 Minutes Portal Server dashboard site and teaches students how to administer
discussions, administer subscriptions, and customize dashboard sites.
Labs:
75 Minutes After completing this module, students will be able to:
!" Define dashboard site, digital dashboard, and Web Part.
!" Name the default dashboard site dashboards that are included with
Microsoft® SharePoint™ Portal Server 2001, and describe the functionality
that is provided by each dashboard.
!" Administer discussions.
!" Administer subscriptions.
!" Customize a dashboard site.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need Microsoft PowerPoint® file 2095a_08.ppt.

Preparation Tasks
To prepare for this module, you should:
!" Read all of the materials for this module.
!" Complete the lab.
iv Module 8: Using the SharePoint Portal Server Dashboard Site

Demonstration
This section provides demonstration procedures that will not fit in the margin
notes or are not appropriate for the student notes.

Creating a Web Part


1. Log on to the instructor machine as Judy Lew with the username JudyLe
and a password of password.
2. Open Microsoft Outlook®.
3. On the View menu, click Folder List.
4. Expand Public Folders.
5. Right-click All Public Folders, and then click New Folder.
6. In the Name box, type Company Calendar
7. In the Folder contains box, select Contact Items, and then click OK.
8. Open Internet Explorer and navigate to the Adventure Works workspace
Home dashboard.
9. In Adventure Works Home dashboard title bar, click Content.
10. On the Content in “Home” customization page, under Import or Create,
click Create a New Web Part.
11. On the Settings for “New Part” page, in the Name box, type Company
Calendar
12. In the Should this Web Part have a fixed height section, click Yes, and
then type 310
13. In the Should this Web Part have a fixed width section, click Yes, and
then type 410
14. Select Get content from the following link, and type
http://london/public/company calendar/?cmd=contents&view=monthly
15. At the end of the Advanced Settings section, click Save.
16. On the Content in “Home” page, click Save.
17. Explain the results.
Module 8: Using the SharePoint Portal Server Dashboard Site v

Module Strategy
Use the following strategy to present this module:
!" Introducing Digital Dashboard Technology
Define digital dashboard, dashboard site, and Web Part. Next, describe the
benefits of dashboard technology, and discuss the functions of the
SharePoint Portal Server dashboard site.
!" Default Dashboards
Describe the seven SharePoint Portal Server default dashboards: Home,
Categories, Document Library, Management, Search, Subscriptions, and
Document Inspection.
!" SharePoint Portal Server Discussions
Explain that SharePoint Portal Server Discussion features allow users to
collaborate on documents internal and external to the workspace by sharing
ideas with one another. Discuss the two ways of accessing the discussion
topics: using the SharePoint Portal Server dashboard site, and by using the
Collaboration toolbar available in Microsoft Office 2000 or later products.
Describe the various options for administering and managing discussions.
!" SharePoint Portal Server Subscriptions
Provide an overview of subscriptions. Discuss how they are implemented
and used; and how a coordinator manages, administers, and monitors them.
!" Customizing the Dashboard Site
Describe how to create a personal dashboard. Show how to create and
import Web Parts. Discuss how to modify the properties on individual Web
Parts, such as appearance, caching behavior, and how to change the layout
and style of dashboards.
Module 8: Using the SharePoint Portal Server Dashboard Site 1

Overview
Topic Objective
To provide an overview of
the module topics and
objectives. ! Introducing Digital Dashboard Technology
Lead-in ! Default Dashboards
In this module, you will learn
about Microsoft Digital ! SharePoint Portal Server Discussions
Dashboard technology, how
to use discussions and ! SharePoint Portal Server Subscriptions
subscriptions, and how to
customize the dashboard ! Customizing the Dashboard Site
site.

After completing this module, you will be able to:


!" Define dashboard site, digital dashboard, and Web Part.
!" Name the default dashboard site dashboards that are included with
Microsoft® SharePoint™ Portal Server 2001, and describe the functionality
that is provided by each dashboard.
!" Administer discussions.
!" Administer subscriptions.
!" Customize a dashboard site.
2 Module 8: Using the SharePoint Portal Server Dashboard Site

# Introducing Digital Dashboard Technology


Topic Objective
To outline this topic.
Lead-in
Microsoft SharePoint Portal
! Digital Dashboard Terminology
Server uses digital ! Benefits of Digital Dashboard Technology
dashboard technology.
! Using the SharePoint Portal Server Dashboard Site

SharePoint Portal Server uses Microsoft Digital Dashboard technology to


provide a centralized, Web-based interface for authoring, searching, and
managing information that is stored in the Web Storage System.
To understand how SharePoint Portal Server uses digital dashboard technology,
it is useful to know the terminology, components, and benefits of this
technology.
Module 8: Using the SharePoint Portal Server Dashboard Site 3

Digital Dashboard Terminology


Topic Objective Dashboard
Dashboard Site
Site SharePoint Portal Server
To define dashboard site,
digital dashboard, and Web
Part in the context of
Microsoft Digital Dashboard
technology.
Dashboard
Dashboard Factory
Factory
Lead-in
Before we discuss digital
dashboard sites, it may be
helpful to define dashboard
Digital
Digital Dashboard
Dashboard
site, dashboard, Web Part,
and dashboard factory. Client Browser

Web
Web Part
Part

What is the difference between a digital dashboard, a dashboard site, and a Web
Part? In Microsoft Digital Dashboard technology the following definitions
apply:
!" Dashboard site. A Web site, an entire collection of pages including the
window and subsequent dashboards, used by an organization to distribute
information to users on a network.
!" Digital Dashboard. A Web page that assembles a collection of Web Parts
into a modular view for presentation to a user in a Web browser.
!" Web Part. A Web Part wraps Web-based content such as Extensible Markup
Language (XML), Hypertext Markup Language (HTML), and scripting into
a reusable component that displays information in a dashboard. For
example, a dashboard site home page may have a category browser Web
Part, a company news Web Part, and an external news Web Part.
!" Dashboard Factory. A Dashboard Factory is the code engine that resides on
the server and renders the view of a dashboard to a client browser based on
properties that control output such as layout, style and content.
4 Module 8: Using the SharePoint Portal Server Dashboard Site

Benefits of Digital Dashboard Technology


Topic Objective
To present the benefits of
digital dashboard
Reusable
Reusable Web
Web Parts
Parts
technology.
Lead-in
The benefits of digital
dashboard technology
include reusable Web Parts
for developing custom
dashboard sites, and
scalability.

Customize
Customize the
the
Dashboard
Dashboard site
site

Digital dashboard technology supports multiple underlying file systems,


Microsoft SQL Server™ and Web Storage System platforms such as SharePoint
Portal Server and Exchange 2000. Because the SharePoint Portal Server
dashboard site uses digital dashboard technology, it exploits the following
functionality:

Reusable Web Parts


You can develop and reuse customized Web Parts for SharePoint Portal Server.
Because SharePoint Portal Server components are packaged as Web Parts, you
can reuse components from other SharePoint Portal Server custom dashboards
developed by Microsoft or third party developers.

Extensibility
The dashboard site is extensible. For example, you can customize the dashboard
site by adding Web Parts such as a stock ticker or a pivot table from Microsoft
Excel to enhance the user experience and increase productivity.
Module 8: Using the SharePoint Portal Server Dashboard Site 5

Using the SharePoint Portal Server Dashboard Site


Topic Objective
To present the function of a
SharePoint Portal Server Subscriptions
dashboard site.
Lead-in
A dashboard site provides
SharePoint Portal Server
users with resource
management capability and
access to information on
shared a network. Search

Search
Documents Status: Checked in
Approval:
Author

A dashboard site is automatically created for the workspace during the


SharePoint Portal Server setup process. Dashboard sites are organized around
workspaces, and there may be multiple dashboard sites in a single organization.

Function of the SharePoint Portal Server Dashboard Site


The SharePoint Portal Server dashboard site enables users to:
Use the example dashboard !" Search for content.
site home page shown on
!" Access document management tools.
the slide to explain how
functions such as searching, !" Participate in Web discussions.
subscriptions, and
document management !" Use subscriptions.
tools, are represented in the !" Administer workspace settings.
dashboard site home page.
!" Modify dashboard layouts, styles, and content.

Requirements for Accessing the Dashboard Site


For users to access the dashboard site of a workspace, the client components of
SharePoint Portal Server require:
!" Microsoft Windows® 95 or later, or Windows NT® 4.0.
!" Microsoft Internet Explorer 4.01 or later, or Netscape Navigator version
4.73 or later.
6 Module 8: Using the SharePoint Portal Server Dashboard Site

# Default Dashboards
Topic Objective
To outline this topic. ! The Home Dashboard
Lead-in
The SharePoint Portal ! The Categories Dashboard
Server dashboard site
includes seven default
! The Document Library Dashboard
dashboards. ! The Management Dashboard
! The Search Dashboard
! The Subscriptions Dashboard
! The Document Inspection Dashboard

The SharePoint Portal Server dashboard site includes seven default dashboards:
Home, Categories, Document Library, Management, Search, Subscriptions, and
Document Inspection. Each of these dashboards is composed of multiple Web
Parts.
Module 8: Using the SharePoint Portal Server Dashboard Site 7

The Home Dashboard


Topic Objective
To present the default Home
dashboard included in the
SharePoint Portal Server
dashboard site.
Lead-in
The Home Dashboard
contains Web Parts and
links to the other
dashboards.

The Home page of the dashboard site is the default dashboard of the Share
Point Portal Server dashboard site. The home page contains Web Parts and
links, exposed as tabs, to the other dashboards, with the exception of the
document inspection Web Part. The home page contains the following Web
Parts:
Web Part Description

Simple search interface Use this Web Part to enter a query, along with a link to
the advanced search interface, which resides hidden in
the Search Web Part.
Category This Web Part displays the top-level categories in the
workspace, rendered as hyperlinks. Clicking a hyperlink
will display the category in the Categories dashboard.
News, Announcements These are Web Parts that coordinators can use to display
and Quick Links company information, news, and links to important
documents or Web sites.
Subscription Summary This link displays the latest subscription results for the
logged-in user.
8 Module 8: Using the SharePoint Portal Server Dashboard Site

The Categories Dashboard


Topic Objective
To present the Categories
dashboard information.
Lead-in
The Categories dashboard
displays Web Parts with
Category information and
the Category Items Web
Part.

The Categories dashboard displays the Category Information Web Part and the
Category Items Web Part. If Category Best Bets have been specified, an
additional Category Best Bets Web Part will be displayed. The simple search
interface Web Part is always displayed at the top of the dashboard, along with a
special search scope called “This category” in the Categories dashboard.
Web Part Description

Category Information This Web Part displays the categories hierarchy. Category
description information, configured on the category folder
property page, is shown here. It also displays subcategories
and a Subscribe to this category link.
Category Items This Web Part is displayed when the user clicks a link for a
category that has matching documents. For each document
result, an icon representing the file type is displayed as
well the title, path and file name, author, and last modified
date. For local workspace documents, the document status,
approval status, and version are displayed. Each result also
contains links for discussing, subscribing, and showing
actions.
Module 8: Using the SharePoint Portal Server Dashboard Site 9

The Document Library Dashboard


Topic Objective
To present the Document
Library dashboard
information.
Lead-in
The Document Library
dashboard displays the
Folder Information and
Folder Item Web Parts.

The Document Library dashboard displays the Folder Information Web Part
and the Folder Item Web Part. The simple search interface Web Part is always
displayed at the top of the dashboard, along with a special search scope called
This folder in the Document Library dashboard.
Web Part Description

Folder Information This Web Part displays the profiles associated with a folder. It
also gives users links to subscribe, rename, create new sub
folders, and add a document to a folder. The Up One Folder
link allows users to navigate to parent folders from within this
part.
Folder Item This Web Part is displayed when the user clicks a link for a
folder that contains documents or sub folders. For each
document in a folder, an icon representing the file type is
displayed. The document title, path and file name, author and
last modified date, document status, approval status, and
version are displayed. Each result also contains links for
discussing, subscribing, and showing actions.
10 Module 8: Using the SharePoint Portal Server Dashboard Site

The Management Dashboard


Topic Objective
To present the Management
dashboard information.
Lead-in
The Management
dashboard provides a link to
the Managing Discussions
Web Part.

The Management dashboard, displayed only to the workspace coordinator,


provides a link to the Managing Discussions Web Part. From the Managing
Discussions Web Part you can remove the discussions associated with
documents internal and external to the workspace. Discussions are listed in
alphabetical order for easier administration.
The Management dashboard allows workspace coordinators to manage
individual user subscriptions. You can type in the name of the user using the
DOMAIN\username naming convention. This will display the Subscription
dashboard for that particular user.
The dashboard can cache the content of a Web Part on the server for better
performance. For example, a company calendar embedded in a Web Part can be
cached on the server so SharePoint Portal Server does not need to calculate how
to render the view for every user that navigates to the Web Part. The
Management dashboard provides the Flush application level cache link to
refresh the memory cache.
Module 8: Using the SharePoint Portal Server Dashboard Site 11

The Search Dashboard


Topic Objective
To present the Search
dashboard information.
Lead-in
The Search dashboard
displays the user’s search
results.

When a user executes a search, the results are displayed on the Search
dashboard. The Search dashboard always displays the simple search interface
Web Part at the top of the dashboard. In addition, the search results are
displayed in a group of four Web Parts:
Web Part Description

Search Summary Restates the user’s search query terms and the scope, for
example:
Searched: Training database for SharePoint Portal Server
training. The details of advanced queries such as profile
searches are not restated. It also provides a link to subscribe
to the search.
Matching Categories If a query matched categories, they will be displayed as
hyperlinks to the Category Web Part.
Best Bets Displays Best Bet matches for a query, the search results
that are designated as most relevant to the user.
Matching Documents Displays the results of a query, in groups of 20 per page,
with paging controls for multiple pages. For each document
result, an icon representing the file type is displayed as well
as the title, path and file name, author and last modified
date. For local workspace documents, the document status,
approval status and version are displayed. Each result also
contains links for discussing, subscribing, and showing
actions.
12 Module 8: Using the SharePoint Portal Server Dashboard Site

The Subscriptions Dashboard


Topic Objective
To present the concept of
Subscriptions dashboard.
Lead-in
The Subscriptions
dashboard is the user’s
interface to display and
manage subscriptions.

Use the Subscriptions dashboard to display and manage subscriptions for


logged-on users. The Subscriptions page can also be accessed from the
Subscription Summary Web Part on the home page of the dashboard site. All
results of a user’s subscriptions are displayed in the Subscriptions dashboard,
along with the option to clear notifications, rerun subscriptions, and delete
subscriptions.
Module 8: Using the SharePoint Portal Server Dashboard Site 13

The Document Inspection Dashboard


Topic Objective
To present the Document
Inspection Web part
information.
Lead-in
The Document Inspection
Web Part displays metadata
for the document, and is a
hidden dashboard accessed
from the Document Library
dashboard.

The Document Inspection Web Part displays additional metadata for the
document, and the Item Actions Web Part displays any available actions on the
document such as publish and approve. The document inspection dashboard is
not shown as a tab on the home page of the dashboard site. It is a hidden
dashboard with two Web Parts that is displayed when a user clicks Show
Actions next to a document on the Document Library dashboard or in the
Search Results section.
14 Module 8: Using the SharePoint Portal Server Dashboard Site

# SharePoint Portal Server Discussions


Topic Objective
To outline this topic.
Lead-in
SharePoint Portal Server
! Using Discussions
Discussion features allow ! Administering Discussions
users to collaborate on
documents internal and
external to the workspace.

SharePoint Portal Server Discussion features allow users to collaborate on


documents internal and external to the workspace by sharing ideas with one
another. Discussions are stored separately from documents as HTML files and
can be managed independently from the documents. You can access the
discussion topics through the SharePoint Portal Server dashboard site or view
them using the Collaboration toolbar in Microsoft Office applications. You
can also index the discussion topics.
Module 8: Using the SharePoint Portal Server Dashboard Site 15

Using Discussions
Topic Objective
To provide an overview of
discussions.
Lead-in
Discussions allow authors
and readers to share ideas
and comments about a
document.

Discussions allow authors and readers to share ideas without actually modifying
the document itself. Users who do not have authoring privileges can still
contribute to the discussions of a document. For example, discussions can
facilitate the document approval process by enabling discussions of content,
which allows approvers who do not have author rights to a document to add
comments inside the document, where the document author can easily view
them.
Discussions can be inserted in the body of a document. For example, you can
insert a discussion topic regarding a specific section following a paragraph and
an icon will appear at that point that provides access to the discussion topic
when anyone views the document.
Discussion topics are stored separately from documents and you cannot migrate
discussions from one workspace to another. For example, if you move a
document that has discussions from one workspace to another, the discussions
will no longer exist.

Using the SharePoint Portal Sever Dashboard Site


Documents that appear in dashboards from actions, such as issuing search
queries or browsing categories contain a “Discuss” link. The link provides users
with an interface within the SharePoint Portal Server dashboard site to access
discussion topics. This method is enabled by Active Server Pages that run on
the SharePoint Portal server and render the HTML view of discussion topics to
client browsers. Any client with a compatible browser can access discussion
topics using this method.

Note You cannot create inline discussions from the SharePoint Portal Server
Dashboard site. However, you can view inline discussions and create
discussions about a document.
16 Module 8: Using the SharePoint Portal Server Dashboard Site

Using the Collaboration Toolbar


The Microsoft Office Collaboration toolbar allows users to participate in
discussions from within applications, such as Microsoft Word and Excel. The
Collaboration toolbar allows users to implement inline discussions.

Discussion Options
When using the SharePoint Portal Server dashboard site or the Collaboration
toolbar from within an Office application, you can:
!" Add, edit or delete a discussion.
!" Select which discussion fields to display: Display Name, User Name,
Subject, Text, and Time.

Discussions and Versioned Documents


In standard folders, there are no drafts or versions, so the Uniform Resource
Locator (URL) of a document is consistent throughout its life. However, in
enhanced folders, the URL of a document refers to the last approved version
(LAV) of the document. Every time the document is checked out, a new
unapproved version with a new URL is created.
SharePoint Portal Server maintains a single discussions storage area for all
versions of a document. This means that discussions created while looking at
the LAV of a document will be visible while looking at the checked out copy
and vice versa.
Inline discussions validate their location within a document using internal
document markup symbols. If the document has been modified to such an
extent that the discussion server does not know where to place an inline
discussion, it changes the inline discussion thread to an “About the Document”
discussion thread. In this way, inline discussions deal with changes to the
document over time.

Language Support
The Collaboration toolbar matches the language selected for the Office
applications on the client (no SharePoint Portal Server code is involved). The
protocol communicates discussion data between the client, whether it is through
a browser or an Office application. The server is language-independent and
handles encoding of international characters. The Collaboration toolbar within
Office applications and the discussion interface exposed by the SharePoint
Portal Server supports mixed-language interfaces for all languages that
SharePoint Portal Server supports.
Module 8: Using the SharePoint Portal Server Dashboard Site 17

Administering Discussions
Topic Objective
To present how to
administer and manage
discussions.
Lead-in
The Office Collaboration
feature provides numerous
options for the
administration of the site.

SharePoint Portal Server provides options for administering discussions. You


can set the following workspace discussion options by using the SharePoint
Portal Server Administration:
!" Restrict discussions to content within workspaces.
This check box is available on the Other tab of the server properties page of
the SharePoint Portal Server MMC. Use this check box to prevent users
from using the SharePoint Portal Server to discuss documents that are not in
one of the workspaces on the server. This property is set at the server level
and affects all the workspaces on it. By default, users may discuss content
outside the workspaces.
!" Enable discussions.
This check box is available on the Subscriptions/Discussions tab of the
workspace properties page of the SharePoint Portal Server MMC and the
Workspace Settings page of the Web folder view of a workspace. Use this
check box to enable the discussions feature for a workspace. This check box
is enabled by default. The discussions management part of the dashboard
site is not disabled when discussions are disabled. This allows you to disable
discussions immediately and clean up discussions afterward.
!" Enable searching and indexing of discussions.
This check box is available on the Subscriptions/Discussions tab of the
workspace properties page of the SharePoint Portal Server MMC and the
Workspace Settings page of the Web folder view of a workspace. Use this
check box to enable searching over discussions items for a workspace. This
check box is disabled by default, because supporting discussion items are
not secured. When searching is enabled, the folder containing discussions
for the workspace is marked as indexable in the schema and re-crawled.
When searching is disabled, the folder is also re-crawled.
18 Module 8: Using the SharePoint Portal Server Dashboard Site

If discussions are disabled on the workspace hosting the document being


discussed, or discussions have been restricted to internal content and the
document being discussed is not in any of the server workspaces, the
Collaboration toolbar prompts the user with “Web Discussions are not
available on this server.”

Warning If discussions are not restricted to content within the workspaces (the
default), and a user browses to an external site after discussing a workspace
document, leaving the toolbar open, the sites they access will be logged in the
SharePoint Portal Server server's Internet Information Services (IIS) logs. If this
presents a security problem, you should enable the setting to restrict discussions
to content within workspaces.

Discussion items are not secured; they will be visible to a user even if the user
does not have access to the document to which they pertain. Because this can
potentially compromise the security of the content within the document,
searching over discussions is disabled by default. An example of when security
can be compromised is when discussion items contain clear references to
private content in the document. By default, discussions are enabled for the
workspace but are not available as results for user search queries. Discussions
are only indexed if the coordinator enables it at the workspace level.
The SharePoint Portal Server Gatherer component does not index discussions
when crawling other SharePoint Portal Server computers or other SharePoint
Portal Server workspaces on the same server. Even though documents from
those servers or workspaces will be returned in search results, and may contain
relevant discussions, these discussion items will not be included in the search.

Managing Discussion Topics


Use the Discussions Management Web Part in the Management dashboard to
manage discussion topics. The discussions management Web Part contains two
list boxes, which list the URLs of the internal and external documents
containing discussions. Multiple documents can be selected. To delete
discussions for all the selected documents, use the “Delete all discussions about
these documents” check box.
The documents in each list box are listed alphabetically, so that those with the
same path are adjacent. This simplifies deleting all discussions on documents
within a given folder.
Module 8: Using the SharePoint Portal Server Dashboard Site 19

# SharePoint Portal Server Subscriptions


Topic Objective
To outline this topic.
! Types of Subscriptions
Lead-in
Subscriptions are a key ! Using Subscriptions with the Dashboard Site
feature that allow users to
stay updated as changes ! Using Subscriptions with the Office Collaboration
are made to content that is Toolbar
important to them.
! Notifications
! PQS and Subscriptions
! Administering Subscriptions
! External Content Subscriptions

Subscriptions, which are a key feature, allow users to stay updated as changes
are made to content that is important to them.
This section covers subscriptions in detail: the underlying architecture, how
they are implemented and used, and how a coordinator manages, administers
and monitors them.
20 Module 8: Using the SharePoint Portal Server Dashboard Site

Types of Subscriptions
Topic Objective
To present the types of
subscriptions.
Lead-in ! Subscribe to Documents
There are four types of ! Subscribe to Folders
subscriptions available to
users in SharePoint Portal ! Subscribe to Categories
Server.
! Subscribe to Searches

Users can create and manage subscriptions by using the SharePoint Portal
Server dashboard site or by using the Office Collaboration toolbar.
Subscription notification can be viewed in the dashboard site, and may also be
delivered by e-mail.
There are four types of subscriptions available to users in SharePoint Portal
Server:
!" Subscribe to documents. The Subscribe link available on individual
documents.
!" Subscribe to folders. The Subscribe link available on individual folders.
!" Subscribe to categories. The Subscribe to this Category link shown at the
top of a category view.
!" Subscribe to searches. The Subscribe to this Search link shown at the top
of the search results view.

Note After subscriptions have been created, they are not updated if the
document, folder, or category to which they pertain is deleted or moved. In
these cases the user will stop receiving notifications.
Module 8: Using the SharePoint Portal Server Dashboard Site 21

Using Subscriptions with the Dashboard Site


Topic Objective
To present information
about using subscriptions
with the dashboard site.
Lead-in
SharePoint Portal Server
assigns a unique name to
created subscriptions.

When users create subscriptions through the dashboard site, SharePoint Portal
Server will assign a name to the subscription. SharePoint Portal Server uses the
following naming conventions:
Type of subscription Default friendly name suggested

Document Document title


Folder Folder path (colon delimited) relative to workspace root
Category Category path (colon delimited) relative to the category
root
Search Search search scope for keyword list

When creating subscriptions, users are notified with the Subscriptions Web Part
on the SharePoint Portal Server Dashboard home page however users can also
choose to be notified by e-mail. If users choose this option, they must enter an
e-mail address. Users also must specify how often to be notified when a
subscription runs. The options are: When a change occurs, Once a day, and
Once a week. The default choice is Once a day.
22 Module 8: Using the SharePoint Portal Server Dashboard Site

Using Subscriptions with the Office Collaboration Toolbar


Topic Objective
To show how to use
subscriptions with the Office
Collaboration toolbar.
Lead-in
Users can use the Office
Collaboration Toolbar to
create subscriptions.

The Collaboration toolbar also allows users to create subscriptions. The


Subscribe feature on the Collaboration toolbar has no contextual intelligence
about the dashboard site– for example, if a user clicks the Subscribe on the
toolbar from a search result in the dashboard site, the subscription will be the
actual document and not the search results being displayed. SharePoint Portal
Server offers various options in the subscription creation dialog box on the
Office Collaboration toolbar. These options are described in the following
paragraphs.

Subscribe to File and Subscribe to Folder Option


Users can subscribe to the document they are viewing or to the folder the
document is in.

Notify Me When Option


SharePoint Portal Server supports the following notification conditions:
Condition Response

Anything changes Covers any of the supported changes below


A new document is created Treated as equivalent to “a document is modified”
A document is modified Works normally for files and folders
A document is deleted Supported for files only (returns error for folders)
A document is moved Not supported for files or folders (returns error)
A discussion item is inserted Works normally for files and folders
Module 8: Using the SharePoint Portal Server Dashboard Site 23

Modified by Option
When users select to be notified of an event that occurs at a folder level, they
have an additional option to determine other criteria to be used when
configuring subscriptions. Users can select Doesn’t matter and results are
generated whenever the selected events occur, regardless of who precipitated
them. Users can also select the Contains options to indicate notifications are to
be sent only if the document contains some keyword or property.

Address Option
The e-mail address the notification should be sent to when a subscription meets
the specified criteria.

Time Option
SharePoint Portal Server supports all three options: When a change occurs,
Once a day, and Once a week.
24 Module 8: Using the SharePoint Portal Server Dashboard Site

Notifications
Topic Objective
To present the information
on Notifications.
Lead-in
The SharePoint Portal
Server Subscription feature
supports two methods of
delivering subscription
results.

The SharePoint Portal Server Subscription feature supports two methods of


delivering subscription results: in the Subscription Summary Web Part on the
home page and by e-mail.

E-mail Notification Differences


E-mail notification differs from dashboard site notification in the following
ways:
!" E-mail notifications are batched and sent according to the schedule
requested by the user — immediately, daily, or weekly. Dashboard site
notifications always appear immediately.
!" E-mail notifications are sent once and do not persist. The notification is
deleted when the mail is sent. Dashboard site notifications persist until they
are cleared by the user, or until or until it reaches the expiration date, time,
or whatever the setting calls for, based on an administrative setting.

In the dashboard site, users can control whether or not a subscription will
generate e-mail notifications at creation time. Using the Collaboration toolbar,
they have no choice; they will always be notified by e-mail.

Localization
Subscription notifications, both e-mail and home page, created from both the
Collaboration toolbar and from the Web site, will be generated in the language
of the workspace; there is no support for separate client languages.
Module 8: Using the SharePoint Portal Server Dashboard Site 25

PQS and Subscriptions


Topic Objective
To present information
about using the Persistent
Query Service. ! PQS Persistently Caches and Evaluates Queries
Lead-in ! All Four Subscription Types are Implemented Using
Persistent Query Service is
a component that
PQS Rules (File, Folder, Category, and Search Results)
persistently caches a set of ! Subscriptions Take Two Forms:
queries, and evaluates each
query against documents in $ Subscribed to
an incoming stream of
documents. $ Subscription results

Persistent Query Service (PQS) is a component that persistently caches a set of


queries, and evaluates each query against documents in an incoming stream of
documents. The results for every document are either pushed to a client by
e-mail notification for immediate notification or stored for the client to pull
them from the Subscription Summary Web Part. PQS is a kind of “reverse
query processor.” Rather than evaluating a query against a large set of rows to
determine which rows match, PQS evaluates a large set of queries against a
single row to determine which queries match.
All four kinds of subscriptions (file, folder, category, and search results) in
SharePoint Portal Server are implemented using PQS rules or queries. As
documents are indexed, PQS evaluates each document against the set of rules in
the workspace to determine if it matches any existing subscriptions. File and
folder subscriptions are implemented with rules that match the URL, and search
and category subscriptions are implemented with the queries entered by the
user. Categories are searches over all documents in the workspace where the
category property is set to a given value. File and folder subscriptions can also
pick up matches on discussion items about the document(s). Category and
Search subscriptions cannot support matching on discussion items.
There are separate subscriptions for each workspace. This allows them to be
managed as part of the data that comprises a workspace, which is important
when performing a backup and restore. The management UI for subscriptions is
also workspace-specific.
26 Module 8: Using the SharePoint Portal Server Dashboard Site

Subscription data takes two forms — information about which users have
subscribed to, referred to as Subscriptions, and user-visible results generated
from those subscriptions, referred to as Subscription Results.
Subscriptions are stored in a folder named Subscriptions in the SharePoint
Portal Server workspace. One row is created in this folder for each subscription,
and the row contains only properties. The results are stored in the Search
Property store. This allows SharePoint Portal Server to simply add a new table
(or tables) to this database, since Search already stores document metadata in
this database.
Module 8: Using the SharePoint Portal Server Dashboard Site 27

Administering Subscriptions
Topic Objective
To show how to administer
subscriptions.
Lead-in
The Subscriptions
dashboard allows users and
coordinators to manage
subscriptions.

Subscriptions Management Web Part


The Subscriptions dashboard allows users and coordinators to manage
subscriptions. Subscriptions can only be managed from this dashboard; they
cannot be managed from Web folders or the Collaboration toolbar.
The Subscriptions dashboard Management Web Part contains three sections:
Web Part header, Subscription header, and Notifications.

Web Part Header


This specifies the name of the user whose subscriptions are being displayed,
and a Delete all subscriptions link.
Subscriptions, if present, are listed in order from new to old.

Subscription Header
There is one subscription header per subscription for the user. All subscriptions
are displayed, including those with no active notifications. Each header
specifies the type — Document, Folder, Category, or Search — and name of the
subscription, along with the Clear all notifications and Delete subscription
links.
Search subscriptions also list a Rerun search link, which executes the search
associated with the subscription. This link is not displayed for file, folder, or
category subscriptions.

Important To modify an existing subscription, the user must delete the


subscription and create a new one. No support is provided for updating an
existing subscription in the dashboard site.
28 Module 8: Using the SharePoint Portal Server Dashboard Site

Notifications
Within each subscription, notifications are listed in order from new to old. Each
notification presents the standard view of each document, along with the
following links:
!" Clear to clear the notification
!" Subscribe to subscribe to the document listed in the notification
!" Discuss to discuss the document listed in the notification
!" Show Actions to open the Document Inspection dashboard

The Subscribe link is omitted for notifications in file subscriptions. The


Discuss link may also be omitted based on the document type or whether the
discussion feature is enabled or disabled.

Managing Another User’s Subscriptions


Workspace coordinators have access to and full control over all subscriptions
and notifications in the workspace. There is a general Management dashboard
in the dashboard site, visible only to workspace coordinators, which contains
the Subscriptions Management Web Part.
This Web Part allows the workspace coordinator to type the account name of a
SharePoint Portal Server and be taken to their view of the Subscriptions
dashboard.
One important difference between the Subscriptions dashboard and the view
obtained through the Subscription Management Web Part in the Management
dashboard is that only subscriptions, not notifications, are shown. This is
because while the workspace coordinator may be able to obtain access to any
document in the system, but does not necessarily have access by default, and
therefore may not be allowed to see some of the document contents exposed by
the subscription notifications for another user.

SMTP Server for E-mail Delivery (MMC)


When first installed, the SharePoint Portal Server default is to use the built-in
Simple Mail Transfer Protocol (SMTP) server in Windows 2000. It does not
detect whether it is actually configured; it only plugs in the server name. This
can be changed in the SharePoint Portal Server Administration in the Microsoft
Management Console (MMC) by using the SharePoint Portal Server properties
page on the General tab. The same SMTP server is used for all workspaces on
a SharePoint Portal Server. The server you specify is only validated as being an
active server on the network. It is not validated to be a functioning SMTP
server.
Module 8: Using the SharePoint Portal Server Dashboard Site 29

Scheduled Tasks For Delivery Of E-Mail Notifications


The three tasks for immediate, daily, and weekly notification are created during
workspace creation and set to default schedules:
!" Immediate. Every 5 minutes
!" Daily. 4:00 A.M.
!" Weekly. 10:00 P.M. on the first day of the week for the server locale,
determined using Microsoft Win32® application programming interface
(API)

These tasks are automatically removed when the workspace is deleted. They are
also secured with access control lists (ACL), which make them alterable only
by the workspace owner and local administrators on the SharePoint Portal
Server. You can change the schedules using the Windows 2000 Task Manager,
which you start with the Scheduled Tasks icon in Control Panel.

Subscription and Notification Quotas


SharePoint Portal Server’s subscription system supports quotas, set to the
following default values during workspace creation:
!" Subscriptions per user: 20
!" Subscriptions per workspace: 100,000
!" Notifications per subscription: 20

These defaults can be changed in the workspace Properties in MMC on the


Subscriptions/Discussions tab.
The Notifications per Subscription quota is also limited to 100, meaning that
the quota cannot be set higher than 100. These settings work the same way for
both normal and dedicated content indexer (DCI) workspaces.
The subscriptions quotas are enforced at subscription creation time. If either of
these quotas is reduced, and the new quota is less than the number of existing
subscriptions for a user or the workspace, the number of subscriptions is not
trimmed immediately. The affected users remain over quota until subscriptions
are manually deleted to bring them down under quota. The system behaves the
same when over quota as it does when at quota, so new subscriptions cannot be
created until the new quota is met.
30 Module 8: Using the SharePoint Portal Server Dashboard Site

Notifications are only removed automatically when new notifications arrive for
a subscription that is already at its notification quota. When this happens,
SharePoint Portal Server selects which notification to throw away according to
the following logic.
If Then

It is a file, folder or category subscription Throw away the oldest notification.


then
The subscription is set for e-mail Throw away the lowest-ranked
notification then notification that has already been sent
This can’t be the new one, as it hasn’t
been sent.
–Or–
Throw away the lowest-ranked
notification that hasn’t been sent. This
could be the new one.
The subscription is not set for e-mail Throw away lowest-ranked notification,
notification then even if it’s the new one.
Module 8: Using the SharePoint Portal Server Dashboard Site 31

External Content Subscriptions


Topic Objective
To present the information Search File
about external content Subscriptions Subscriptions
subscriptions and PQS.
Lead-in
With PQS, the fact that
notifications about external
items occur in response to
index builds has several
consequences.

Folder
Category Subscriptions
Subscriptions

In general, Persistent Query Service (PQS) deals with internal and external
content the same way: both pass through the same gatherer pipeline, and both
can generate notifications when they match on subscription rules. However, the
fact that notifications about external items occur in response to index builds has
the following consequences:
!" The notification latency may be much higher than for internal items. This
will vary, depending on the build schedule and type. In the best case, a
notification-based crawl, the notification should be generated shortly after
the change occurs; in the worst case, for example a scheduled build that
happens once a week, there may be many days between the change to the
item and the notification.
!" Full builds will generate notifications subscribed content changed.
Notifications are generated whenever items matching the subscription rule
pass through the system whenever they are crawled, regardless of whether
they have been modified or not. Typical builds are incremental, meaning
that items don’t get crawled unless they have changed or are new; these
builds will generate notifications correctly. However a full build will cause
notifications to be generated for all items on the remote content source
matching any of the subscriptions in the system.

External content subscriptions for each type of subscription, search, category,


file, and folder, are described in the following paragraphs.

Search Subscriptions
When a user subscribes to a search, he or she will be notified when new
external items are crawled which match the subscription rule.

Category Subscriptions
Category subscriptions may also generate notifications on external items if the
external content source has been annotated using a shortcut in the workspace.
32 Module 8: Using the SharePoint Portal Server Dashboard Site

File Subscriptions
Users may create file subscriptions to individual external files using the
subscribe link available for all items in the dashboard site. Users cannot
subscribe to external items from the Collaboration toolbar. Notification will be
generated when the content is crawled.

Folder Subscriptions
Folder subscriptions cannot be created for external content.
Module 8: Using the SharePoint Portal Server Dashboard Site 33

# Customizing the Dashboard Site


Topic Objective
To outline this topic.
Lead-in
The SharePoint Portal
! Creating Personal Dashboards
Server dashboard site can ! Creating and Importing Web Parts
be customized in the same
manner as any other ! Customizing Web Parts
dashboard.
! Customizing the Dashboard Layout and Settings
! News, Announcements, and Quick Links
! Security

The SharePoint Portal Server dashboard site can be customized in the same
manner as any other dashboard. Coordinators can add new content to the
dashboard, change the layout of a dashboard, or change the styles of the
dashboards. A user-friendly interface to perform this customization is easily
accessible from the Content, Layout, and Settings links that are always
displayed on the title bar of the dashboard site pages. Only coordinators will see
these links.
The Digital Dashboard Resource Kit is publicly available and describes the
dashboard API and schema and how to create digital dashboards and Web
Parts.
34 Module 8: Using the SharePoint Portal Server Dashboard Site

Creating Personal Dashboards


Topic Objective
To describe how to create
personal dashboards.
Lead-in Personal Dashboards
Users can create personal ! Can be created from the home page of the SharePoint
dashboards within a
workspace to gather content
Portal Server dashboard site
that is customized for ! Can be accessed using a URL
specific users or groups.
! Are are stored in the Dashboards folder of the
dashboard site
! Security can be configured by editing the roles on the
folder in the Web folder view of the workspace

Users can create personal dashboards within a workspace to gather content that
is customized for specific users or groups. The home page of the SharePoint
Portal Server dashboard site contains the Personal Dashboards Web Part that
allows users to create personalized dashboards. Users can then use the tools
available to create or import Web Parts into their new personal dashboard.
When a user creates a personal dashboard, it does not appear as a link in the
home page of the SharePoint Portal Site. Users can navigate to the link by
clicking on the Document Library link and then clicking Dashboards. Users
can also navigate to the personal dashboard by entering the URL. All personal
dashboards are stored in the Dashboards folder of the dashboard site. So for
example, if you create a personal dashboard called MyWebParts in the
AdventureWorksWorkspace, the URL would be
http://your_computer_name/AdvWorksWorkspace/dashboards/MyWebparts
By default everyone will have access to this folder. A user can modify the
security of the personal dashboard by editing the roles on the folder in the Web
folder view of the workspace. This is covered in more detail in the Security
section later in this module.
Module 8: Using the SharePoint Portal Server Dashboard Site 35

Creating and Importing Web Parts


Topic Objective
To show how to create and
import Web Parts.
Lead-in
Web Parts can be added by
either creating or importing
them.

From the Content page, you can create new Web Parts and add content, such as
script or HTML. You can also import existing Web Parts from the Internet
using the Web Part Catalog or you can import local Web Parts with a .dwp
extension, the Web Part default extension. Some examples of custom Web Parts
may include a Web Part that displays documents pending your approval or a
custom query web that allows users to enter SQL style queries.

Web Part Catalog


The Web Part Catalog provides a list of Web Part providers that you can use to
import Web Parts over the Internet. You must have the dashboard proxy
settings configured correctly in order to import parts from external catalogs,
such as Microsoft’s external web site.

Note The proxy settings for the dashboard are independent from the proxy
settings on the server.

Using Proxycfg.exe
The dashboard site has its own proxy settings. Whether or not the dashboard
site is behind a proxy server, you must configure the proxy settings of the
dashboard using the proxycfg.exe utility to successfully access data located
beyond the intranet. You must also configure the proxy settings of the
dashboard site to bypass the proxy for local addresses. The dashboard can then
attempt to do NTLM authentication against resources on the local computer,
which is required for the dashboard site to work correctly.
To configure the proxy settings, you must use a command-line tool called
proxycfg.exe located in the %program files%\SharePoint Portal Server\bin
directory on the server.
36 Module 8: Using the SharePoint Portal Server Dashboard Site

To view the object’s current proxy settings from a command prompt, navigate
to the Share Point Portal Server \Bin directory and then type
proxycfg
To configure the proxy settings, type
proxycfg -d -p proxy_ servername:port_number
"address_of_SharePoint_Portal_Server_computer;<local>”
You can separate multiple bypass addresses with a semicolon. A bypass address
is an address for which you do not want to use the specified proxy server. In the
line above, address_of_SharePoint_Portal_serve_computer is the bypass
address. The bypass address is of the form *.domain, such as *.microsoft.com.

Important After making changes to the proxy configuration settings with the
Proxycfg tool, you must stop and restart the World Wide Web Publishing
(W3Svc) services for the changes to take affect.

For example, if your proxy server name is Adventure, the port number is 80,
and you want to bypass the proxy server for local addresses and SharePoint
Portal Server in the domain adventure-works.com, you would type
proxycfg –d –p Adventure:80 "*.adventure-works.com;<local>"
If there is no proxy server present, you must type the following:
proxycfg -d

Importing Web Parts


You can import and export Web Parts locally as .dwp files. To import .dwp
files, click the link “Import a Web Part File…” and provide the file location.
You can save Web Parts as .dwp files by clicking the Export button, visible
next to the Save button when viewing the General Settings page for a Web Part.

Creating Web Parts


You can create Web Parts and add code to them or link them to a URL that
provides the code. To create the code for a Web Part, you should edit code in
the source editor of your choice and then add it as embedded content to the
Content page. You can also use the Digital Dashboard Resource Kit to create
the Web Parts and import them into a dashboard from the Content page.
Module 8: Using the SharePoint Portal Server Dashboard Site 37

Demonstration: Creating a Web Part


Topic Objective
To demonstrate how to
create a Web part.
Lead-in
Creating a Web Part is a
simple and quick process.

In this demonstration, you will see how to create a Web part.


38 Module 8: Using the SharePoint Portal Server Dashboard Site

Customizing Web Parts


Topic Objective
To present the options for
customizing Web Parts.
Lead-in
Coordinators can use the
General Settings page and
the Advanced Settings page
to modify the properties for
individual Web Parts, such
as appearance and caching
behavior.

Coordinators can use the Content and the Settings links on the digital
dashboard title bar to modify the properties of Web Parts. The links provides
access to different Web Part customization pages: the Content page and the
Settings page.

Content Page
On the Content page, you can easily enable or disable Web Parts. You can also
import a Web Part File, create a new Web Part, or browse the Web Parts
Gallery.

Settings Page
The Settings page can control whether or not the Web Parts check for master
versions of a Web Part. If the Web Parts will check for a master version, then
when the master version is updated the other versions of the Web Part will
update as well.
Module 8: Using the SharePoint Portal Server Dashboard Site 39

Customizing the Dashboard Layout and Settings


Topic Objective
To present the options for
customizing the dashboard
layout.
Lead-in
Dashboards offer the ease
of drag and drop
rearranging.

One of the interesting features of the dashboard is the ease of rearranging Web
Parts on a dashboard page. By clicking the Layout link, you can easily drag
parts around to the desired location.
Clicking Settings in the dashboard site allows additional configuration of the
currently displayed dashboard. An administrator can configure the following
settings:
!" Display Name. The display name of the page in the title bar can be changed
as well as a description. Even if specified, the description is not displayed.
!" Auto-Refresh. The number of seconds between page refreshes.
!" Style Sheets. The colors of the backgrounds, title bar and fonts are set using
cascading style sheets. You can use several predefined style sheets included
with SharePoint Portal Server, or you can provide your own.

If you click Show Advanced Settings on the Settings page you can perform
advanced configuration tasks such as the following:
!" Apply custom style sheets
!" Turn off the tabs that display links to other dashboards on the home page
!" Specify a path to a custom graphic to display on the title bar
!" Provide a link to a custom help file
!" Set a default data directory for files used by all Web Parts
40 Module 8: Using the SharePoint Portal Server Dashboard Site

News, Announcements, and Quick Links


Topic Objective
To present the content on
news, announcements, and
quick links. Portal Content
Announcements
Announcements and and news
news parts
parts
Lead-in
Announcements display
display content
content or
or quick
quick news
news
The Portal Content file
summaries
summaries the
the coordinator
coordinator wants
wants
contains the
News all
all dashboard
dashboard site
site users
users to
to see
see
Announcements, News, and
Quick Links folders. Quick Links

Quick
Quick links
links are
are URL
URL shortcuts
shortcuts of
of
interest
interest to
to workspace
workspace users
users

The dashboard site content folders are exposed in folder enumerator Web Parts
on the dashboard site home dashboard. The folder enumerator Web Parts
enumerate and display the documents and shortcuts that reside in the
corresponding SharePoint Portal Server folders in the workspace. Since the
documents reside in SharePoint Portal Server folders, this design allows users
to assign properties such as Title and Description using profile forms, and
those properties are displayed on the dashboard site.
The Portal Content folder contains the Announcements, News, and Quick Links
folders. Users can place content in these folders and then set the profile
properties that determine how they will be displayed in their respective Web
Parts. In general, documents in these folders are displayed as hyperlinks, and
shortcuts (links) in the folders are displayed as hyperlinks to the shortcut target.
Each folder has an associated document profile that is used to collect the
metadata that will be displayed in the dashboard site. If the profile is not
configured, the hyperlinks will display the filename.
The content folders are standard folders by default, and can optionally be
configured as enhanced folders if the coordinator wants to have the content go
through an approval process before appearing in the dashboard site.

Announcements and News Parts


The announcements and news parts display content or quick news summaries
the coordinator wants all dashboard site users to see. The documents are
typically HTML or Word documents. Documents use the Announcements and
News Item profiles, respectively. These profiles contain Title, Author and
Description properties.
Module 8: Using the SharePoint Portal Server Dashboard Site 41

Quick Links Part


Quick links are simply URL shortcuts of interest to workspace users. There are
two useful features available when using the Quick Links folder.
The first is that you can use the associated Web Link document profile, which
allows you to set descriptive properties. A title can be provided, so that the user
will see something like Microsoft External Web Site in the Web Part rather than
the unfriendly URL. A description can also be configured, so the user sees
descriptive information when they point to the link.
The second use is to use quick links as a way to categorize and assign metadata
to external content. For instance, you may want to have the link to a
competitors website appear when browsing a “competitors” category, but you
do not wish to crawl the site itself.
The Web link profile contains the Title, Description, Link, and Categories
properties for the Web link.
42 Module 8: Using the SharePoint Portal Server Dashboard Site

Security
Topic Objective
To present the content on
security.
Lead-in
Security is set on
SharePoint Portal Server-
hosted parts and
dashboards through Web
folders.

Web Parts or dashboards to which the current user does not have read access
will not appear in the dashboard site. For example, if there is a custom
employee data Web Part on a dashboard, a user will not see it unless his or her
Windows NT account is set to have at least reader access on that Web Part in
the underlying Web store.
Security is set on SharePoint Portal Server-hosted parts and dashboards through
Web folders, which in turn expose the SharePoint Portal Server role-based
security model.
The Management dashboard is restricted by default. In a default workspace
configuration, only the original workspace coordinator will have access to the
Management dashboard by being set as a coordinator on that dashboard folder,
and therefore only that coordinator will see the Management folder.
Permissions can be set on the virtual root to control access to the dashboard
site, although workspace permissions are enforced once the user connects to the
Management folder.
Module 8: Using the SharePoint Portal Server Dashboard Site 43

Lab A: Using the SharePoint Portal Server Discussion


and Subscription Features
Topic Objective
To introduce the lab.
Lead-in
In this lab, you will create a
discussion topic, insert a
discussion topic in a
document, enable
discussions to be searched,
and delete a discussion
topic. You will also create,
test and manage
subscriptions.

Objectives
After completing this lab, you will be able to:
!" Create a discussion topic for a document through the SharePoint Portal
Server dashboard site.
!" Insert a discussion topic in a document by using the Online Collaboration
toolbar in Microsoft Word.
!" Enable discussions to be searched by using the Management dashboard in
the Web folder view of a workspace.
!" Use the Management Web Part of the SharePoint Portal Server dashboard
site to delete a discussion topic.
!" Create, test, and manage subscriptions using the SharePoint Portal Sever
dashboard site.

Prerequisites
Before working on this lab, you must have:
!" Experience using the Web folder view of a workspace.
!" Experience navigating through the Share Point Portal Server dashboard site.

Estimated time to complete this lab: 45 minutes


44 Module 8: Using the SharePoint Portal Server Dashboard Site

Exercise 1
Creating Subscriptions
In this exercise, you will create a search subscriptions and a folder subscription
for Judy Lew. You will then create a document and save it to a folder to trigger
the subscription notification.

Scenario
Judy Lew, the division chief of Outerwear, is interested in all new documents
that contain the word “thermafill.” Judy wants to subscribe to a search query
and be notified of any changes made to any documents that contain the word
“thermafill.” Judy is also interested in all changes that are made to the content
in the Outerwear Versioned Documents folder and wants to create a
subscription for that as well.

!"
To create a subscription for a search query
1. Log on as Judy Lew with a user name of JudyLe and a password of
password.
2. Open Internet Explorer.
3. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
4. In the Search Web Part, in the for box, type thermafill and then click Go.
5. In the Search Summary Web Part, click Subscribe to this search.
6. On the New Subscription page, in the Send to box, type
JudyLe@advworks.msft
7. In the How Often list, click When a change occurs, and then click OK.

!"
To create a subscription for a folder
1. Move to the home page of the SharePoint Portal Server dashboard site.
2. Click Document Library.
3. Under Documents, click Documents.
4. Click Product Development.
5. Click Outerwear.
6. Click Versioned Documents.
7. In the Versioned Documents Web Part, click Subscribe.
8. In the Send to box, type JudyLe@AdvWorks.msft
9. In the How Often list, click When a change occurs, and then click OK.
Module 8: Using the SharePoint Portal Server Dashboard Site 45

!"
To create a document that will enable both subscriptions
1. Open Microsoft Word.
2. Create a new document with the word “Thermafill” in it.
3. On the File menu, click Save.
4. In the Save As dialog box, click My Network Places.
5. Double-click AdvWorksWorkspace on your_server_name.
6. Double-click Documents.
7. Double-click Product Development.
8. Double-click Outerwear.
9. Double-click Versioned Documents, and then click Save to accept the
default name of the document.
10. On the File menu, click Check In.
11. On the Properties page, click Publish this document after check-in, and
then click OK.

Note This procedure enables the subscription documents containing


“Thermafill” and the subscription for all modifications made to the Versioned
Documents folder. You will test the results later in this lab.
46 Module 8: Using the SharePoint Portal Server Dashboard Site

Exercise 2
Creating and Using Discussions
In this exercise, you will create a discussion topic for a document in the
Adventure Works workspace by using the SharePoint Portal Server dashboard
site. You will then create an online discussion topic by using the Online
Collaboration Toolbar in Microsoft Word.

Scenario
As an employee of Adventure Works, you are excited about the next line of
outdoor products that is being developed. After browsing through some of the
documents, you decide to add some input to a new document for the author and
to stimulate a general discussion among the team members.

!"
To create a discussion topic for the Cooler Overview.htm file by using
the SharePoint Portal Server dashboard site
1. Open Internet Explorer.
2. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
3. Click Document Library.
4. Under Documents, click Documents.
5. Click Product Development.
6. Click Outdoor Equipment.
7. Click Versioned Documents.
8. In the Documents Web Part, under the Cooler Overview.htm file, click
Discuss.
9. Click Insert Discussion.
10. In the Discussion Subject box, type Bear Proofing
11. In the Discussion Text box, type Can we include a tamper-proof latch to
prevent bears from getting into the cooler and drinking all the beer?
and then click OK.
12. Close Internet Explorer.

Note You do not have to check out a document to create a discussion because
the discussions are stored separately from the document.

!"
To add discussion topics to a document by using Microsoft Word
1. Open Microsoft Word.
2. On the File menu, click Open.
3. In the Open dialog box, click My Network Places.
4. Double-click AdvWorksWorkspace on your_server_name.
5. Double-click Documents.
6. Double-click Product Development.
7. Double-click Outdoor Equipment.
Module 8: Using the SharePoint Portal Server Dashboard Site 47

8. Double-click Versioned Documents.


9. Double-click Cooler Overview.htm.
10. On the Tools menu, point to Online Collaboration, and then click Web
Discussions.
11. If the Add or Edit Discussion Servers dialog box appears, type the name
of your computer and then click OK.
The discussion that you entered through the dashboard site earlier will
appear.
12. In Cooler Overview.htm, place the insertion point at the end of the first
paragraph, and then click to set the focus at that point.
13. On the Online Collaboration toolbar, usually located at the bottom of the
window, click the Discussions button, and then click Insert in the
Document.
14. In the Discussion subject box, type What about the inflatable life raft?
15. In the Discussion Text box, type We should include information about
the optional 4 person inflatable life raft and then click OK.
16. Close Microsoft Word.

Note You do not have to save changes to the document itself because the
discussion is stored outside the document.
48 Module 8: Using the SharePoint Portal Server Dashboard Site

Exercise 3
Enabling Searching and Indexing of Discussion Items
In this exercise, you will enable the searching and indexing of discussion items
and then test the results.

Scenario
The company has decided to create an index of discussion topics to better
organize the valuable input from Adventure Works employees. As the
workspace coordinator, you are responsible for enabling the searching and
indexing of discussion items.

!"
To enable search and indexing of discussion items
1. Double-click My Network Places.
2. Double-click AdvWorksWorkspace on your_computer_name.
3. Double-click Management.
4. Double-click Workspace Settings.
5. On the AdvWorksWorkspace Properties page, click the
Subscription/Discussion tab.
6. Under Discussion Settings, select the Enable search and indexing of
discussion items check box.
7. In the AdvWorksWorkspace warning dialog box, click OK.
8. On the AdvWorksWorkspace Properties page, click OK, and then close
the Web folder view of the workspace.

!"
To test the discussion topic search settings
1. Open Internet Explorer.
2. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
3. In the Search Web Part, in the for box, type Bear and then click Go.
Your discussion should now be displayed as a search result.
Module 8: Using the SharePoint Portal Server Dashboard Site 49

Exercise 4
Administering Discussion Through the SharePoint Portal Server
Dashboard Site
In this exercise, you will use the Subscriptions dashboard of the SharePoint
Portal Server dashboard site to delete discussion items.

Scenario
The Cooler Overview.htm document is in final draft and you want to
discourage any more feedback on the document by deleting all the discussion
topics linked to it. As the coordinator, you will use the Management dashboard
to delete the discussions.

!"
To delete the discussion linked to Cooler Overview.htm
1. Open Internet Explorer.
2. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
3. On the dashboard navigation bar, click Management.
4. In the Manage Discussion Web Part, click Manage Discussions.
5. Locate all discussions that are linked to Cooler Overview.htm and delete
them.
50 Module 8: Using the SharePoint Portal Server Dashboard Site

Exercise 5
Testing Subscriptions
In this exercise, you will test the subscription that you created in Exercise 1.

!"
To view the subscription notification in the SharePoint Portal Server
dashboard site
1. Open Internet Explorer.
2. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
3. Locate the Subscription Summary Web Part.
The folder subscription and search subscriptions that you created in
Exercise 1 should each show a single result.
4. Close Internet Explorer.

!"
To view the e-mail notification for the subscription
1. Open Outlook.
2. Open each subscription notification named Subscription Notification from
ADVWorksWorkspace on your_computer_name and test the links except
Delete Subscription that are embedded in the message.
3. Close Outlook.
Module 8: Using the SharePoint Portal Server Dashboard Site 51

Exercise 6
Deleting Subscriptions
In this exercise, you will delete the subscription that Judy Lew created earlier
by using two different methods. Judy can delete the subscription herself by
using the Subscriptions dashboard, and a coordinator can also delete the
subscription by using the Management dashboard.

Scenario
Judy Lew decides to remove her subscription to the search for documents
containing “thermafill”. Judy will use the Subscriptions dashboard to remove
the subscription. Suzan Fine, as the coordinator, decides to remove Judy’s
subscription to all content changes in the Versioned Documents folder. Suzan
will use the Management dashboard to delete this subscription.

!"
To delete the subscription for the word thermafill as Judy Lew
1. Navigate to the home page of the SharePoint Portal Server dashboard site.
2. Click Subscriptions.
3. On the You searched “this site” for “thermafill” Web Part, click Delete
subscription.
4. Confirm your deletion, and then close Internet Explorer.
5. Log off JudyLe.

!"
To delete the subscription for all changes made to content in the
Outerwear Versioned with Approval 1 folder as the coordinator
1. Log on as Suzan Fine with a user name of SuzanF and a password of
password.
2. Open Internet Explorer.
3. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
4. On the dashboard navigation bar, click Management.
5. In the Manage Subscriptions Web Part, type Advworks\Judyle and then
click Go.
6. Locate the Versioned Documents Subscription Web Part, and then click
Delete subscription.
7. Confirm the deletion, and then close Internet Explorer.
52 Module 8: Using the SharePoint Portal Server Dashboard Site

Lab B: Customizing the SharePoint Portal Server


Dashboard Site
Topic Objective
To introduce the lab.
Lead-in
In this lab, you will add a
new Web Part, add content
to the new Web Part, and
change the layout of the
dashboard site.

Objectives
After completing this lab, you will be able to:
!" Add a new Web Part in the default Sharepoint Portal Server dashboard site.
!" Add content to the new Web Part for additional functionality.
!" Use the dashboard management features to change the layout of the
dashboard site.

Prerequisites
Before working on this lab, you must have experience navigating through the
Share Point Portal Server dashboard site.

Estimated time to complete this lab: 30 minutes


Module 8: Using the SharePoint Portal Server Dashboard Site 53

Exercise 1
Adding a New Web Part to the Management Dashboard
In this exercise, you will add a new Web Part to the Management dashboard of
the SharePoint Portal Server dashboard site and then give it functionality by
adding code to it.

Scenario
As the coordinator, you find it cumbersome to switch between the Web folder
view of a workspace and the SharePoint Portal Server dashboard site to perform
administrative tasks. You located some code that will enable you to access
management functionality found in the Web folder view of a workspace from
within the SharePoint Portal Server dashboard site. You want to add this
functionality as a new Web Part to the Management dashboard.

!"
To create a new Web Part in the Management dashboard
1. Log on as Judy Lew with a user name of JudyLe and a password of
password.
2. Open Microsoft Notepad.
3. On the File menu, click Open, and then move to C:\Setup\workspace
content.
4. Double-click AdminWebPart.txt.
5. Press CTRL+A.
6. Press CTRL+C.
7. Open Internet Explorer.
8. In the Address bar, type http://your_server_name//advworksworkspace
and then press ENTER.
9. On the dashboard navigation bar, click Management.
10. On the dashboard title bar, click the Content link.
11. In the Import or Create Web Part, click Create a New Web Part.
12. In the Name box, type Management Links and accept all of the other
default settings.
13. In the What is the type of content? list, click VBScript.
14. Click in the Embedded content text area to set the focus.
15. Press CTRL+V.
16. Accept all of the other default settings, scroll to the bottom of the page, and
then click Save.
17. Click Save again.
18. In the modified Management dashboard site, test the functionality of the
new Web Part by clicking each link.
54 Module 8: Using the SharePoint Portal Server Dashboard Site

Exercise 2
Changing the Layout of a Dashboard
In this exercise, you will change the layout of the Management dashboard by
using the dashboard development features that are built into the SharePoint
Portal Server dashboard site.

Scenario
You have added a new Web Part to the Management dashboard but find the
view a little cluttered. You have decided to modify the layout of the
Management Dashboard to make it more appealing.

!"
To change the layout of the Management dashboard
1. In the Management dashboard title bar, click Layout.
2. Drag and drop the Web Parts of the Management dashboard so they
resemble the following layout:

3. Click Save.
4. View the modifications to the Management dashboard site.
Module 8: Using the SharePoint Portal Server Dashboard Site 55

Exercise 3
Creating a New Subdashboard
In this exercise, you will create a new subdashboard and then add a Web Part to
it.

Scenario
Judy Lew downloaded new Web Parts that she found on the Internet. She wants
to create a new subdashboard and test it on the AdventureWorks workspace.

!"
To create a new Subdashboard
1. On the dashboard title bar, click the Content link.
2. In the Import or Create Web Part, click Create a Subdashboard.
3. In the Name box, type Test Subdashboard and then click Save.

!"
To create a new Web Part in the test subdashboard
1. Open Notepad.
2. In Notepad, on the File menu, click Open, and then navigate to
C:\\Setup\workspace content\
3. Double-click NewWebPart.txt.
4. Press CTRL+A.
5. Press CTRL+C.
6. Click the Test Subdashboard link that you created earlier.
7. On the dashboard title bar, click the Content.
8. In the Import or Create Web Part, click Create a New Web Part.
9. In the Name box, type Testing web part and accept all of the other default
settings.
10. In the What is the type of content? list, click HTML.
11. Click in the Embedded content text area to set the focus.
12. Press CTRL+V.
13. Accept all of the other default settings, scroll to the bottom of the page, and
then click Save.
14. Click Save again.
15. Explain the results.
16. Close Internet Explorer and do not click on the SubDash link again.

Note As a best practice, make sure any Web Parts that you install come from a
known source. Use a separate test server when adding and testing new Web
Parts to prevent any unintentional occurrences. You should also examine the
Web Part code to determine the intended functionality.
56 Module 8: Using the SharePoint Portal Server Dashboard Site

Review
Topic Objective
To reinforce module
objectives by reviewing key
points. ! Introducing Digital Dashboard Technology
Lead-in ! Default Dashboards
The review questions cover
some of the key concepts ! SharePoint Portal Server Discussions
taught in the module.
! SharePoint Portal Server Subscriptions
! Customizing the Dashboard Site

1. True or False: You can reuse the default Web Parts from SharePoint Portal
Server within a SQL Server 2000 dashboard framework.
False, the default Web Parts are designed for use within a SharePoint
Portal Server dashboard framework. You can however, build SQL
Server web parts that utilize SharePoint Portal Server features, such as
searching, remotely.

2. You implement an approval routing system for documents in your


organization. You want to prevent approvers from making changes to the
document, however you also want them to collaborate among themselves
during the approval process. What feature(s) of SharePoint Portal Server can
you use?
Discussions allow users to create and reply to discussion topics without
having Author permissions. You can assign approvers to the Reader
role and allow them to communicate among themselves with discussion.
Module 8: Using the SharePoint Portal Server Dashboard Site 57

3. Your competitor has a Web site folder used to post new products being
released. What feature of SharePoint Portal Server could be used to keep
you informed of any changes they make?
Subscriptions allow users to track changes made to internal and
external workspace content. In addition, users can create advanced
subscription queries based on document properties and content. For
example, a user could create a subscription scoped to a competitor’s
Web site that notified them when documents that contain the word
“gloves” are created.

4. You are attempting to use the Web Part Catalog to import some Web Parts
over the Internet and into your SharePoint Portal Server dashboard site, but
you keep getting errors. What is the most likely problem?
You must configure the proxy setting on the dashboard site using the
proxycfg.exe utility.
THIS PAGE INTENTIONALLY LEFT BLANK
Module 9: Managing
SharePoint Portal
Server
Contents

Overview 1
Examining the Web Storage System 2
Managing SharePoint Portal Server 6
Monitoring SharePoint Portal Server 22
Backing Up SharePoint Portal Server 27
Restoring SharePoint Portal Server 35
Lab A: Backing Up and Restoring
SharePoint Portal Server 41
Review 47
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to represent any real individual, company, product, or event, unless otherwise noted. Complying
with all applicable copyright laws is the responsibility of the user. No part of this document may
be reproduced or transmitted in any form or by any means, electronic or mechanical, for any
purpose, without the express written permission of Microsoft Corporation. If, however, your only
means of access is electronic, permission to print one copy is hereby granted.

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual
property rights covering subject matter in this document. Except as expressly provided in any
written license agreement from Microsoft, the furnishing of this document does not give you any
license to these patents, trademarks, copyrights, or other intellectual property.

 2001 Microsoft Corporation. All rights reserved.

Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint,
SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32
are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other
countries.

Other product and company names mentioned herein may be the trademarks of their respective
owners.
Module 9: Managing SharePoint Portal Server iii

Instructor Notes
Presentation: This module is intended to help the server administrator perform the day-to-day
135 Minutes administration of Microsoft® SharePoint™ Portal Server 2001.
Lab: After completing this module, students will be able to:
30 Minutes
!" Locate and manage files and folders in the Microsoft Web Storage System.
!" Manage the computer running SharePoint Portal Server.
!" Monitor SharePoint Portal Server by using System Monitor.
!" Back up SharePoint Portal Server.
!" Restore SharePoint Portal Server.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need the following materials:
!" Microsoft PowerPoint® file 2095A_09.ppt
!" Module 9, “Managing SharePoint Portal Server,” in Course 2095A,
Implementing Microsoft® SharePoint™ Portal Server 2001

Preparation Tasks
To prepare for this module, you should:
!" Read all of the materials for this module.
!" Read the instructor notes and margin notes for this module.
!" Complete the labs.
iv Module 9: Managing SharePoint Portal Server

Module Strategy
Use the following strategy to present this module:
!" Examining the Web Storage System
Explain the fundamental properties of the Web Storage System. Explain
how to remount the installable file system (IFS) drive (drive M). Explain
how to use the Public Folders store in SharePoint Portal Server. Explain the
document management capabilities of the Web Storage System, including
the differences between the Microsoft Exchange 2000 Server and
SharePoint Portal Server implementations of that technology.
!" Managing SharePoint Portal Server
Describe the various management functions of the administrator role in
SharePoint Portal Server, including managing configuring server settings,
workspace settings, resource usage, server load options, and file locations,
as well as administering services.
!" Monitoring SharePoint Portal Server
Explain and demonstrate how to monitor SharePoint Portal Server by
viewing the Microsoft Windows® 2000 event log, the application log in
Windows 2000 Event Viewer. Explain how to use the Performance
Microsoft Management Console in Windows 2000 to monitor performance
counters of the DMX Knowledge Management Server, MSExchange
OLEDB Resource, and Exchange Server HTTP Extensions objects.
!" Backing Up SharePoint Portal Server
Explain that administrators can use backup and restore procedures on
SharePoint Portal Server in order to recover an entire server. Explain how to
plan a backup operation and then perform the operation by using the
msdmback.vbs utility. Describe the causes and resolution of common
backup problems.
!" Restoring SharePoint Portal Server
Explain how to plan a restore operation for SharePoint Portal Server.
Explain how to perform a restore operation by using the msdmback.vbs
utility. Explain how to use a restore operation to recover from a server
failure. Describe the cause and resolution of common restore problems.
Module 9: Managing SharePoint Portal Server v

Customization Information
This section identifies the lab setup requirements for a module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in duplicating or customizing Training and
Certification courseware.

Important The lab in this module is also dependent on the classroom


configuration that is specified in the Customization Information section at the
end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.

Lab Setup
There are no lab setup requirements that affect duplication or customization.

Lab Results
There are no configuration changes on student computers that affect duplication
or customization.
Module 9: Managing SharePoint Portal Server 1

Overview
Topic Objective
To provide an overview of
the module topics and
objectives. ! Examining the Web Storage System
Lead-in ! Managing SharePoint Portal Server
In this module, you will learn
how to manage, monitor, ! Monitoring SharePoint Portal Server
back up, and restore a
SharePoint Portal Server ! Backing Up SharePoint Portal Server
computer.
! Restoring SharePoint Portal Server

After completing this module, you will be able to:

The topic of server !" Locate and manage files and folders in the Microsoft® Web Storage System.
duplication is covered in
!" Manage the computer running Microsoft SharePoint™ Portal Server 2001.
Module 10, “Examining an
Enterprise-Level !" Monitor SharePoint Portal Server by using System Monitor.
Implementation,” in Course
2095A, Implementing
!" Back up SharePoint Portal Server.
Microsoft® SharePoint™ !" Restore SharePoint Portal Server.
Portal Server 2001.
2 Module 9: Managing SharePoint Portal Server

Examining the Web Storage System


Topic Objective
To present the function of
the Web Storage System in
! Mounting the IFS Drive (Drive M)
SharePoint Portal Server. # To remount drive M
Lead-in
The Web Storage System in
# To permanently enable drive M
SharePoint Portal Server ! The Public Folders Store in SharePoint Portal Server
supports only one database
per server, a Public Folders # SharePoint Portal Server Setup installs a Public Folders
store. store during the installation process
! Document Management and the Web Storage System
# Differences between Web Storage System
implementations

Let your students know that SharePoint Portal Server uses the same Web Storage System technology that is
if they want more used by Microsoft Exchange 2000 Server. However, SharePoint Portal Server
information about the does not mount drive M by default the way Exchange 2000 Server does.
departmental Web Storage
System that ships with The Web Storage System provides SharePoint Portal Server with an efficient
SharePoint Portal Server, and highly accessible data storage facility. Understanding the underlying
they can refer to the architecture of the Web Storage System and the methods for accessing stored
document Microsoft components will help you to manage, maintain, and troubleshoot a SharePoint
SharePoint Portal Portal Server computer.
Server 2001 as a
Collaborative Solution The Web Storage System combines the features and functionality of the file
Platform.htm, which is system, the Web, and a collaboration server in a single location. The Web
located under Additional Storage System comes with both Exchange 2000 Server and SharePoint Portal
Reading on the Web page Server. You can use the Web Storage System for storing, accessing, and
on the Student Materials
managing data, as well as for building and running programs.
compact disc.

Mounting the IFS Drive (Drive M)


The installable file system (IFS) drive is not mounted by default when you
install SharePoint Portal Server. However, you may want to use IFS access for
the following tasks:
!" Read-only access to the document library
!" Microsoft FrontPage® Server Extensions
!" Web Storage System development by means of IFS
Module 9: Managing SharePoint Portal Server 3

To remount drive M:
1. Open a Command Prompt.
2. Type SUBST M: \\.\backofficestorage
Note that SharePoint Portal Server Setup still uses drive M during setup and
repair. This has the following issues:
• Drive M is added to the backup exclusion list for Microsoft
Windows NT® backup. You will not see any drives mounted as M under
the Windows NT backup utility. You can reset this by using the backup
utility for Windows NT.
• If there are no free drive letters, the repair option of Setup will not
succeed. Unmap another drive in order for repair to succeed.

To permanently enable drive M:


• In Registry Editor, set the following registry key:
HKLM\System\CurrentControlSet\Services\EXIFS\Parameters and set the
DriveLetter value to M.

To temporarily enable drive M:


• In the Registry Editor, set the following registry key:
SUBST M: \\.\backofficestorage

Note For more information about the IFS drive, see the Readme.doc file on the
SharePoint Portal Server compact disc.

The Public Folders Store in SharePoint Portal Server


Let students know that The top-level unit of storage in the Web Storage System is a database. The
administrators should not database file is a Joint Engine Technology (JET) database (.mdb) that
use the Exchange System efficiently provides access to the information that is stored in it. Although the
Manager to manage the Web Storage System in Exchange 2000 supports multiple databases, the Web
SharePoint Portal Server Storage System in SharePoint Portal Server only supports one database per
Web Storage System. server, a Public Folders store.
You may also want to
mention the Eseutil and
Isinteg utilities. Both will
work with the SharePoint
Portal Server Web Storage
System, but they are not
currently supported.

The Eseutil utility can


perform an offline
defragmentation, which
releases unused hard disk
space from the SharePoint
Portal Server database to
the file system.

For more information, direct


students to the MSDN Web
site.
4 Module 9: Managing SharePoint Portal Server

SharePoint Portal Server Setup installs a Public Folders store during the
installation process. This process is summarized as follows:
1. SharePoint Portal Server Setup creates a public virtual root in the Microsoft
Internet Information Services (IIS) metabase.
The metabase functions as a registry for IIS. Use the Internet Services
Manager, an IIS snap-in, to manage the metabase.
2. The public virtual root points to the root of the Public Folders store in the
Web Storage System. Setup also creates a workspace and a corresponding
folder in the Public Folders tree in the Workspaces folder, along with a
virtual root of the workspace name that points directly to the workspace.

Note Although you can use IFS to view the workspace structure, you should
refrain from doing so. You should always use Hypertext Transfer Protocol
(HTTP) to display and manage the contents of your workspace by using Web
folders. Using IFS bypasses the HTTP protocols upon which many SharePoint
Portal Server services are built; therefore, you will not be able to perform
specific SharePoint Portal Server actions or set security by using roles.

Document Management and the Web Storage System


The Web Storage System provides an HTTP/Distributed Authoring and
Versioning (HTTP/DAV) server component that resides in the IIS process and
exposes a high-performance HTTP/DAV protocol in the Web Storage System.
The HTTP/DAV component allows a client to perform file-system type
operations on a remote server.
The SharePoint Portal Server client-side OLE-DB 2.5 implementation,
Microsoft OLE DB Provider for Internet Publishing (MSDAIPP),
communicates with the Web Storage System by using HTTP/DAV. These two
components provide document management functions to Web browser clients
and SharePoint Portal Server Web folder clients.
Module 9: Managing SharePoint Portal Server 5

Differences Between Web Storage System Implementations


SharePoint Portal Server uses the Exchange 2000 departmental Web Storage
System for document storage, and its schema infrastructure uses the
Exchange 2000 schema as part of its base schema. SharePoint Portal Server
also uses the Exchange mechanism for schema discovery.
Some differences between the Exchange Server implementation and the
SharePoint Portal Server implementation are:
!" The Exchange schema is primarily targeted at serving Exchange and
messaging tasks. It includes a long list of messaging and calendaring
document profiles that motivate Exchange-specific functionality but are not
used by SharePoint Portal Server. However, the schema cache is still aware
of the entire Exchange schema.
!" Unlike the static schema in Exchange, SharePoint Portal Server delivers
much of the schema functionality to users. The user extends the SharePoint
Portal Server System schema to create document profiles and define
properties to shape the space of document management and search.
SharePoint Portal Server code therefore relies heavily on this user-extended
schema.
!" Each item in the Web Storage System has a schema pointer to the location
of its defining schema entry in the Active Directory™ directory service.
SharePoint Portal Server uses the same mechanism; however, the
SharePoint Portal Server schema is located in a central location in the Web
Storage System and is scoped to a workspace. SharePoint Portal Server does
not require or make use of the Active Directory. All items in a workspace
share the same value for the schema pointer, schema-collection-ref, or
SCR, which points to the location of the schema for a given item.
!" SharePoint Portal Server implements its own models for versioning,
workflow, and security.

Note For more information about programmatically accessing the Web Storage
System, see Appendix A, “Developing with SharePoint Portal Server,” in
Course 2095A, Implementing Microsoft® SharePoint™ Portal Server 2001, and
Course 2019A, Building Solutions in Microsoft Exchange 2000 With the Web
Storage System.
6 Module 9: Managing SharePoint Portal Server

$ Managing SharePoint Portal Server


Topic Objective
To outline this topic.
Lead-in ! Configuring Server Settings
The administrator uses
SharePoint Portal Server ! Balancing Resource Usage
Administration to manage
the server. ! Setting Load Options
! Defining File Locations
! Administering Services
! Configuring Workspace Settings

As an administrator, you are responsible for managing SharePoint Portal


Server. Managing the server involves configuring server settings, balancing
resource usage, setting server load options, defining file locations, configuring
workspace settings, and administering services.
Module 9: Managing SharePoint Portal Server 7

Configuring Server Settings


Topic Objective
To present SharePoint
Portal Server
Administration.
Lead-in
Use SharePoint Portal
Server Administration to
configure settings that affect
the entire server, such as
load options and file
locations.

SharePoint Portal Server Administration is used to manage the SharePoint


Portal Server computer. SharePoint Portal Server Administration includes some
workspace-specific configuration pages, but it is intended primarily for
managing configuration settings that affect the entire server, such as defining
load options and component file locations.
For example, SharePoint Portal Server Administration is the only place where
you can create and delete workspaces, configure access accounts used for
creating indexes, relocate the Web Storage System files, and specify a Simple
Mail Transfer Protocol (SMTP) server to be used by all workspaces to send
subscription and approval notifications.
After installing SharePoint Portal Server, open SharePoint Portal Server
Administration by clicking Start, pointing to Programs, pointing to
Administrative Tools, and then clicking SharePoint Portal Server
Administration.
Click the name of the SharePoint Portal Server computer in the console tree,
and then use the Action menu to access the New Workspace Wizard and the
Properties page of the SharePoint Portal Server computer. You can also right-
click the name of the computer to access the same features.
8 Module 9: Managing SharePoint Portal Server

Use SharePoint Portal The Properties page of the SharePoint Portal Server computer contains seven
Server Administration to tabs that are used to display configuration data. These tabs and their functions
open the Properties page are described in the following table.
of the server and display the
seven tabs that it contains. Tab Use this tab to

General Identify the SMTP server, set the e-mail address of the
administrator, and establish the level of resources to use for
searching and creating an index.
Load Create site hit frequency rules that are used when creating an index
of linked content.
Proxy Server Specify proxy server settings.
Accounts Configure the accounts to use when creating and updating indexes.
Data Specify the location of data and log files that are created by
SharePoint Portal Server.
Exchange 5.5 Enable and configure searches of Exchange 5.5 content.
Other Restrict Web discussions to items that are stored in workspaces on
the server.

Note For more information about using the Proxy Server tab and the
Accounts tab, see Module 6, “Adding and Managing External Content,” in
Course 2095A, Implementing Microsoft® SharePoint™ Portal Server 2001.
Module 9: Managing SharePoint Portal Server 9

Balancing Resource Usage


Topic Objective
To present the resource
usage controls that are
available in SharePoint ! Background
Portal Server
Administration. # Configure the server to give higher priority to other
Lead-in applications
You can use either of these ! Dedicated
resource usage controls to
optimize the performance of # Configure the server to apply most of the system
the SharePoint Portal resources to searching or creating an index
Server computer.

You may also mention that The General tab on the Properties page of SharePoint Portal Server
the e-mail address box and Administration includes resource usage controls for the two resource-intensive
the SMTP server box are processes that are commonly performed on SharePoint Portal Server computers:
also included on this tab. searching and index creation. You can configure the server so that it gives each
These settings were process a higher or a lower priority. By default, SharePoint Portal Server
discussed in Module 2, configures the resource usage controls so that resources are distributed evenly.
“Installing and Configuring
SharePoint Portal Server,” You can balance resource usage to optimize performance according to the
in Course 2095A, configuration of your SharePoint Portal Server computer. If you plan to
Implementing Microsoft® distribute searching and index creation across multiple servers, you must
SharePoint™ Portal
dedicate resources on one or more servers to searching and dedicate resources
Server 2001.
on another server or servers to index creation. If you are using one server to
accomplish both tasks, you must balance your settings, based on your own
performance requirements.

Note For more information about multi-server implementations, see


Module 10, “Examining an Enterprise-Level Implementation,” in
Course 2095A, Implementing Microsoft® SharePoint™ Portal Server 2001.

Demonstrate how to open Use the resource usage controls as follows to set the priority of each process:
SharePoint Portal Server
Administration by using both !" Background
the Action menu and a Move the slider control toward Background to configure the server to give
right-click on the server higher priority to other applications.
name to access the
Properties page. After the !" Dedicated
General tab is displayed,
Move the slider control toward Dedicated to configure the server to apply
point out the two slider
controls, one for search and
most of the system resources to searching or creating an index.
one for index.
10 Module 9: Managing SharePoint Portal Server

For example, if the server is primarily dedicated to indexing, move the search
resource usage closer to Background and the indexing resource usage closer to
Dedicated.

Note If you use the SharePoint Portal Server computer to run other
applications, such as Exchange 2000 Server or Microsoft SQL Server™, avoid
adjusting the controls to Dedicated or near-Dedicated usage for either
searching or index creation because this setting may affect resources that are
dedicated to those applications. Exchange 2000 Server performance is
particularly affected if you adjust the controls to Dedicated or near-Dedicated
usage.
Module 9: Managing SharePoint Portal Server 11

Setting Load Options


Topic Objective
To introduce the load
options that you can
configure by using either the
Properties page of the
SharePoint Portal Server
computer or SharePoint
Portal Server
Administration.
Lead-in
It is important to ensure that
the load on the computers
being crawled is
manageable. To configure
the load of a computer, use
the Load tab on the
Properties page of the
server.

Display the Load tab on the Creating an index requires resources from both the SharePoint Portal Server
Properties page of the computer that is creating the index and the servers that are storing the content
SharePoint Portal Server that is included in the index. Use the Load tab on the Properties page of the
computer by using SharePoint Portal Server computer to specify the settings that SharePoint Portal
SharePoint Portal Server Server will use to create indexes.
Administration while you
discuss the settings that are Load options are used to ensure that the load on the computers being crawled is
associated with indexes. manageable. Load options consist of site hit frequency rules and time-out
settings.
!" Site hit frequency rules
Use these rules to specify how many documents are requested from a Web
site simultaneously and what the time interval is between consecutive
requests. By default, the site hit frequency is limited to five simultaneous
document requests. Use the site hit frequency rule to modify demands on
specific sites.
If you require a higher document request frequency for creating or updating
an index of your own intranet, specify a lower frequency for external Web
sites so that you do not overload the sites with document requests. Web sites
can identify you from the e-mail address you provide when creating an
index. If you overload a site with requests, you could be denied access to
that site in the future.
If you haven't already done !" Time-out settings
so, point out that in addition
Use these settings to determine how long SharePoint Portal Server will wait
to using the Action menu to
access the server properties
for either a connection to, or a response from, a site. Use these settings to
page, you can right-click the minimize wasted connection time.
server name and then click
Properties on the shortcut
menu.
12 Module 9: Managing SharePoint Portal Server

Adding a Site Hit Frequency Rule


To add a site hit frequency rule, use SharePoint Portal Server Administration to
complete the following steps:
1. Open the Properties page of the server.
2. On the Load tab, click Add.
3. In the Site name box, type the site name.
You can create a frequency You can specify rules for individual sites. You can also use wildcard characters
rule for *.com that applies to in site names to specify rules for multiple sites, as shown in the following table.
all Internet sites ending in
.com. For example, a Use To
coordinator at the
workspace level might add a * as the site name Apply the frequency rule to all sites.
content source for *.* as the site name Apply the rule to sites with dots in the
samples.microsoft.com. The name.
rule for *.com would apply to
this site unless you add a *.site name.com as the site name Apply the rule to all sites in the site
frequency rule specifically name.com domain. For example,
for samples.microsoft.com. *.adventure-works.com.
*.top-level domain name (such as *.com Apply the rule to all sites that end with a
or *.net) as the site name specific top-level domain name, for
example, .com, .net.

4. Select one of the following frequency options:


If the frequency value is too • Request documents simultaneously
high, SharePoint Portal
Server can overload some
SharePoint Portal Server uses all of the allocated system resources to
Web sites with requests. request as many documents as possible with no delay between document
Consider specifying lower requests. This setting is usually too resource intensive for Internet sites
frequency rates for Internet but can be acceptable for intranet sites.
sites over which you may • Limit the number of simultaneous document requests
have no control, and
increasing the frequency for Use this option to specify the maximum number of documents that
intranet sites over which you SharePoint Portal Server can request at one time from the site. The
do have control. default setting for all sites is five simultaneous document requests.
• Wait a specified amount of time after each document request
You can specify a delay between document requests. SharePoint Portal
Server requests one document per site at one time, and then waits for the
amount of time specified before making additional requests.
5. Click OK.
Module 9: Managing SharePoint Portal Server 13

Specifying a Connection Wait Time


Use a connection wait time to specify how long to wait for an established
connection with a Web site or server by adjusting the number of connection
time-out seconds. By default, the wait time is 20 seconds. Before you specify
the wait time, consider the following:
!" If a wait time setting is greater than two minutes, SharePoint Portal Server
will spend a significant amount of time waiting while trying to crawl
nonexistent sites, bad links, and servers that are unavailable.
!" If the wait time setting is less than 10 seconds, a lot of content may not be
included in the index because SharePoint Portal Server will bypass the
busier servers.
!" If, during index creation, SharePoint Portal Server encounters 32
consecutive time-outs related to one server, SharePoint Portal Server
designates the server as unavailable and does not process any requests to
that server for the next 10 minutes.
!" If you are building an index from content that is stored in Exchange public
folders, the wait time must be greater than 10 seconds. The recommended
wait time is 60 seconds.

Specifying a Request Acknowledgement Wait Time


You can specify how long to wait for a requested Web page or file by adjusting
the number of seconds to wait for a request acknowledgement.

If students are interested in If, during index creation, SharePoint Portal Server encounters 32 consecutive
knowing an acceptable time-outs related to one server, SharePoint Portal Server designates the server
range for acknowledgement as unavailable and does not process any requests to that server for the next 10
wait times, let them know minutes. SharePoint Portal Server records an access error in the gatherer log.
that a wait time of less than By default, the wait time is 20 seconds.
10 seconds is considered to
be low, whereas 2 minutes
is considered high.
14 Module 9: Managing SharePoint Portal Server

Defining File Locations


Topic Objective
To explain how to specify
the location of the data store
and log files in SharePoint
Portal Server.
Lead-in
SharePoint Portal Server
Administration is used to
specify the location of the
data store and log files.

To increase performance or to simplify file management, specify the location of


the data store and log files that are associated with SharePoint Portal Server. All
files must be stored on the same computer as the service, although they can be
on separate partitions. For optimal performance, place the log files on dedicated
physical volumes and store the workspace indexes on drives that are formatted
for the NTFS file system.

Specifying Data Store and Log Files Location


To specify the location of the data store and log files, use SharePoint Portal
Server Administration to open the Data tab on the Properties page of the
SharePoint Portal Server computer, and complete the following steps:
1. Click the file whose location you want to modify.
2. In the Set location box, type the file path.
You can also click Browse to select a location from the Browse for Folder
dialog box.

Note SharePoint Portal Server verifies that the specified location has
sufficient space for the file. If space is insufficient, an error message
appears.

3. Click OK.
Module 9: Managing SharePoint Portal Server 15

Relocating Workspace Indexes


When a workspace is created, SharePoint Portal Server creates an index under
the workspace root. SharePoint Portal Server also creates all indexes that are
propagated to the SharePoint Portal Server computer under this root. To change
this path, use SharePoint Portal Server Administration.

Important If the path to the root changes, the existing indexes do not move to
the new index location. However, SharePoint Portal Server creates subsequent
indexes, the indexes created when additional workspaces are created, in the new
location. If you want to move existing indexes to a new location, see
ToolsHowTo.txt in the Support\Tools folder on the SharePoint Portal Server
compact disc.

Relocating Temporary Files


SharePoint Portal Server may need to create temporary files for documents
being crawled. Use SharePoint Portal Server Administration to move the
temporary files to a different drive on the same computer.
By default, the temporary files for Microsoft Search Service (MSSearch) are
stored in the folder that is specified by the system TMP variable, typically
WINNT\TEMP on the system drive. If this folder does not exist, the temporary
files are stored in the folder that is specified by the system TEMP variable.
For MSSearch to operate correctly, ensure that there is sufficient space on this
drive to store the MSSearch temporary files.

Improving Performance During Searches


You can use these file-location strategies to improve performance during
SharePoint Portal Server searches:
!" Temporary files location
Set the temporary files location to a partition other than the system drive or
the drive containing any SharePoint Portal Server data files, including the
index files. If this location changes, the existing files do not move to the
new path. However, SharePoint Portal Server creates subsequent files in the
new location.
!" Spindle location
Ensure that the property store files, the search indexes, the system page
files, and the Web Storage System files are stored on spindles (physical
drives) that are separate from the MSSearch temporary folder. The default
for the system TMP variable points to the system drive, which is not the
optimal configuration for performance.
16 Module 9: Managing SharePoint Portal Server

Relocating Log Files


Each time that SharePoint Portal Server creates a workspace index, it creates a
log file for the workspace that contains data about the creation of indexes and
that records access errors. To change this path, use SharePoint Portal Server
Administration.

Important If the root path for the index files changes, the existing indexes do
not move to the new index location. However, if you create additional
workspaces, SharePoint Portal Server creates subsequent indexes in the new
location. If you want to move existing indexes to a new location, see
ToolsHowTo.txt in the Support\Tools folder on the SharePoint Portal Server
compact disc.

Search Gatherer Logs


Point out to students that by The gatherer log contains data about Uniform Resource Locators (URLs) that
default the gatherer log only are accessed while an index is being created. The gatherer log can record
records errors. successful accesses, access errors, and accesses that are disallowed by rules in
case the user needs to debug the index restrictions.
To view the log, use the Active Server Pages (ASP) page that can be found in
the Content Sources folder, which is located under the Management folder in
the Web folders view of the workspace.
The size of the gatherer log varies depending on the gatherer log settings that
are specified in SharePoint Portal Server Administration. If you specify that you
want to log successes, you can approximate the size of the log by allowing 100
bytes per URL. If you specify that you want to log items excluded by rules, the
log can be as much as 10 times larger than for logging successes, especially for
Web crawls.

Important Logging exclusions generate a significantly larger log than logging


successes.

Note Property store log files are shared across all workspaces. You cannot
modify the location of property store log files by using SharePoint Portal Server
Administration. To modify the file location, see the file ToolsHowTo.txt in the
Support\Tools folder on the SharePoint Portal Server compact disc. For best
performance, locate the property store and the property store log files on
separate dedicated physical volumes.

For more information about the property store, see Module 6, “Adding and
Managing External Content,” in Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.
Module 9: Managing SharePoint Portal Server 17

Relocating Web Storage System Files


You can use SharePoint Portal Server Administration to specify the path to the
Web Storage System files.

WSS-Database
Every SharePoint Portal Server computer contains one public store (WSS.mdb).
All workspaces that are hosted on the SharePoint Portal Server computer reside
on the Web Storage System. You can use SharePoint Portal Server
Administration to change this path. If this location changes, the existing file
moves to the new location.

WSS-Streaming Database
Used for streaming files, the WSS-Streaming Database file (WSS.stm) contains
data and is a companion to the WSS-Database file (WSS.mdb). Together these
two files form the database.
SharePoint Portal Server document streams comprise a sizeable part of the total
amount of data. Because the file size can increase substantially over time, you
can avoid problems by moving this file to a larger drive, ideally a dynamic disk
that you can easily resize. Use SharePoint Portal Server Administration to
change the path to the database. If this location changes, the existing file moves
to the new location.

WSS-Database Log
The WSS-Database Log contains the log files for the Web Storage System. For
optimal performance, place the log files on a dedicated physical volume. You
can use SharePoint Portal Server Administration to change this path. If this
location changes, the existing files move to the new location.
18 Module 9: Managing SharePoint Portal Server

Administering Services
Topic Objective
To present the services that
are used by SharePoint Display
Display Name
Name Service
Service Name
Name
Portal Server.
Internet
Internet Information
Information
Lead-in Services
Services Admin
Admin Service
Service
IISAdmin
IISAdmin
The services that are used
by SharePoint Portal Server
include… Microsoft
Microsoft Search
Search Service
Service MSSearch
MSSearch

Microsoft
Microsoft Document
Document Msdmserv
Msdmserv
Management
Management

Microsoft
Microsoft Exchange
Exchange MSExchangeIS
MSExchangeIS
Information
Information Store
Store

SharePoint Portal Server uses the following services.


Display name Service name

Internet Information Services Admin Service IISAdmin


Microsoft Search Service MSSearch
Microsoft Document Management Msdmserv
Microsoft Exchange Information Store MSExchangeIS

If you are experiencing difficulties with SharePoint Portal Server, you can stop
one or a combination of these services that you believe to be the source of the
difficulties. Some services, however, have dependencies; a service may depend
on other services, or other services may depend on it. When you stop a service,
other services may also be stopped. Before stopping or starting a service, view
the dependencies.

Note Other applications on your server might use the IISAdmin, MSSearch,
and MSExchangeIS services. Stopping these services could adversely affect
these other applications.

To view dependencies, perform the following steps:


1. Click Start, point to Programs, point to Administrative Tools, and then
click Services.
2. Right-click the service that you want to check, and then click Properties.
3. Click the Dependencies tab.
Module 9: Managing SharePoint Portal Server 19

To stop a service on the SharePoint Portal Server computer:


1. Click Start, point to Programs, point to Administrative Tools, and then
click Services.
2. Right-click the service that you want to stop, and then click Stop.

To start a service on the SharePoint Portal Server computer:


1. Click Start, point to Programs, point to Administrative Tools, and then
click Services.
2. Right-click the service that you want to start, and then click Start.
20 Module 9: Managing SharePoint Portal Server

Configuring Workspace Settings


Topic Objective
To present the Properties
page for the workspace, and
the tabs that are used to
configure workspace
settings.
Lead-in
To configure workspace
settings, use the tabs that
are available on the
Properties page for the
workspace.

As an administrator, you can manage workspaces by using Workspace


Settings in the Management Web folder. To manage subscriptions and
discussions, use the Management page of the dashboard site. Both Workspace
Settings and the Management page can be accessed remotely.

Using Workspace Settings to Configure the Workspace


You can use Workspace Settings to access the same workspace configuration
pages that you can access by using SharePoint Portal Server Administration,
and you can still manage individual content sources.
The major difference is that the Web folders view is the only place where you
can perform workspace management for configuring document profiles and
properties, creating content sources, and configuring workspace folders, for
example, setting security at the folder level, setting folder type, and establishing
approval processes.
Module 9: Managing SharePoint Portal Server 21

Double-click Workspace To display configuration data, use one of the five tabs that are available on the
Settings (under the Properties page for the workspace.
Management folder in the
Web folders view of the Tab Use this tab to
workspace) to open the
Properties page for the General Set the workspace address, description, and contact information
workspace and display the Security Establish roles-based security at the top-level of the workspace
five tabs that it contains.
Index Limit the time allowed for a query
Logging Set the number of index log files and specify the type of events
included in the logs
Subscriptions/ Configure subscription and discussion settings
Discussions

Note By right-clicking on a workspace name in the console tree of SharePoint


Portal Server Administration, you can access the same workspace Properties
page that is displayed by double-clicking Workspace Settings.
22 Module 9: Managing SharePoint Portal Server

$ Monitoring SharePoint Portal Server


Topic Objective
To outline this topic.
Lead-in
The administrator monitors
! Monitoring Events and Processes
SharePoint Portal Server by ! Monitoring Performance Counters
viewing the Windows 2000
event log and by using the
Performance console.

You can monitor SharePoint Portal Server by viewing the Microsoft


Windows® 2000 event log (the application log in Windows 2000 Event
Viewer,) and by using the Performance MMC snap-in in Windows 2000 to
monitor performance counters.
Module 9: Managing SharePoint Portal Server 23

Monitoring Events and Processes


Topic Objective
To present the procedure for
accessing the event log in
Event Viewer.
Lead-in
Use Event Viewer to access
the event log and monitor
events and processes. This
event log shows some
examples of errors that are
related to SharePoint Portal
Server.

You can use the Windows 2000 Event Viewer to check for errors in the
application log that are associated with system and application events.

Viewing the Windows 2000 Event Log


To open the event log, complete the following steps:
1. Click Start, point to Programs, point to Administrative Tools, and then
click Event Viewer.
2. Click Application Log.

Note Each time that SharePoint Portal Server starts, several IIS Stop errors
will be displayed in the application log. These errors do not affect functionality
and can be ignored.
24 Module 9: Managing SharePoint Portal Server

Error Log Sources


The event log contains errors from many sources. The following are examples
of some errors that are related to SharePoint Portal Server.
If… Then

The backup or restore processes of The Windows 2000 event log records
SharePoint Portal Server fail for any error messages.
reason
Propagation fails due to lack of disk space An error is logged in the Windows 2000
on the destination server event log of both the destination server
and the SharePoint Portal Server
computer dedicated to indexing.
The administrator account (the account The entire query fails and SharePoint
that you set up for Exchange Server 5.5 Portal Server logs an error in the
crawls) is outdated, and a user runs a Windows 2000 event log.
dashboard site search query that contains
one or more Exchange Server 5.5 items in
the results
The destination server that you specify An error is logged in the Windows 2000
when creating an index workspace is not a event log.
SharePoint Portal Server computer

Note For more information about using Event Viewer and the event logs, see
the Windows 2000 Server documentation.
Module 9: Managing SharePoint Portal Server 25

Monitoring Performance Counters


Topic Objective
To present the System
Monitor objects that are
used to monitor SharePoint
Portal Server.
Lead-in
There are several objects
that can be used to monitor
SharePoint Portal Server,
including System Monitor
objects, the MSExchange
OLEDB Resource object,
and the Exchange Server
HTTP Extensions object.

Open System Monitor from System Monitor is a tool in the Performance MMC snap-in that can be used by
the Start menu (under server administrators to ensure that the server is performing within acceptable
Administrative Tools, standards. System Monitor includes several objects that contain counters for
Performance) and show the monitoring SharePoint Portal Server.
students the DMX
Knowledge Management
Server object and the Using the DMX Knowledge Management Server Object
counters that it includes. The DMX (Data Management Exploration) Knowledge Management
Server object contains several System Monitor counters, including counters
that:
!" Monitor the total number of successes and failures for a wide variety of
operations such as approve, check-in, copy, delete, and publish. Monitoring
the ratio between successes and failures is a useful indicator of server
problems.
!" Measure latency. For every operation there is also a counter for measuring
the time taken to perform the operation. By monitoring latency, you can
detect the average amount of time taken to perform the operation and then
use this baseline to determine when performance problems should be
investigated.

Note For a full list of counters, see SharePoint Portal Server Administrator
Help. For an example of the more commonly used counters, see Appendix C,
“Performance Counters,” in Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.
26 Module 9: Managing SharePoint Portal Server

Establishing Performance Baselines and Thresholds


By establishing a performance baseline, you can compare current data with
performance thresholds to plan for future growth. To establish a performance
baseline, run System Monitor during peak hours, the time when your server is
seeing the greatest number of user requests, for several days. Use the
information that is contained in the baseline log files to determine what your
environment's thresholds should be.

Using the MSExchange OLEDB Resource Object


The MSExchange OLEDB Resource object is useful for monitoring
performance. It contains counters for monitoring the amount and rate of
transactions that are committed to the Web Storage System. You can also use
this object to monitor the number of opened rowsets in the database for each
operation you perform, such as opening a folder.

Using the Exchange Server HTTP Extensions Object


If students are curious to You can use the Exchange Server HTTP Extensions object to monitor the
see what is sent across the HTTP-DAV commands, GET, LOCK, and DELETE requests, that are sent
wire from the dashboard from the home page of the dashboard site and the Web folders by using the
site, you can demonstrate SharePoint Portal Server client-side OLE-DB 2.5 implementation. A single
this by synching up the action may generate several requests, for instance, a check-in and publish action
requests you see with the increments six GET requests.
URLs that you see logged in
the IIS logs. To determine what information is being sent from the home page of the
dashboard site, you can match the requests, GET, LOCK, and DELETE, that
are displayed by System Monitor with the URLs that are logged in the IIS logs.
For more detailed information about monitoring objects, see the following
modules in Course 2095A, Implementing Microsoft® SharePoint™ Portal
Server 2001.
For more information about See

Monitoring objects related to Content Module 6, “Adding and Managing


Sources and Indexes External Content”
Monitoring objects related to Search Module 7, “Searching for Content”
Monitoring objects related to Module 8, “Using the SharePoint Portal
Subscriptions Server Dashboard Site”
Module 9: Managing SharePoint Portal Server 27

$ Backing Up SharePoint Portal Server


Topic Objective
To outline this topic.
Lead-in
To perform backup and
! Planning Your Backup Process
restore procedures on a ! Overview of the Backup Operation
SharePoint Portal Server
computer, you must have ! Using the Msdmback.vbs Utility to Perform a Backup
administrator permissions. Operation
! Troubleshooting the Backup Process

Running the msdmback.vbs SharePoint Portal Server backup and restore processes are used to recover an
script can be scheduled by entire server and do not support recovery of individual workspaces or
using Windows 2000 Task documents.
Scheduler for regular,
automated backup You back up a SharePoint Portal Server computer by running a script at the
operations. command prompt. Backup and restore processes will work only on a SharePoint
Portal Server computer. To perform these operations on a SharePoint Portal
Server computer, you must have local administrator permissions. You can back
up and restore remote SharePoint Portal Server computers from another
SharePoint Portal Server computer by running a single script to back up
multiple servers in the organization.
Backup and restore processes will operate successfully if SharePoint Portal
Server is installed on a stand-alone server or when it coexists with Microsoft
Exchange 2000 Server Standard Edition. However, the restore process will not
succeed if the original server has a different version of the Web Storage System
than the server that is being restored.
For example, you cannot back up a SharePoint Portal Server computer that also
has Exchange 2000 Server installed on it and then restore it to a server with
only SharePoint Portal Server installed on it.
28 Module 9: Managing SharePoint Portal Server

Planning Your Backup Process


Topic Objective
To present the issues that
are related to planning a Choose a valid folder path for the
backup process of a creation of the backup image
SharePoint Portal Server
computer.
Ensure there is sufficient disk space on the disk
Lead-in for the backup image
Before you begin the
process of backing up a
SharePoint Portal Server Format the backup disk as NTFS file system
computer, you must
consider these important
issues. For backup to a remote disk, create a share on
that disk with write permission granted to
access the account used for performing the
backup

Before you back up a server, you must:


!" Choose a valid folder path for the creation of the backup image.

Note The target path must be empty. Open files in this folder can interfere
with the backup process, and extra files in this folder that are not produced
by the backup process can interfere with the restore process.

!" Ensure that there is sufficient disk space on the disk for the backup image.
To estimate the amount of disk space that is required, calculate the size of
the full-text indexes and the Web Storage System file. This provides an
estimate of approximately 95 percent of the disk space that is required.
!" Format the disk as NTFS file system.
!" Create a share on the remote disk that will either contain the backup process
or create a backup folder on the SharePoint Portal Server computer.
If you are backing up to a remote disk, you must create a share on the
remote disk with write permission granted to access the account that is used
for performing the backup process.

Caution The backup process copies data to a file share or local drive partition.
As a result, the administrator must appropriately protect the backup image by
using NTFS security. The backup process will not set any additional security on
the backup image.
Module 9: Managing SharePoint Portal Server 29

Overview of the Backup Operation


Topic Objective
To present the steps of a The administrator initiates the backup operation by using
typical backup operation. the command line utility msdmback.vbs
Lead-in
A typical backup operation The SharePoint Portal Server backup method initiates the
follows this process… creation of the backup image of the Web Storage System

The index backup process creates a copy of the search


property store and the content source data

The backup process copies the appropriate configuration


data needed for creating a functioning restored server

SharePoint Portal Server sets a short-term exclusive lock


on the Document Management infrastructure before
backing up Web Storage System log files

The backup process creates an image of SharePoint Portal Server on disk. You
can only back up a server to another hard disk on the same server or to a share
on a remote hard disk. Backing up directly to a tape drive is not supported in
SharePoint Portal Server, although you can automate a process to copy the
backup image from a hard disk to a tape.

Note Before backing up to tape, you should consider how this affects recovery
time because two restore processes are performed: tape to disk and disk to
server.

Using the Backup Script to Initiate Backup


The backup script requires that only a valid folder path be specified for the
creation of the backup image. You can initiate the backup operation by starting
the script from a command line, or you can start the script by using
Windows 2000 Task Scheduler for regular, automated backup operations.

Note Do not use the Backup utility to back up a SharePoint Portal Server
computer. The Backup utility does not back up all of the required data, and any
subsequent restore operation will fail.
30 Module 9: Managing SharePoint Portal Server

Impact of the Backup Process on Server Operation


The backup process temporarily impacts server operation. During the backup
process, the following are true:
!" The server remains online.
!" Index creation is suspended.
!" Users can add new documents.
The backup image of the index will not include any newly published
documents, nor will the new documents be available for searching until after
the backup process is complete.
!" Coordinators cannot create new or modify existing content sources.
!" Administrators cannot create or remove workspaces.

Processing Transactions During the Backup Process


Transaction log files are During the backup process, the server remains online. Index builds are
used to store information suspended while the backup process is in progress. During the backup process,
that cannot be committed to users can add new documents, but the image of the index will not include any
the Web Storage System newly published documents, nor will the new documents be available for
database during the backup searching until after the backup process is complete.
process.
Transaction logs are used to track user requests during the backup process.
Coordinators cannot create new content sources, nor can they modify existing
content sources while the backup process is in progress. In addition, you cannot
create or remove workspaces while the backup process is in progress.

Understanding Backup Encryption Options


The backup process stores the passwords for content sources in encrypted form
in the backup image. During the backup process, you can specify an optional
password to use when encrypting the passwords.
The remainder of the backup image, including the documents and metadata, is
not encrypted using this password. If the administrator loses the password that
is used to create the backup image, the ensuing restoration will succeed, but the
username/password pairs for content sources will be blank. If they are not
reconfigured, subsequent indexes that are created from this content source will
fail due to authentication failures.

Overview of the Backup Operation


The general process of the backup operation is as follows:
1. The administrator initiates the backup operation by starting the backup
script, msdmback.vbs, from the command line. The MSDMBack.vbs file is
located in the SharePoint Portal Server\bin folder.
2. The SharePoint Portal Server backup method simultaneously initiates the
creation of the backup image of the Web Storage System by using Backup
application programming interfaces (APIs) and the backup process of the
workspace search index.
3. The index backup process creates a copy of the search property store,
including all of the subscription data, and the content source data from the
registry.
Module 9: Managing SharePoint Portal Server 31

4. The backup process copies the appropriate configuration data that is needed
for creating a fully functioning restored server, including all data, IIS virtual
roots, and registry entries.
5. During the final phase of the Web Storage System backup process,
SharePoint Portal Server waits for the opportunity to set a short-term
exclusive lock on the Document Management infrastructure prior to backing
up the Web Storage System log files.

Using the Backup Image


You can use the backup image to create a fully functioning instance of a
SharePoint Portal Server computer that is identical to the original server at the
time the backup image was created. The entire image is backed up to a single
file on disk, which allows administrators to copy the image file to a tape drive.
The backup image includes:
!" The Web Storage System files, including .mdb, .pat, .stm, and .log files.
!" Search data, including the property store, subscriptions store, full-text index
files, and any propagated indexes.
!" SharePoint Portal Server computer configuration information, including the
Web Storage System configuration information, content source information,
server properties, and access accounts.
!" Shortcuts and content sources that reference the local file system; however,
these will not work if the locations do not exist on the restored server.

The backup image does not include:


!" Any SharePoint Portal Server tasks, such as crawling a content source in
order to create an index, that were scheduled with Windows 2000 Task
Scheduler. These scheduled tasks must be recreated on the restored server.
!" Any modifications to the scheduled tasks for processing subscriptions.
These are recreated with default schedules during the restore process.
!" Search gatherer logs (logs of index builds).
32 Module 9: Managing SharePoint Portal Server

Using the Msdmback.vbs Utility to Perform a Backup Operation


Topic Objective
To present the
msdmback.vbs utility.
Lead-in
You can use the
msdmback.vbs utility to
back up a SharePoint Portal
Server computer.

You can start the backup script, msdmback.vbs, from the command line to back
up your SharePoint Portal Server.
To back up the server by using the msdmback.vbs utility, complete the
following steps:
1. To open a command prompt on the server, on the Windows taskbar, click
Start, point to Programs, point to Accessories, and then click Command
Prompt.
2. Navigate to the %program files%\SharePoint Portal Server\bin folder.
3. To set and save an account for performing the backup and restore operations
to a remote disk drive location, type the following command line:
msdmback /a [domain\username] password

Important This step is optional. Only use this step to back up to a remote
disk drive. Account information is required only to back up to a remote hard
disk. If you are backing up to a local hard disk, no account information is
required.
Module 9: Managing SharePoint Portal Server 33

4. To initiate the backup operation, type the following command line:


msdmback /b <backup folder path> [password] /m <machine
name>

Where:

• The /b switch indicates that this is a backup procedure.


• The backup folder path contains the full path, including the file name,
that you wish the image to back up to; for example d:\backup\SharePoint
Portal Server.bak. The name can be anything you wish, and any file
extension can be used although none is required.
• The password is optional and is used to encrypt the content access
accounts.
• The /m parameter is also optional and is used to specify the computer
name if you are backing up a remote SharePoint Portal Server computer.

The msdmback.vbs utility displays a dialog box with a status bar during the
backup process. To confirm that the backup process is running, check the status
of the Msdmserv service.

Note You can automate the server backup process and create scheduled
backup jobs by using the SharePoint Portal Server Object Model and scripts.
For more information about the SharePoint Portal Server Object Model and
scripts, see Appendix A, “Developing with SharePoint Portal Server,” in course
2095A, Implementing Microsoft® SharePoint™ Portal Server 2001, or refer to
the IKnowledgeServer::Backup method that is documented in the Microsoft
SharePoint Portal Server Software Development Kit (SDK), which is available
for download from www.microsoft.com/Servers/SharePoint.
34 Module 9: Managing SharePoint Portal Server

Troubleshooting the Backup Process


Topic Objective
To present issues related to
troubleshooting the backup Err or Insufficient disk space for the backup image
process.
Lead-in
During the backup process, The backup account has insufficient
you may encounter some Err or
permissions for the backup image folder
problems. Conditions that
can cause a backup
operation to fail include… Err or A SharePoint Portal Server backup process is
already running

Err or The required services


are not running

The Windows 2000 event log records error messages if the backup operation
fails for any reason.
The following conditions can cause a backup operation to fail:
!" There is insufficient disk space for the backup image.
!" The backup account has insufficient permissions for the backup image
folder.
!" A SharePoint Portal Server backup process is already running.
!" The required services are not running. Required services include IISAdmin,
MSSearch, Msdmserv, and MSExchangeIS.

Note The backup process for another application, such as SQL Server, can
run simultaneously with the SharePoint Portal Server backup process.
Module 9: Managing SharePoint Portal Server 35

$ Restoring SharePoint Portal Server


Topic Objective
To outline this topic.
Lead-in
Before you restore a
! Planning Before Restoring
SharePoint Portal Server ! Restoring a SharePoint Portal Server Computer
computer, ensure that the
recovery server is ! Using a Restore Operation to Recover from Server
configured in the same Failures
manner as the server that
was backed up. ! Troubleshooting the Restore Process

Before restoring a SharePoint Portal Server computer, you must ensure that the
recovery server is configured in the same manner as the server that was backed
up. To restore a server, you use the same script file that was used during the
backup procedure.
36 Module 9: Managing SharePoint Portal Server

Planning Before Restoring


Topic Objective
To present the issues that The recovery server must run the same
are related to planning version of the Web Storage System
before beginning a restore
operation. SharePoint Portal Server must be installed on the
Lead-in recovery server
Just as you did for the
backup operation, you must No data has been added to the recovery server
ensure that these planning
issues are addressed before The disk to which you are restoring has sufficient
you begin a restore disk space and is formatted as NTFS
operation.
NotesSetup.exe is running on the recovery server
The restored SharePoint Portal Server computer
contains all role memberships exactly as they were
applied to the source server

You can restore a server from a hard disk on the same server or from a remote
file share. You can perform a restore operation on any computer that meets the
criteria in the following list, regardless of whether the computer was used to
produce the backup image. During the restore process, the server is offline.
Prior to restoring a server, you must ensure that:
!" You restore SharePoint Portal Server to a server that is running the same
version of the Web Storage System. For example, if SharePoint Portal
Server was running on a server running Exchange 2000, you must restore
SharePoint Portal Server to a server running Exchange 2000. The restore
process will fail if the original server used a different version of the Web
Storage System than that of the restoration server.
!" SharePoint Portal Server has been installed on the recovery server.
!" You have not added any data to the recovery server. Restoring a SharePoint
Portal Server computer destroys all of the SharePoint Portal Server data that
is currently on that server.
!" The disk to which you are restoring has sufficient disk space and is
formatted as NTFS.
!" NotesSetup.exe is running on the recovery server if you had a Lotus Notes
content source on the server that was backed up.
Module 9: Managing SharePoint Portal Server 37

!" The restored SharePoint Portal Server computer will contain all of the role
memberships exactly as they were applied to the source server.
Because SharePoint Portal Server uses a set of roles, reader, author, and
coordinator, that contain Windows NT users and groups to assign security,
the restored SharePoint Portal Server computer will contain all of the role
memberships exactly as they were applied to the source server.
The restored SharePoint Portal Server computer can potentially include
security identifiers (SIDs) that are no longer resolvable as users or groups. If
this occurs, you must manually reconfigure the security in the SharePoint
Portal Server folder. This situation can occur in the following situations:
• If the restored SharePoint Portal Server computer is in a different
domain from the source server, and domain groups or users are role
members.
• If users or domain groups were deleted between the time the backup
image was made and the server was restored. Because SIDs are unique,
if a user account is deleted and then recreated, the SID will be different
for the new account, even if the user name is the same. These SIDs that
are not resolved are displayed on the Security tab on the server or folder
Properties page.
• If local groups were used as role members, and the image is restored to a
different server.
38 Module 9: Managing SharePoint Portal Server

Restoring a SharePoint Portal Server Computer


Topic Objective
To present the general The administrator installs SharePoint Portal Server on a
process of the restore recovery server
operation. The administrator initiates the restore operation by using the
msdmback.vbs utility
Lead-in
Typically, a restore The restore operation unmounts the Web Storage System and
stops all other SharePoint Portal Server processes
operation follows this
process… The restore operation initiates Web Storage System recovery and
recovers the search index
The restore operation restores all configuration data, including
registry entries, content sources, and the search property store

Services are restarted

The SharePoint Portal Server restore operation initiates an


incremental search of the internal content of each workspace on
the server

You can initiate the restore operation of a drive that is formatted with the NTFS
file system by using a command line script or a method in the SharePoint Portal
Server object model. The general process of the restore operation is as follows:
1. The administrator installs SharePoint Portal Server on a recovery server; no
workspaces need to be created. SharePoint Portal Server must be restored to
the same Web Storage System configuration. Therefore, if the server that
was backed up resided on a server running Exchange 2000, the
administrator must install Exchange 2000 on the recovery server.
2. The administrator initiates the restore operation by using the command line
utility msdmback.vbs.
3. The restore operation unmounts the Web Storage System and stops all other
SharePoint Portal Server processes.
4. The restore operation initiates Web Storage System recovery by using
Backup APIs for the Web Storage System, and recovers the search index by
using the search APIs.
5. The restore operation restores all configuration data, including registry
entries, content sources, and the search property store.
6. The services are restarted upon successful completion of the restore
operation.
7. The SharePoint Portal Server restore operation initiates an incremental
search of the internal content of each workspace on the server. This
guarantees that the search index and the Web Storage System are consistent.
Module 9: Managing SharePoint Portal Server 39

Using a Restore Operation to Recover from Server Failures


Topic Objective
To present the procedure for
Install SharePoint Portal Server on a clean server
preparing the recovery
server for a restore
operation.
Open a command prompt
Lead-in
Before you begin a restore
operation, you must prepare Navigate to
the recovery server by %program files%\SharePoint Portal Server\bin
completing this procedure…
Initiate a restore operation by using a command line

Recreate any scheduled content source updates that


were configured on the original server

Before you begin a restore operation after a server failure, you must perform the
following steps to prepare the recovery server:
1. Install SharePoint Portal Server on a clean server. You do not need to create
workspaces.
2. Open a command prompt.
3. Navigate to the %program files%\SharePoint Portal Server\bin folder.
4. Type the following command line to initiate the restore operation:
msdmback /r backup_folder_path [password] [/o]
• The /r switch indicates that this is a restore procedure.
• The backup folder path contains the full path, including file name, to
the source of the backup operation you are restoring from, for example,
d:\backup\SharePoint Portal Server.bak.
• The password is the optional password that is specified during the
backup operation for encrypting the content access accounts.
• The /o switch can be used to instruct the restore process to restore the
search indexes to the location that is specified in the backup image and
not to the default location.
5. Recreate any scheduled content source updates that were configured on the
original server.
40 Module 9: Managing SharePoint Portal Server

Troubleshooting the Restore Process


Topic Objective
To present issues that are
related to troubleshooting Err or Insufficient disk space
the restore process.
Lead-in
During the restore process,
you may encounter some Err or A restore process is already running
problems. Conditions that
can cause a restore
operation to fail include… Err or The required services are not running

You are attempting to restore a server running


Err or one version of the Web Storage System to a
server running a different version of the Web
Storage System

You can also script a The Windows 2000 event log records error messages if the restore operation
backup operation using the fails for any reason.
SharePoint Portal Server
Object Model. See the The following conditions can cause a restore operation to fail:
IKnowledgeServer::
Restore method that is !" There is insufficient disk space.
documented in the SDK. !" A restore process is already running. Note that the restore process for
another application, such as SQL Server, can run simultaneously with the
SharePoint Portal Server restore process.
!" The required services are not running. Required services include IISAdmin,
MSSearch, Msdmserv, and MSExchangeIS.
!" You are attempting to restore a server that is running one version of the
Web Storage System to a server running a different version of the Web
Storage System. For example, if SharePoint Portal Server is running on a
server running Exchange 2000, you must restore SharePoint Portal Server to
a server running Exchange 2000.
Module 9: Managing SharePoint Portal Server 41

Lab A: Backing Up and Restoring SharePoint Portal


Server
Topic Objective
To introduce the lab.
Lead-in
In this lab, you will learn
how to back up and restore
a SharePoint Portal Server
computer.

Objectives
After completing this lab, you will be able to:
!" Calculate the approximate disk space required for the backup image.
!" Back up your SharePoint Portal Server computer.
!" Review the log file entries generated during backup that can be used to
troubleshoot the backup process.
!" Restore your SharePoint Portal Server computer.

Scenario
SharePoint Portal Server is being used by the Product Development
organization at Adventure Works. Judy Lew, the coordinator at the workspace
level, has configured the workspace and has been adding documents and testing
the features of SharePoint Portal Server. Readers and authors have also become
more active. Suzan Fine, the system administrator, has finished her schedule for
regular backups of SharePoint Portal Server.

Estimated time to complete this lab: 30 minutes


42 Module 9: Managing SharePoint Portal Server

Exercise 1
Backing Up Your SharePoint Portal Server
In this exercise, you will:
!" Calculate the disk space that is required to back up the server.
!" Create a secure folder that will be used for backups.
!" Create a backup of your SharePoint Portal Server computer.
!" Review the log file entries generated during the backup process that can be
used to identify the errors that are reported during a failed backup process.

Scenario
You are Suzan Fine, the server administrator at Adventure Works, and you are
responsible for the SharePoint Portal Server computer. You have just come
from a meeting with Judy Lew and Kim Yoshida, where you discussed the
deployment status of SharePoint Portal Server at Adventure Works. You have
been asked to test the backup and restore features for SharePoint Portal Server.

!"
To log on as Suzan Fine, the server administrator
1. In the Welcome to Windows dialog box, press CTRL+ALT+DEL.
2. In the User name box, type SuzanF
3. In the Password box, type password
4. Ensure that ADVWORKS is displayed in the Log on to box, and then click
OK.

!"
To calculate the disk space that is required to back up the server
1. On the Windows desktop, right-click My Computer, and then click
Explore.
2. Navigate to the C:\Program Files\SharePoint Portal Server\Data\FTData\
SharePointPortalServer folder.
3. Right-click MSS.log and then click Properties to determine the size of the
Microsoft Search Service (MSSearch) log file.
If you want to display file extensions, on the Tools menu, click Folder
Options, click the View tab, and then clear the Hide file extensions for
known file types check box. To display file size information, on the View
menu, click Details.

Note Use the table at the end of this procedure to record the data that you
gather during steps 3 through 9 and to calculate the total size required for the
backup file.

4. Right-click sps.edb and then click Properties to determine the size of the
sps.edb file.
5. Right-click Projects and then click Properties to determine the size of the
Projects folder.
6. Navigate to the C:\Program Files\SharePoint Portal Server\Data\Web
Storage System folder.
Module 9: Managing SharePoint Portal Server 43

7. Select the entire set of log files, right-click the group, and then click
Properties to calculate the size of all of the hexadecimal log files, for
example, E0000006.log and E0000044.log.
8. Right-click WSS.stm and then click Properties to determine the size of the
WSS.stm file.
9. Right-click WSS.mdb and then click Properties to determine the size of
the WSS.mdb file.
10. Calculate the total from steps 3 through 9. By adding an additional 10% to
this total, you will be able to achieve a fairly accurate estimate of the backup
space required.
11. Ensure that you have sufficient disk space on drive D for the backup based
on the above calculation.
Description Size (Megabytes)

MSS.log file
sps.edb file
Projects folder
Hexadecimal log files
WSS.stm file
WSS.mdb
Total file and folder size
TOTAL plus 10% =

Note In large organizations, these files could become quite large, so it is


important to review the backup space required on a regular basis.

!"
To create a secure folder that will be used for backups
1. In Windows Explorer, navigate to the root of drive D, and then create a new
folder named SPPS Backup.
2. Right-click the SPPS Backup folder, click Properties, and then click the
Security tab.
3. Clear the Allow inheritable permissions from parent to propagate to this
object check box, and then click Remove.

Note By clearing the inheritable permissions check box, you will remove all
groups and users from the Name list. At a minimum, it is recommended that
you add the User\Group that was used to install SharePoint Portal Server to the
Name list and grant this user or group full access permissions to the folder.

4. Click Add, scroll down in the Name list until you find Suzan Fine, click
Suzan Fine, click Add, and then click OK.
5. Under Permissions, next to Full Control, select the Allow check box to
give Suzan Fine full access to the folder.
6. Click OK.
7. Close Windows Explorer.
44 Module 9: Managing SharePoint Portal Server

!"
To clear the events in the Application Log
1. On the Windows taskbar, click Start, point to Programs, point to
Administrative Tools, and then click Event Viewer.
2. In the Tree console, click Application Log.
3. On the Action menu, click Clear all Events.
4. In the Event Viewer dialog box, click No.

!"
To set the backup/restore user account for Suzan Fine
1. On the Windows taskbar, click Start, point to Programs, point to
Accessories, and then click Command Prompt.
2. In the Microsoft MS-DOS Command window, type
cd\Program Files\SharePoint Portal Server\Bin and then press ENTER.
3. Type msdmback /a AdvWorks\SuzanF password and then press ENTER.

Note The backup/restore user account has to be set only once.

!"
To create a backup of your SharePoint Portal Server
• In the DOS Command window, type msdmback /b "D:\SPPS
Backup\28May2001" and then press ENTER.

Note A Microsoft SharePoint Portal Server Backup Process progress dialog


box opens to show you the progress being made during the backup procedure.
Module 9: Managing SharePoint Portal Server 45

!"
To open the Windows 2000 event log and review events that are logged
during backup
1. On the taskbar, click Start, point to Programs, point to Administrative
Tools, and then click Event Viewer.
2. In the Tree console, click Application Log.
3. Look for the following event messages:
Event Number Description

210 SharePoint Portal Server is starting a full backup.


213 SharePoint Portal Server has completed the backup
procedure successfully
3077 Microsoft Search backup was completed successfully
3019 Microsoft Search crawl has started
3047 Microsoft Search incremental crawl has been detected
215 or 3076 The backup failed.
Common reasons for failure include insufficient
permissions on the backup folder, insufficient disk
space, or the backup disk was not formatted using
NTFS.

4. When backup completes, close the Command window.

Note You can see details of the event by double-clicking on the event line.
46 Module 9: Managing SharePoint Portal Server

Exercise 2
Restoring Your SharePoint Portal Server Computer
In this exercise, you will restore your SharePoint Portal Server computer by
using the msdmback.vbs script.

Scenario
The SharePoint Portal Server computer hard disk failed due to electrical
problems. Luckily, a scheduled backup ran the previous night. You have rebuilt
the server by installing Windows 2000 Advanced Server SP1 and SharePoint
Portal Server, and you are ready to run msdbback.vbs to restore the workspaces
and content metadata.

!"
To simulate the server failure by deleting the OuterWear\Versioned
Documents folder
1. On the Windows desktop, double-click My Network Places, and then
double-click AdvWorksWorkspace on your_server_name.
2. Double-click Documents, double-click Product Development, and then
double-click OuterWear.
3. Right-click Versioned Documents, and then on the shortcut menu, click
Delete.
4. Click Yes to verify that you want to delete the folder.

!"
To restore the server

Warning Perform this exercise only if you received a successful backup events
from Exercise 1.

1. On the Windows taskbar, click Start, point to Programs, point to


Accessories, and then click Command Prompt.
2. In the DOS Command window, type cd\Program Files\
SharePoint Portal Server\Bin and then press ENTER.
3. In the DOS Command window, type msdmback /r "D:\
SPPS Backup\28May2001" and then press ENTER.

!"
To view the results of the restore process
1. On the Windows desktop, double-click My Network Places, and then
double-click AdvWorksWorkspace on your_server_name.
2. Double-click Documents, double-click Product Development, double-
click OuterWear, and then double-click Versioned Documents.
3. Notice that the Versioned Documents folder and the documents that you
deleted have been restored.
Module 9: Managing SharePoint Portal Server 47

Review
Topic Objective
To reinforce module
objectives by reviewing key
points. ! Examining the Web Storage System
Lead-in ! Managing SharePoint Portal Server
The review questions cover
some of the key concepts ! Monitoring SharePoint Portal Server
taught in the module.
! Backing Up SharePoint Portal Server
! Restoring SharePoint Portal Server

1. What is the advantage of relocating log and data files?


You can increase performance.

2. What are the two ways to monitor SharePoint Portal Server?


You can monitor SharePoint Portal Server with Event Viewer and
System Monitor.

3. What is the major advantage of the Web Storage System?


Accessibility/Programmability.

4. Why would you want to back up your SharePoint Portal Server computer?
For disaster recovery; in case the server crashes, you have a backup
process that can be restored.
THIS PAGE INTENTIONALLY LEFT BLANK
Module 10: Examining
an Enterprise-Level
Implementation
Contents

Overview 1
Planning an Enterprise-Level
Implementation 2
SharePoint Portal Server Deployment
Scenarios 6
Duplicating a SharePoint Portal Server
Computer 13
SharePoint Portal Server Deployment
Methods and Considerations 22
Configuring SharePoint Portal Server for
Multiple-Server Deployment 31
Lab A: Configuring an Index Workspace 43
Review 47
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are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A. and/or other
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Other product and company names mentioned herein may be the trademarks of their respective
owners.
Module 10: Examining an Enterprise-Level Implementation iii

Instructor Notes
Presentation: This module introduces the student to enterprise-level deployments of
60 Minutes Microsoft® SharePoint™ Portal Server 2001 in a multiple server environment.
Lab:
30 Minutes After completing this module, students will be able to:
!" Describe the tasks performed by SharePoint Portal Server that may require a
dedicated server and plan a SharePoint Portal Server implementation.
!" Develop a deployment strategy by using the four common SharePoint Portal
Server deployment scenarios as a guide.
!" Deploy multiple copies of a master SharePoint Portal server computer
across an enterprise.
!" Describe the two methods of deploying a SharePoint Portal Server computer
and explain how to install the server in multiple language environments.
!" Configure a SharePoint Portal Server computer in a multiple server
environment with an index workspace for use with a search server.

Materials and Preparation


This section provides the materials and preparation tasks that you need to teach
this module.

Required Materials
To teach this module, you need the Microsoft PowerPoint® file 2095a_10.ppt.

Preparation Tasks
To prepare for this module, you should:
!" Read all of the materials for this module.
!" Complete the lab.

Instructor Setup for a Lab


This section provides setup instructions that are required to prepare the
instructor computer or classroom configuration for a lab.

Lab A: Configuring an Index Workspace


!"To prepare for the lab
• The classroom must be set up according to the Classroom Setup Guide for
course 2095A, Implementing Microsoft® SharePoint™ Portal Server 2001.
iv Module 10: Examining an Enterprise-Level Implementation

Module Strategy
Use the following strategy to present this module:
!" Planning an Enterprise-Level Implementation
Discuss the planning issues that a student should consider before deploying
an enterprise-level SharePoint Portal Server implementation. Describe the
tasks performed by the SharePoint Portal Server and then discuss the
importance of evaluating the organization to determine whether one or more
servers should be dedicated to these tasks. Finally, discuss the issues an
administrator must address to effectively plan for current and future use of
SharePoint Portal Server.
!" SharePoint Portal Server Deployment Scenarios
Describe the group collaboration, group search, corporate search, and
aggregated document management and search deployment scenarios, and
explain how these scenarios can be used as a guide when developing a
deployment strategy.
!" Duplicating a SharePoint Portal Server Computer
Provide the students with a high-level understanding of the process of
duplication, and then explain how to configure duplication. Explain how to
initiate duplication by calling two types of methods, how to schedule
duplication, and finally, how to perform duplication. Conclude the topic by
listing some common problems that occur during duplication and describing
how to troubleshoot these issues.
!" SharePoint Portal Server Deployment Methods and Considerations
Explain that there are two methods for deploying a SharePoint Portal Server
computer, and then describe how to install the server by using Microsoft
Terminal Services and by using an .ini file. Finally, discuss the issues
regarding the installation of SharePoint Portal Server in multiple language
environments.
!" Configuring SharePoint Portal Server for Multiple-Server Deployment
Explain that configuring SharePoint Portal Server for multiple-server
deployment entails considering an organization’s security policy to ensure
that content on the dashboard site is secure. Explain the purpose of
SharePoint Portal Server resource usage controls and how they are used
during the search process. Next, discuss the process of configuring a server
dedicated to indexing. Finally, discuss how to configure crawl settings.
Module 10: Examining an Enterprise-Level Implementation v

Customization Information
This section identifies the lab setup requirements for a module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in replicating or customizing Training and
Certification courseware.

Important The lab in this module is also dependent on the classroom


configuration that is specified in the Customization Information section at the
end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.
Module 10: Examining an Enterprise-Level Implementation 1

Overview
Topic Objective
To provide an overview of
the module topics and
objectives. ! Planning an Enterprise-Level Implementation
Lead-in ! SharePoint Portal Server Deployment Scenarios
In this module, you will learn
about an enterprise-level ! Duplicating a SharePoint Portal Server Computer
deployment of SharePoint
Portal Server. ! SharePoint Portal Server Deployment Methods and
Considerations
! Configuring SharePoint Portal Server for Multiple-Server
Deployment

Deploying Microsoft® SharePoint™ Portal Server 2001 in an enterprise-level


environment requires careful planning because these environments often
include complex networks, heavy usage needs, and numerous installations. This
means that the administrator must carefully analyze the organization to
determine how the server will be used and whether it should be dedicated to
specific tasks. This module discusses planning issues, common deployment
scenarios, how to duplicate the server across an enterprise, deployment methods
and considerations, and how to configure SharePoint Portal Server for multiple-
server deployment.
After completing this module, you will be able to:
!" Describe the tasks performed by SharePoint Portal Server that may require a
dedicated server and plan a SharePoint Portal Server implementation.
!" Develop a deployment strategy by using the four common SharePoint Portal
Server deployment scenarios as a guide.
!" Deploy multiple copies of a master SharePoint Portal Server computer
across an enterprise.
!" Describe the two methods of deploying a SharePoint Portal Server computer
and explain how to install the server in multiple language environments.
!" Configure a SharePoint Portal Server computer in a multiple server
environment with an index workspace for use with a search server.
2 Module 10: Examining an Enterprise-Level Implementation

# Planning an Enterprise-Level Implementation


Topic Objective
To outline this topic.
Lead-in
In this section, you will learn
! Planning Dedicated Servers
how to plan for an ! Planning for Current and Future Usage
enterprise-level
implementation of
SharePoint Portal Server.

Effectively planning an implementation of SharePoint Portal Server at the


enterprise level entails understanding the tasks that the server will perform,
evaluating your organization to determine whether one or more servers should
be dedicated to these tasks, and then planning current and future use.
Module 10: Examining an Enterprise-Level Implementation 3

Planning Dedicated Servers


Topic Objective
To describe the tasks !Creating
! Creating Indexes
Indexes
performed by the
SharePoint Portal Server
that may require a dedicated
server. !Document
! Document Management
Management
Lead-in
When planning an
enterprise-level
implementation, it is !Search
! Search
important to determine
whether you should
dedicate a server to
document management,
index creation, or searching.

SharePoint Portal Server performs document management, index creation, and


search tasks and it provides a dashboard site where these tasks can be
performed. Because these tasks place a workload on the SharePoint Portal
Server computer,you must determine which of these tasks your organization
requires and whether you will need to dedicate a server to the tasks.

Dedicating a Server to Document Management


You can use SharePoint Portal Server as a document management solution to
provide document versioning, document profiling, collaboration, search, and
security. When planning an enterprise-wide implementation, you might want to
deploy a SharePoint Portal Server computer dedicated to document
management if:
!" You have a large number of authors.
!" You have a large number of documents.
!" You require document versioning capabilities.
!" You extensively use the document approval processes.
4 Module 10: Examining an Enterprise-Level Implementation

Dedicating a Server to Creating Indexes


You can use SharePoint Portal Server to create indexes that are used for
searching. A SharePoint Portal Server computer automatically creates one index
when you create the workspace; however, you can propagate up to four indexes
in a workspace. Because creating and updating an index is processor and disk
resource intensive, you might want to deploy a SharePoint Portal Server
dedicated to creating and updating indexes if:
!" You have a large amount of information to crawl.
!" You offload the network traffic that is generated by crawling to another
computer.
!" You offload memory, central processing unit (CPU), and disk access usage
to another computer.

Dedicating a Server to Searching


You can use the SharePoint Portal Server dashboard site to search for content
that is stored in the workspace or to search for content that is stored externally
and linked to the workspace. When planning an enterprise-wide
implementation, you might want to deploy a SharePoint Portal Server dedicated
to searching if:
!" You have a large numbers of readers who use the dashboard site for
searching.
!" Your organization performs complex searches in a large number of
documents.
!" You use many content sources.
!" Your organization performs extensive crawling of content sources.
Module 10: Examining an Enterprise-Level Implementation 5

Planning for Current and Future Usage


Topic Objective
To list the questions that an To Plan for Enterprise-Level Deployment:
administrator must answer
when planning a SharePoint
$ Determine the most common types of use for your system
Portal Server
implementation. Number
Number or
or users
users requiring
requiring document
document management
management
and
and searching
searching capabilities
capabilities
Lead-in
Number
Number and
and size
size of
of documents
documents to
to be
be stored
stored
Planning a successful
SharePoint Portal Server Number
Number of
of users
users using
using SharePoint
SharePoint Portal
Portal Server
Server
implementation involves
evaluating how your Number
Number of
of concurrent
concurrent users
users on
on aa SharePoint
SharePoint Portal
Portal
organization and users plan Server
Server computer
computer
to use the server. Type
Type and
and location
location of
of content
content crawled
crawled
IfIf using
using local
local groups,
groups, number
number ofof servers
servers needed
needed to
to
upgrade
upgrade from from aa workgroup
workgroup to
to aa domain
domain model
model

Planning an enterprise-level implementation of SharePoint Portal Server


requires evaluating your organization’s current and future needs. Answering the
following questions will help you design the most appropriate deployment
strategy for your organization:
!" How many users currently require SharePoint Portal Server primarily for
document management? How many users will require this capability in the
future?
!" How many users currently require SharePoint Portal Server primarily for
searching? How many users will require this capability in the future?
!" How many documents do you need to store? How many do you expect to
store in the future?
!" What size are the documents that you need to store? Will the document size
increase or decrease in the future?
!" How many users will be on a SharePoint Portal Server computer at one
time? Will this number increase or decrease in the future?
!" How many workspaces do you need to maintain on a single server? Will this
number increase or decrease in the future?
!" What content do you need to crawl and where is the content located? For
example, will you crawl SharePoint Portal Server computers, Microsoft
Exchange 5.5 or Exchange 2000 computers, Lotus Notes databases, file
servers, or Web sites? Will you need to crawl additional content in the
future?
!" If you are currently using local groups, will you need additional servers
when you upgrade from a workgroup to a domain model?
6 Module 10: Examining an Enterprise-Level Implementation

# SharePoint Portal Server Deployment Scenarios


Topic Objective
To outline this topic.
Lead-in
There are four common
! Group Collaboration
SharePoint Portal Server ! Group Search
deployment scenarios that
you can use as guides in ! Corporate Search
developing your deployment
strategy. ! Aggregated Document Management and Search

To successfully deploy a SharePoint Portal Server computer, you must


understand the context in which the computer will be deployed. This means that
you must determine what SharePoint Portal Server features your users require
and how often they will use each feature. After you determine that, you can
determine the function of the server and how many servers each workgroup
requires. This section describes four typical deployment scenarios: group
collaboration, group search, corporate search, and aggregated document
management and search. Evaluating these scenarios will help you determine
how to implement SharePoint Portal Server in your organization.
Module 10: Examining an Enterprise-Level Implementation 7

Group Collaboration
Topic Objective
To describe the ! The Group Collaboration Deployment Is Appropriate if
characteristics of the group a Workgroup:
collaboration deployment
$ Heavily utilizes the document management features
scenario and to explain a
typical server configuration $ Performs searching of the workgroup dashboard site
for this scenario.
Lead-in
This topic describes a Up to 15
SharePoint Portal Server workspaces
per server
implementation in which
group collaboration is the
primary function.
Close to the same
number of authors
and readers

The group collaboration deployment scenario is designed to enable team


members to work together more efficiently.

Deployment Characteristics
This scenario is appropriate for workgroups that intend to:
!" Store a large number of documents in the workspace.
!" Maintain a large number of authors.
!" Manage a large number of document versions.
!" Extensively use the document approval process.
!" Limit searching of the workgroup dashboard site.
!" Limit crawling of content sources.

Server Configuration
The number of servers that are used in the group collaboration deployment
scenario depends on the number of workspaces. It is recommended that you
have no more than fifteen workspaces per server. Although, one workspace is
usually sufficient for a small group, if you anticipate that you will need more
than fifteen workspaces per server, you should add another server.
An organization deploying this scenario might include a sales department that
generates weekly reports that must be kept up-to-date. Because these reports are
edited by various employees and then sent through an approval process in
which past versions are occasionally retrieved, these reports must be readily
accessible to all employees in the department.
8 Module 10: Examining an Enterprise-Level Implementation

Group Search
Topic Objective
To describe the ! The Group Search Deployment Is Appropriate if a
characteristics of the group Workgroup:
search deployment scenario $ Typically has high Search Service usage by reader
and to explain a typical
server configuration for this $ Has very few people authoring content for the server
scenario. $ Requires more server resources for crawling and
Lead-in categorizing data than document management
This topic describes a
SharePoint Portal Server
implementation in which
group searching is the
primary function.

The group search deployment scenario is designed to optimize searching and


accessing information.

Deployment Characteristics
This scenario is appropriate for workgroups that intend to:
!" Store a large number of documents in the workspace.
!" Maintain a large number of readers.
!" Maintain a small number of authors.
!" Extensively use the search service.
!" Perform some crawling of content sources.
!" Limit use of document management features.

Server Configuration
The group search deployment scenario uses one SharePoint Portal Server
computer. This server stores content sources as well as content that is located in
the workspace. This server also provides the dashboard site that is associated
with the workspace.
An organization deploying this scenario may have a product research team that
is studying past product information by searching their product library. Because
the organization’s information is stored in a workspace and because a
competitor’s Web site is stored as a content source, this information can be
exposed allowing the product research team to access it using SharePoint Portal
Server search.
Module 10: Examining an Enterprise-Level Implementation 9

Corporate Search
Topic Objective
To describe the ! The Corporate Search Deployment Uses Two
characteristics of the SharePoint Portal Server Computers:
corporate search
deployment scenario and to $ A SharePoint Portal Server dedicated to indexing
explain a typical server
configuration for this $ A SharePoint Portal Server dedicated to searching
scenario.
Lead-in
This topic describes a
SharePoint Portal Server
implementation in which Index Search
corporate searching is the
primary function.

The corporate search deployment scenario is designed for a large number of


readers who need to search a large amount of data. This data is stored external
to the workspace and it is crawled by another server.

Deployment Characteristics
This scenario is appropriate for workgroups that intend to:
!" Maintain a large number of readers.
!" Extensively use the search service.
!" Crawl content sources.
!" Limit the use of document management features.

Server Configuration
The corporate search deployment scenario uses the following two SharePoint
Portal Server computers:
!" One server dedicated to indexing.
This server creates an index of the content that is stored outside the
workspace.
!" One server dedicated to searching.
After the server dedicated to indexing creates an index, the index is
propagated to the search server. The search server provides the dashboard
site that is used for searching and stores documents displayed on the site.
The server dedicated to indexing is synchronized with the search server for
schema, category hierarchy, subscriptions, and auto-categorization rules.
10 Module 10: Examining an Enterprise-Level Implementation

An organization deploying this scenario might use SharePoint Portal Server to


search content that is stored on its file servers, on Lotus Notes database servers,
on intranet sites, and on the Web sites of several competitors. Readers could
search for and read content by using the search server, which would enable
category browsing, Best Bet searching, and subscriptions to work for both
internal and propagated content.
Document management might be required only for the documents that are
stored in the workspace, such as announcements, holiday schedules, and
organization information. Because the only users who are performing document
management tasks would be those responsible for configuring the dashboard
site, the bulk of the users would be readers.
Module 10: Examining an Enterprise-Level Implementation 11

Aggregated Document Management and Search


Topic Objective
To describe the ! An Aggregated Document Management and Search
characteristics of the Deployment Has at Least Three SharePoint Portal
aggregated document Server Computers
management and search
$ One server is a search server
deployment scenario and to
explain a typical server $ One is the server dedicated to indexing
configuration for this
$ The others are SharePoint Portal Servers dedicated to
scenario.
document management
Lead-in
This topic describes a
SharePoint Portal Server
implementation in which
aggregated document
management and searching
is the primary function. Indexing Searching Document Management

The aggregated document management and search deployment scenario


provides the functionality of the corporate search deployment scenario while
taking full advantage of the document management features of SharePoint
Portal Server.

Deployment Characteristics
This scenario is appropriate for workgroups that intend to:
!" Store a large number of documents in the workspace.
!" Maintain a large number of authors.
!" Maintain a large number of readers.
!" Extensively use document management features.
!" Extensively use the search service.
!" Extensively use indexing.
!" Use a large number of document versions.
!" Extensively use the document approval processes.
!" Extensively use crawling of content sources.
12 Module 10: Examining an Enterprise-Level Implementation

Server Configuration
The aggregated document management and search deployment scenario uses
the following SharePoint Portal Server computers:
!" One server dedicated to searching.
The search server provides the dashboard site that is associated with the
workspace, which readers use to facilitate searching of internal and external
information. The workspace on the search server contains the index
propagated from the server dedicated to indexing. Because many resources
are spent crawling and categorizing data, search servers typically have high
usage and very few people authoring content.
!" One server dedicated to indexing.
The server dedicated to indexing only creates and stores indexes associated
with content sources. You can schedule an index to be propagated
immediately after it is created, or at times when network traffic is slow.
!" Two or more servers dedicated to document management.
Each document management server stores documents for users who require
document management functionality, such as authors who create content on
the server. Depending on the size of your organization and the number of
documents that you plan to store, you might have up to 15 workspaces on
the document management server, or you might dedicate more than one
SharePoint Portal Server computer to document management. Further, you
can write scripts that enable the document management, search, and servers
dedicated to indexing to share schema (document profiles, properties, and
categories), which enables users to perform searches regardless of the server
they connect to or perform their search on.

An organization deploying this scenario might use SharePoint Portal Server to


search content that is stored on its file servers, on Lotus Notes database servers,
on intranet sites, and on the Web sites of several competitors. Readers could
search for and read content by using the search server, which would enable
category browsing, Best Bet searching, and subscriptions to work for both
internal and propagated content.
Authors would also extensively use of the document management features.
There may be several workspaces with their own approval routing processes. In
addition, authors would utilize the versioning capabilities of SharePoint Portal
Server.
Module 10: Examining an Enterprise-Level Implementation 13

# Duplicating a SharePoint Portal Server Computer


Topic Objective
To outline this topic.
Lead-in
In this section we will
! Understanding the Duplication Process
describe the features and ! Configuring Duplication
process of duplicating a
SharePoint Portal Server ! Performing Duplication
computer.
! Troubleshooting Duplication

Duplicating a SharePoint Portal Server computer enables you to deploy


multiple copies of a master SharePoint Portal Server computer across an
enterprise. Before you can duplicate a SharePoint Portal Server computer, you
must understand the process of duplication, how to configure duplication, and
how to ensure sufficient access and disk space to copy the backup image from
the master server to the duplicate servers. After you have performed
duplication, you can troubleshoot it.
14 Module 10: Examining an Enterprise-Level Implementation

Understanding the Duplication Process


Topic Objective
To explain the process of
SharePoint portal
duplication.
! SharePoint Portal Server Duplication Allows Multiple
Copies of SharePoint Portal Server Across an
Lead-in Enterprise
In this topic we will describe
the reasons for duplicating a ! Duplicate Servers Provide Read-only Searching and
SharePoint Portal Server. Browsing Over the Complete Index, But Does Not
Support Document Management Services
Read-only
Searching

Image Image

Master Server Duplicate Server

To create multiple copies of the master SharePoint Portal Server computer, you
use the SharePoint Portal Server backup and restore process to remotely restore
SharePoint Portal Server backup images to other servers in the same domain.

Copies the Entire Master Server


The SharePoint Portal Server duplication mechanism is unidirectional, from the
master server to the duplicate server, and copies the entire master server, not
individual workspaces or documents. This means that the copy is a fully
featured version of the server, no different than a restored backup. Further, all
duplicate server features, such as management, schema modification, and
discussions features, perform exactly the same way as master server features.

Note Although duplicate server features perform exactly the same way as
master server features, many duplicate server features should not be made
accessible to users because any changes to the configuration of the duplicate
computer will be overwritten during the next duplication process.
Module 10: Examining an Enterprise-Level Implementation 15

Provides Read-Only Searching and Browsing


To avoid versioning problems, duplicate servers should be read-only so that
users can only search and browse the server. This ensures that more than one
user does not work on a document at a time, which would result in multiple
versions of the same document. Because the SharePoint Portal Server
duplication mechanism does not enforce a read-only status, it is the
administrator’s responsibility to ensure that duplicate servers are read-only.
Although content sources that are configured on the master server are copied to
the duplicate server during duplication, any Microsoft Windows® 2000
scheduled tasks, such as content source crawls or discussion processing and
gatherer log files, are not copied to the duplicate server.

Note Subscriptions do not operate normally on the duplicate servers. You can
view subscription management and subscription results on the duplicate
SharePoint Portal Server computer; however, any changes or additions to
subscriptions on the duplicate server are lost after the master server is
duplicated.
16 Module 10: Examining an Enterprise-Level Implementation

Configuring Duplication
Topic Objective
To describe how to Install Windows 2000 Server or Windows 2000 Advanced Server
configure SharePoint Portal
Server duplication and to
describe access and disk Install and configure SharePoint Portal Server on the master
space requirements. server

Lead-in Determine what features should be modified and/or customized


When you configure on the duplicate server
duplication, both the master
server and the duplicate Install and configure SharePoint Portal Server on the duplicate
server must use the same server
operation system and Web
Storage System version. Create a backup image of the master server

Arrange image distribution

Any SharePoint Portal Server computer can be configured as a duplicate server


if it is configured with the same operating system and same version of the
Microsoft Web Storage System as the master server. There are no naming
restrictions for either the master server or the duplicate server.
To configure SharePoint Portal Server duplication:
1. Install either Microsoft Windows 2000 Server or Microsoft Windows 2000
Advanced Server on the master server and install that operating system on
the duplicate servers.
2. Install and configure SharePoint Portal Server on the master server.
3. Determine what features should be modified and/or customized for
operation on the duplicate servers.
4. Install and configure SharePoint Portal Server on the duplicate servers.
5. Schedule a backup process to create a backup image of the master server.
6. Arrange for image distribution.
7. Schedule a duplication process to restore the image on the duplicate servers.
8. After duplication is complete, run the final configuration script to customize
the duplicate server.

Note You cannot use the duplicate server while the duplication process is
under way, and you cannot stop the duplication process after it has started.
Module 10: Examining an Enterprise-Level Implementation 17

Access Requirements
To duplicate a master server, you must have network access and read
permissions to the backup image of the master server, and the duplicate server
must be in a trusted domain.

Network Access
The duplicate server must have network access to the backup image of the
master server. If the network access is unavailable, denied, or lost, the
duplication mechanism aborts, and an error message appears in the application
Event log.

Read Permissions
The administrative access account on the duplicate server must have at least
read permission to the backup image of the master server because this image is
used to create the copy.

Trusted Domain
The duplicate server must be in a trusted domain of the master server domain. If
the duplicate server is not in a trusted domain, any security settings that use
security identifiers (SIDs) that are specific to the master domain will not have
any effect on the duplicate server, for either granting or denying access, because
the duplicate server would not be able to resolve them.

Set Backup and Restore Access Account


If you back up or restore from remote file shares, you must set the backup and
restore access account set by using the /a switch with the msdmback command.

Note For information about backup and restore, see Module 2, “Installing and
Configuring SharePoint Portal Server” in Course 2095A, Implementing
Microsoft® SharePoint™ Portal Server 2001.

Disk Space Requirements


The duplication process requires a file path that provides sufficient space to
copy the backup image from the master server to the duplicate servers. If there
is insufficient space, the process aborts and an error appears in the Event log.

Warning When you execute scripts that manipulate documents (such as adding
a document profile), document security may be overwritten. Therefore, you
might want to remove the master server security before backing it up. You can
then apply the appropriate scripts for each duplicate server.
For more information about executing scripts, see Appendix A, “Developing
with SharePoint Portal Server,” on the Student Materials compact disc.
18 Module 10: Examining an Enterprise-Level Implementation

Performing Duplication
Topic Objective
To describe how to ! You Can Duplicate a SharePoint Portal Server Computer
schedule and perform by Using the Backup and Restore Process
duplication.
European
Lead-in Portal Server
In this topic, we will describe
how to schedule and
perform duplication.

Backup
Asian Portal
Server

Master Server Restore

Before you can perform the duplication process, you must consider how to
initiate the process and when to schedule it.

Initiating Duplication
You can initiate duplication by calling the IKnowledgeServer::Backup and
IKnowledgeServer::Restore methods.

Note For information about the IKnowledgeServer::Backup and


IKnowledgeServer::Restore methods, see the software development kit
(SDK) for SharePoint Portal Server available at
http://www.microsoft.com/sharepoint.

Calling a Method from a Script


You can also call the IKnowledgeServer::Backup and
IKnowledgeServer::Restore methods from a script. You can use this script
with the Windows 2000 Task Scheduler to duplicate the master server on a
regularly scheduled basis.

Note Sample script MSDMRepl.bat is provided in the SharePoint Portal


Server \Bin directory. The location of this directory depends on the location of
the SharePoint Portal Server installation directory.

Writing Scripts to Automate Server Backup and Create Scheduled Jobs


You also can write scripts to automate server backup and create scheduled tasks
that create a backup image of the master server for duplication. You can also
configure a scheduled duplication process to restore the image on the duplicate
server.
Module 10: Examining an Enterprise-Level Implementation 19

Scheduling Duplication
You should schedule SharePoint Portal Server duplication during non-peak
periods when network traffic is at a minimum for the following reasons:
!" The process of duplication often requires copying large amounts of data
over a corporate network.
!" The duplicate server is unavailable during the duplication process
(potentially an hour or longer for large servers with a large amount of
internal and indexed content).

Performing Duplication
You can duplicate a SharePoint Portal Server computer by using the following
process:
!" Back up the SharePoint Portal Server computer to a local or remote hard
disk.
!" Restore from the backup image to the remote SharePoint Portal Server
computer.

Tip You can use compressed drives to reduce the network traffic caused by the
backup and restore process.

After duplication is complete, you can run scripts to customize and apply
security settings and disable some functionality on the duplicate server.
20 Module 10: Examining an Enterprise-Level Implementation

Troubleshooting Duplication
Topic Objective
To describe some common Err or Insufficient Disk Space Exists on the Duplicate
problems that occur during
duplication, and to provide
Err or Duplicate Drive Not Formatted with NTFS
resolutions.
Lead-in Err or Duplication Process is Already Running
In this topic, we will describe
some common symptoms
that occur during duplication Err or Required Services Not Running on Duplicate Server
and provide their
resolutions. Err or Platform Incompatibility

Err or Insufficient Permissions

Err or No Trust Relationship

The following table lists and describes some common symptoms that occur
during duplication and explains how to resolve them.
Symptom Condition Resolution

Duplication fails and an error is Insufficient disk space on the Ensure that you have free disk space on
logged in the Event log. duplicate server. the duplicate server equal to at least the
size of the backup image.
Duplication fails and an error is Duplicate server drive is not Format the drive with NTFS.
logged in the Event log. formatted with the NTFS file
system.
Duplication fails. Duplication process is already Run only one instance at a time. If the
running. process is running and an attempt is
made to run another instance from a
script, duplication will fail.
Duplication fails. Required services not running on the Ensure that the following required
duplicate server. services are running: Microsoft Internet
Information Services (IIS) Admin
Service (IISAdmin), Microsoft Search
Service (MSSearch), Microsoft
Document Management (SharePoint
Portal Server) (Msdmserv), and
Microsoft Exchange Information Store
(MSExchangeIS).
Duplication fails when you Platform incapability. Duplication must occur on the same
attempt to duplicate a server platform.
running on one platform to a
server running on another
platform.
Module 10: Examining an Enterprise-Level Implementation 21

(continued)
Symptom Condition Resolution

Administrator account on the Insufficient permissions. Grant appropriate permissions.


duplicate server does not have
read permissions to the duplicate
image on the master server.
Duplicate server is not in a No trust relationship. Check the network connection.
trusted domain of the master
server.
22 Module 10: Examining an Enterprise-Level Implementation

# SharePoint Portal Server Deployment Methods and


Considerations
Topic Objective
To outline this topic.
Lead-in ! Installing SharePoint Portal Server by Using Terminal
In this section, we will Services
describe two methods of
deploying a SharePoint ! Installing SharePoint Portal Server by Using an .ini File
Portal Server computer and
explain how to install the ! Installing SharePoint Portal Server in Multiple Language
server in multiple language Environments
environments.

Some SharePoint Portal Server deployment scenarios require the installation of


multiple SharePoint Portal Server computers. Both unattended installations (.ini
file) and Microsoft Windows 2000 Terminal Services expedite the deployment
of multiple SharePoint Portal Server computers. Using an unattended
installation is useful because it does not require user intervention. Terminal
Services is useful because it enables you to remotely install multiple SharePoint
Portal Server computers for multiple workgroups. This section discusses these
two methods for installing SharePoint Portal Server.

Note For information about installing SharePoint Portal Server, including


installation options and requirements, see Module 2, “Installing and
Configuring SharePoint Portal Server,” in Course 2095A, Implementing
Microsoft® SharePoint™ Portal Server 2001.
Module 10: Examining an Enterprise-Level Implementation 23

Installing SharePoint Portal Server by Using Terminal Services


Topic Objective
To describe how to use On the Start menu, click Settings, click Control
Terminal Services to Panel, double-click Administrative Tools, and
remotely install SharePoint then double-click Terminal Services Client
Portal Server. Creator utility
Lead-in
In this topic, we will discuss The utility will prompt you to insert two formatted
how to use Terminal floppy disks. The utility will copy the Terminal
Services to remotely install Services client installation program to the floppy
SharePoint Portal Server. disks

On the client computer, insert the client install


floppy disk and run the setup.exe installation
program

Terminal Services enables you to remotely install SharePoint Portal Server on


multiple computers in your organization with minimal performance impact.

Installing the Terminal Services Client


Installing the Terminal Services client software on a computer provides a
computer from which the SharePoint Portal Server installation can be run and
provides the future SharePoint Portal Server computer’s Windows graphical
user interface to the administrator’s workstation over a local area network
(LAN), wide area network (WAN), or Internet connection. All of the
application processing is performed on the server and only data from the
administrator’s devices, such as the display monitor, keyboard, and mouse, are
transmitted between the future server and the Terminal Services client. This
allows an administrator to remotely install SharePoint Portal Server on a server
through a file share. This is particularly useful for deploying SharePoint Portal
Server computers remotely and when deploying multiple SharePoint Portal
Server computers for multiple workgroups.
There are two methods for installing the Terminal Services client. You can
install it by using the Terminal Services Client Creator utility, or you can install
it by sharing the %systemroot%\system32\clients\tsclient folder and installing it
from the network.
24 Module 10: Examining an Enterprise-Level Implementation

Installing Using the Terminal Services Client Creator Utility


To install the Terminal Services client using the Terminal Services Client
Creator utility from the Terminal Server computer:
1. On the Start menu, click Settings, click Control Panel, double-click
Administrative Tools, and then double-click Terminal Services Client
Creator utility.
2. The utility will prompt you to insert two formatted floppy disks. The utility
will copy the Terminal Services client installation program to the floppy
disks.
3. On the client computer, insert the client install floppy disk and run the
setup.exe installation program.

Installing from the Network


To install the Terminal Services client from the network:
1. On the server, share the %systemroot%\system32\clients\tsclient folder.
2. From the client, navigate to the share on the server and run the setup.exe
installation program.

The Terminal Services client requires 8 MB of RAM and 1.5 MB of available


hard disk space. You do not have to reboot the computer after installing the
client.

Tip There is also a Terminal services Web-based client.

Enabling Terminal Services in Remote Administration


Mode
After you have installed the Terminal Services client, you can enable Terminal
Services in remote administration mode.
To enable Terminal Services in remote administration mode:
1. On the Start menu, click Settings, click Control Panel, and then double-
click Add/Remove Programs to open it.
2. In the Add/Remove Programs dialog box, click Add/Remove Windows
Components.
3. In the Windows Components Wizard dialog box, click Terminal
Services, and then click Next.
4. In Terminal Services Setup box, click Remote administration mode.
5. The required files are copied to your hard disk and the client software can
be used after you restart the computer.

Note In remote administration mode, up to two remote administration sessions


are supported in addition to the Terminal Services server console session.
Because remote administration is intended to enable an administrator to
perform remote installation and it is not intended to function as a client, a
Terminal Server Client Access License (CAL) is not required to perform remote
administration.
Module 10: Examining an Enterprise-Level Implementation 25

Installing SharePoint Portal Server by Using an .ini File


Topic Objective 1. In Windows 2000, click the Start button, and then click Run.
To describe how to use an 2. In the Run dialog box, in the Open box, type path to SharePoint Portal
.ini file to install SharePoint Server setup file/setup /CreateUnattend driveletter:\filename.ini
Portal Server. 3. Click OK.
Lead-in 4. Follow the instructions that appear in the SharePoint Portal Server
An unattended installation Setup Wizard.
enables you to automate the 5. Edit the .ini file.
SharePoint Portal Server 6. In a text editor, open filename.ini.
installation process. 7. Modify parameters in the file for the settings that you want SharePoint
Portal Server Setup to use.
8. On the server on which you want to run Setup, in Windows 2000, click
Start, and then click Run to run Setup.
9. In the box, type path to SharePoint Portal Server setup filesetup
/UnattendFile pathfilename.ini.
10. Click OK.

When you install SharePoint Portal Server by using an .ini file, no dialog boxes
or error messages requiring user intervention are displayed. This type of
installation is useful when you want to recreate or automate a SharePoint Portal
Server installation, for example if you have multiple servers with identical
configurations, or if you are using remote locations without qualified personnel
to perform the installation.

Creating and Editing an .ini File


Before running an unattended setup, you must:
1. Create an .ini file that contains the default installation settings that you want
to use, such as the installation directory.
2. Edit the .ini file in a text editor. Editing the .ini file enables you to specify
additional options and gives you more control over your installation.

To create the .ini file to be used for unattended setup, you must run the
SharePoint Portal Server Setup Wizard. However, instead of installing
SharePoint Portal Server, the wizard stores the settings that you specify in the
.ini file.
26 Module 10: Examining an Enterprise-Level Implementation

Modifying Installation Paths


You can modify only the following installation paths.

Install Directory
You can specify the installation location for SharePoint Portal Server program
files, but do not change the installation location for the Web Storage System or
MSSearch.

Search Gatherer Log Directory


Each time SharePoint Portal Server creates a workspace index, it creates a log
file for that workspace. This log file contains data about crawling content
sources and records access errors. After installation, you can use SharePoint
Portal Server Administration management console to change this path.

URLs
The gatherer log contains data about Uniform Resource Locators (URLs) that
are accessed while an index is being created. The file records successful
accesses, access errors, and accesses that are disallowed by rules (in case the
user needs to debug the index restrictions). Coordinators can view this log from
a user-friendly Active Server Pages (ASP) page in the workspace.

Search Index Directory


When a workspace is created, SharePoint Portal Server creates an index under
this folder location. SharePoint Portal Server also creates all indexes that are
propagated to the SharePoint Portal Server computer under this folder. After
installation, you can use MMC to change this path. If you want to move
existing indexes to a new location, you must use a separate tool named
catutil.exe.

Note For more information on catutil.exe, see Microsoft SharePoint Portal


Server Administrator’s Help.

Search Property Store Database Directory


You can specify the location of the property store file. The property store file
contains the metadata from documents. After installation, the file location
cannot be modified by using SharePoint Portal Server Administration
management console; however, catutil.exe can be used to move it. For optimal
performance, the property store and property store log files should be on a
dedicated physical volume. The property store log files are the log files for the
property store. This file is shared across all workspaces.

Search Property Store Log Directory


You can specify the location of the property store log files. After installation,
you cannot change the location of these files by using SharePoint Portal Server
Administration management console, but you can use catutil.exe to change the
location. For optimal performance, the property store and property store log
files should be on a dedicated physical volume. These files are shared across all
workspaces.
Module 10: Examining an Enterprise-Level Implementation 27

Web Storage System Database Directory


You can specify the location of the Web Storage System database file. Every
SharePoint Portal Server computer contains one public store (wss.mdb). All
workspaces hosted on the SharePoint Portal Server computer reside in the Web
Storage System. After installation, you can use SharePoint Portal Server
Administration management console to change this path. If this location
changes, the existing file moves to the new location.

Web Storage System Streaming Database Directory


You can specify the location of the Web Storage System-Streaming Database
file. Used for streaming files, the Web Storage System-Streaming Database file
(wss.stm) contains data and is a companion to the Web Storage System -
Database file (wss.mdb). Together these two files form the database. SharePoint
Portal Server document streams comprise a sizable part of the total amount of
data. You might want to move this file to a larger drive (ideally a dynamic disk
that you can easily resize) because it can increase substantially over time. After
installation, you can use SharePoint Portal Server Administration management
console to change this path. If this location changes, the existing file moves to
the new location.

Web Storage System Database Log Directory


You can specify the location of the Web Storage System -Database Log files.
These are the log files for the Web Storage System. You can use this path to
optimize performance by placing the log files on a dedicated physical volume.
After installation, you can use SharePoint Portal Server Administration
management console to change this path. If this location changes, the existing
files move to the new location.

Note Do not modify paths other than those previously listed or you might
corrupt the installation and render it useless.

Installing a SharePoint Portal Server by Using an .ini File


To install a SharePoint Portal Server by using an .ini file:
1. In Windows 2000, click the Start button, and then click Run.
2. In the Run dialog box, in the Open box, type path to SharePoint Portal
Server setup file/setup /CreateUnattend driveletter:\filename.ini where
filename is the name of the .ini file that will be used.
For example, if the SharePoint Portal Server setup file is on the D drive and
you want to create sample.ini on the E drive, type
D:\setup /CreateUnattend E:\sample.ini
3. Click OK.
4. Follow the instructions that appear in the SharePoint Portal Server Setup
Wizard. All of the settings that you choose will be included in the .ini file
that you create.
5. Edit the .ini file.
6. In a text editor, such as Microsoft WordPad, open filename.ini where
filename is the name of the .ini file you created.
28 Module 10: Examining an Enterprise-Level Implementation

7. Modify parameters in the file for the settings that you want SharePoint
Portal Server Setup to use.
8. On the server on which you want to run Setup, in Windows 2000, click
Start, and then click Run to run Setup.
9. In the box, type path to SharePoint Portal Server setup filesetup
/UnattendFile pathfilename.ini where filename is the name of the .ini file
that you created.
10. Click OK.
You will not see the Finish page or the New Workspace Wizard dialog
box.
Module 10: Examining an Enterprise-Level Implementation 29

Installing SharePoint Portal Server in Multiple Language


Environments
Topic Objective
To describe the issues ! SharePoint Portal Server is Available in Six Languages
regarding the installation of
! The Language of the Server and Workspaces Must
SharePoint Portal Server in
multiple language Correspond
environments.
English
English
Lead-in Japanese
Japanese
In this topic, we will examine German
German French
French
the issues regarding the Spanish
Spanish
installation of SharePoint Italian
Italian
Portal Server in multiple
language environments.

Because an administrator may have to configure SharePoint Portal Server for


use with different languages, it is important that the administrator understand
the behavior of SharePoint Portal Server and the client components regarding
languages. SharePoint Portal Server and the client components of SharePoint
Portal Server are available in the following six languages:
!" English
!" Japanese
!" German
!" French
!" Spanish
!" Italian

Matching the Server Language to the Workspace


Language
The language used by SharePoint Portal Server and the workspaces must
correspond. For example, in the German version of SharePoint Portal Server,
the workspace must also be in German. You cannot install an English version of
the workspace on a German server. Further, you cannot translate the language
of your current SharePoint Portal Server interface into another language.
30 Module 10: Examining an Enterprise-Level Implementation

Using Word Breakers in Multiple Language Environments


When SharePoint Portal Server creates an index, it uses word breakers. A word
breaker determines where the word boundaries are in the stream of characters
in the query or in a document being crawled. SharePoint Portal Server provides
word breakers for English, French, Spanish, Japanese, Thai, Korean, Chinese
Traditional, and Chinese Simplified. The Windows 2000 Server Indexing
Service word breakers are used for Dutch, Italian, Swedish, and German.
When SharePoint Portal Server crawls documents that are in multiple
languages, the customized word breaker for each language enables the resulting
terms to be more accurate for that language. If a word breaker is not available
for a particular language, words are broken at neutral characters (such as a
white space). The code for determining where words are broken is built in to
MSSearch and cannot be changed.

Note For information about crawling and word breakers, see Module 6,
“Adding and Managing External Content,” in Course 2095A, Implementing
Microsoft® SharePoint™ Portal Server 2001.
Module 10: Examining an Enterprise-Level Implementation 31

# Configuring SharePoint Portal Server for Multiple-


Server Deployment
Topic Objective
To outline this topic.
! Planning SharePoint Portal Server Security Features
Lead-in
In this section we will ! Configuring Search Server Resource Usage
discuss the use of
SharePoint Portal Server in ! Configuring a Server Dedicated to Indexing
a multiple server
environment, with a focus ! Configuring Crawl Settings
on index workspaces.
! Preparing the Server Dedicated to Indexing for Index
Propagation

Configuring SharePoint Portal Server for multiple-server deployment entails


considering an organization’s security policy to ensure that content on the
dashboard site is secure. This topic discusses the use of SharePoint Portal
Server in a multiple server environment with a focus on index workspaces. It
also discusses how to configure the two computers that are participating in this
configuration and some of the settings used by the server that performs the
crawls.
32 Module 10: Examining an Enterprise-Level Implementation

Planning SharePoint Portal Server Security Features


Topic Objective
To describe security ! Planning for the Search Server
features that can be used on
a SharePoint Portal Server $ Security: consider the organization’s security policy
computer. when making content available through the dashboard
Lead-in site
In this section, we will $ Proxy servers: enhances security by preventing
discuss planning for a unauthorized access on the Internet
secure SharePoint Portal
Server dashboard site.

Both the administrator and the workspace coordinator must consider an


organization’s security policy when planning to make content available on the
SharePoint Portal Server dashboard site. For example, confidential information
that is stored on an unsecured file server is visible to any user through the
dashboard site.

Using SharePoint Portal Server on the Internet


How you use SharePoint Portal Server on the Internet depends on whether you
have a firewall.

Using SharePoint Portal Server on the Internet Without a Firewall


If you want to use SharePoint Portal Server on the Internet and you do not have
a firewall, you must enable it to use fully qualified domain names (FQDNs).
You can do this by using the proxycfg.exe command prompt utility. You must
also create a Domain Name System (DNS) entry for the server name in your
DNS server software. After you have done this, you must create a new virtual
Web site that points to the SharePoint Portal Server computer. On the virtual
Web site, you must set the security settings to Basic authentication or
Anonymous.

Note If you modify the security setting to Anonymous, users cannot create
subscriptions on the dashboard site.
Module 10: Examining an Enterprise-Level Implementation 33

Using SharePoint Portal Server on the Internet with a Firewall


If you want to use SharePoint Portal Server on the Internet and you have a
firewall, you must map the server Internet Protocol (IP) address to an external
name. You can do this by using the Internet Services Manager of SharePoint
Portal Server.
To map the server IP address to an external name by using Internet Services
Manager:
1. Right-click the default Web site and then click Properties.
2. On the Properties page, on the Web Site tab, click Add, and then type your
IP address.
3. Type 80 for the TCP port number, and then in the Host Header Name
dialog box, type the FQDN.
4. Click OK twice to complete the process.

Using a Proxy Server When Creating Indexes


You can configure SharePoint Portal Server to use a proxy server when it
creates indexes of external Web sites. Using a proxy server:
!" Enhances the security of your intranet by preventing unauthorized Internet
access.
!" Enhances performance by caching recently accessed Web pages, which
minimizes download time.

Using Proxy Server Settings


By default, SharePoint Portal Server uses the proxy server settings of the
default content access account. The default content access account uses the
current proxy server settings from Microsoft Internet Explorer.

Changing Proxy Server Settings


Changes to the proxy settings for SharePoint Portal Server do not affect other
applications on the server. For example, configuring the SharePoint Portal
Server computer to use a proxy server that is different from the
Internet Explorer proxy server does not affect Internet Explorer.
34 Module 10: Examining an Enterprise-Level Implementation

Configuring Search Server Resource Usage


Topic Objective
To describe the process of
configuring resource usage
! To Use Search Server Effectively:
for the search server. $ Configure the server dedicated to indexing before you
Lead-in configure the search server
This section describes the
process of configuring $ Use the SharePoint Portal Server resource usage
resource usage for the controls
search server.

Server Dedicated to Indexing Search Server

In a multiple server environment, readers, authors, and coordinators connect to


the SharePoint Portal Server dashboard site as if there were only one SharePoint
Portal Server computer. Further, the configuration of the search server is the
same as if a single SharePoint Portal Server computer were being used.
However, another SharePoint Portal Server computer that propagates the
indexes to the search server is crawling the content. This means that you should
configure the SharePoint Portal Server computer dedicated to indexing before
you configure the search server so that there is a destination for the propagated
indexes.
SharePoint Portal Server includes resource usage controls for the two resource
intensive processes that it commonly performs: search and index creation. By
default, SharePoint Portal Server sets both the Search resource usage controls
and the Indexing resource usage controls so that resources are distributed
evenly. Therefore, on the search server, you should:
!" Set the Search resource usage setting to Dedicated.
With this setting, the server reserves most of the system resources for
searching or creating an index.
!" Set the Index resource usage setting to Background.
With this setting, the server gives higher priority to other applications.
Module 10: Examining an Enterprise-Level Implementation 35

To set resource usage:


1. In the console tree, click the SharePoint Portal Server computer for which
you want to configure the search or index resource usage.
2. On the Action menu, click Properties.
–or–
Right-click the server name, and then click Properties on the shortcut
menu.
3. On the Properties page, on the General tab, move the Search resource
usage or Indexing resource usage control to the desired setting.
4. Click Apply.

Note For more information about configuring a search server, see Module 6,
“Adding and Managing External Content,” in Course 2095A, Implementing
Microsoft® SharePoint™ Portal Server 2001.
For more information about configuring workspaces, see Module 3,
“Configuring the Workspace,” in Course 2095A, Implementing Microsoft®
SharePoint™ Portal Server 2001.
36 Module 10: Examining an Enterprise-Level Implementation

Configuring a Server Dedicated to Indexing


Topic Objective
To describe the process of
configuring a server
dedicated to indexing. ! Server Dedicated to Indexing
Lead-in $ Some deployment scenarios require a separate
In this section, we will
describe the process of
SharePoint Portal Server dedicated to creating and
configuring a server updating indexes
dedicated to indexing.

Creating and updating an index is a resource-intensive process that often


requires a dedicated SharePoint Portal Server computer. This server is a server
dedicated to indexing and its workspace is an index workspace that contains
only content sources. Typically, you create an index workspace only on a server
dedicated to indexing. An index workspace does not use the document
management capabilities of SharePoint Portal Server, such as document check
in or check out or document versioning. In addition, the Documents folder does
not appear in this workspace.
To configure an index workspace:
1. Create a workspace on the search server that receives the indexes created
and populated by the server dedicated to indexing.
2. Choose the advanced option on the server dedicated to indexing when you
add a workspace.
3. Select the index workspace as type and enter the destination workspace
address on the search server.
4. You will be prompted for a workspace contact name. This is to provide
contact information for those server administrators who are targeted by the
crawls. They may then contact the workspace contact if the crawl is
overburdening their system.

Because you want to configure servers dedicated to indexing to maximize


resources for indexing, you should:
!" Set the Search resource usage setting to Background.
With this setting, the server reserves most of the system resources for other
applications.
!" Set the Index resource usage setting to Dedicated.
With this setting, the server gives higher priority to searching or creating an
index.
Module 10: Examining an Enterprise-Level Implementation 37

Configuring Crawl Settings


Topic Objective
Describe the processes
used to configure crawl
! Crawl Settings and Security Considerations Need to be
settings. Considered for SharePoint Portal Server to Successfully
and Efficiently Crawl Content
Lead-in
In this section, we will
describe the processes
used to configure crawl !Content
! Content Access
Access Accounts
Accounts
settings.

!Time-out
! Time-out Settings
Settings

There are some security considerations and crawl settings that must be
configured for SharePoint Portal Server to successfully and efficiently crawl
content.

Using Content Access Accounts


When SharePoint Portal Server stores passwords for security it encrypts them.
SharePoint Portal Server includes the following two types of content access
accounts:
!" Default access account. This account is used when SharePoint Portal Server
creates indexes for content that exists outside the workspace. The account
must have read permissions for the Web sites and servers that are crawled.
A Site Path rule may override the default content access account.
!" Propagation access account. This account is used when SharePoint Portal
Server propagates indexes to other SharePoint Portal Server computers. The
account must have administrative privileges on all servers. The propagation
access account is required if you create index workspaces.

Configuring Wait Times


You can configure how long SharePoint Portal Server waits to connect to a
Web server and how long it waits for a request acknowledgement when it
requests a Web page or a file from a particular server.

Configuring the Wait Time to Connect to a Web Server


The following are some guidelines to consider when you configure how long
SharePoint Portal Server waits to connect to a Web server:
!" If the connection time-out is set too low, SharePoint Portal Server will not
include content in the index for that server.
!" If the connection time-out is set too high, SharePoint Portal Server may
crawl nonexistent sites, bad links, or unavailable servers.
38 Module 10: Examining an Enterprise-Level Implementation

Although the default connection time-out setting is 20 seconds, the


recommended setting for an Exchange public folder is 60 seconds.
To configure a Web server connection time-out setting:
1. In the console tree, click the SharePoint Portal Server computer for which
you want to set the connection time-out parameter.
2. On the Action menu, click Properties.
3. On the Properties page, on the Load tab, in the Number of seconds to
wait for a connection box, type the number of seconds you want
SharePoint Portal Server to wait for a connection before timing out.
4. Click Apply.

Configuring the Wait Time for Requested Web Page or File


The following are some guidelines to consider when you configure how long
SharePoint Portal Server waits for a requested Web page or file:
!" If the setting is configured too low, SharePoint Portal Server may denote a
server as unavailable when it is actually available.
!" If the setting is configured too high, SharePoint Portal Server may
continually request pages from a server that is unavailable or the network
load on the server may make it impractical to crawl the server at that time.

The default wait time is 20 seconds. If SharePoint Portal Server encounters 32


consecutive time-outs related to one server during index creation, it designates
the server as unavailable and will not process any requests to that server for the
next 10 minutes.
To set the wait time for request acknowledgement from a site or server:
1. In the console tree, click the SharePoint Portal Server sever for which you
want to set the request acknowledgement time out parameter.
2. On the Action menu, click Properties.
3. On the Properties page, on the Load tab, in the Number of seconds to
wait for request acknowledgement box, type the number of seconds you
want SharePoint Portal Server to wait for a requested Web page or
document before timing out.
4. Click Apply.

Using Site-Hit Frequency Rules


A site hit frequency rule determines how often SharePoint Portal Server
requests documents from a Web site and how many documents are requested.
You can use site hit frequency rules to modify demands on specific sites. You
can use the wildcard character * and the single character wildcard ? to include a
variety of sites or paths. For instance a *.com rule would apply to all .com sites.
The following are some guidelines for configuring site-hit frequency rules:
!" Lower the frequency for external Web sites so you do not overload the sites.
!" Increase the frequency for your intranet to provide control and faster
indexing creation and updates.
Module 10: Examining an Enterprise-Level Implementation 39

Site hit frequency rules take effect across all protocols. For example, a rule
exceeded by one protocol is also exceeded by any other protocols that a server
may use.For instance, a site hit frequency rule that specifies to wait a specific
amount of time after each document request would not be waiting on one
protocol while another document request is sent out on another protocol.
To add a site hit frequency rule:
1. In the console tree, click the SharePoint Portal Server computer for which
you want to add a site hit frequency rule.
2. On the Action menu, click Properties.
3. On the Properties page, on the Load tab, click Add.
4. In the Add Site Hit Frequency Rule dialog box, in the Site name box, type
the name of the site name.
5. Select one of the following frequency options:
• Request documents simultaneously. SharePoint Portal Server uses all
allocated system resources to request as many documents as possible,
with no delay between document requests. Use this option only with
intranet sites.
• Limit the number of simultaneous document requests. The maximum
number of documents that SharePoint Portal Server can request at one
time from the site. The default setting for all sites is five simultaneous
document requests.
• Wait a specific amount of time after each document request. You can
specify a delay between document requests. SharePoint Portal Server
requests one document per site at one time, and then waits for the
amount of time specified before making additional requests.
6. Click OK.

Warning If you overload a site with requests, the Webmaster may deny you
access in the future. However, the Webmaster should use the e-mail address
that you provided when you created an index to contact you if there are any
problems.
40 Module 10: Examining an Enterprise-Level Implementation

Preparing the Server Dedicated to Indexing for Index Propagation


Topic Objective
Describe the process of
propagating an index from In the console tree, click the SharePoint Portal
an index workspace. Server computer that contains the workspace
index you want to propagate
Lead-in
In this section, we will
describe the process of Click to expand the server, and then select the
propagating an index from index workspace containing the index
an index workspace to
distribute your resources.
On the Action menu, point to All Tasks, and
then click Propagate Index

When you create a workspace, one index is automatically created. However, a


workspace can include multiple indexes. Each index workspace can be
propagated to a single workspace, called a destination workspace. You can
propagate up to four other indexes to a destination workspace from index
workspaces.
Creating and updating an index is a resource-intensive process. You can
propagate an index from an index workspace to distribute your resources. For
this reason, index propagation occurs only between workspaces on separate
SharePoint Portal Server computers. Because the index workspace is dedicated
to creating and updating indexes made up of content sources, you can use the
other workspace for document management and as the dashboard site without
affecting the performance of either server.
You must ensure the following conditions are met before you propagate an
index:
!" You must set up a propagation access account on the server dedicated to
indexing containing the index to be propagated. This account must have
local administrator permissions on the destination server.
!" The destination server must be on a trusted domain.
!" You must ensure that there is sufficient disk space available on the
destination server. For each propagated index, allow for twice its size in
disk space. If propagation fails due to lack of disk space on the destination
server, an error is logged in the Windows 2000 Event log of both the
destination server and the server dedicated to indexing.
Module 10: Examining an Enterprise-Level Implementation 41

Setting the Propagation Access Account


To set the propagation access account:
1. In the console tree, click the SharePoint Portal Server computer for which
you want to set the propagation access account.
2. On the Action menu, click Properties.
You can also right-click the server name, and then click Properties on the
shortcut menu.
3. On the Properties page, on the Accounts tab, click Propagation Access
Account.
The description and account properties for this account appear.
4. Click Configure.
5. In the Account Information dialog box, type the domain, user name, and
password.
6. Reenter the password in the Confirm box and then click OK.
7. Click Apply.

Propagating an Index
You can manually propagate an index; however, an index is automatically
propagated after it is created or updated at the end of a crawl. For example, if
you have three content sources scheduled to be updated at three different times,
the index will propagate three times. You can also use Windows 2000 Task
Scheduler and a propagation script to propagate on a scheduled basis. When
scheduling propagation, you should first schedule the crawl and then schedule
index propagation.
To manually propagate an index:
1. In the console tree, click the SharePoint Portal Server computer that
contains the workspace index you want to propagate.
2. Expand the server, and then select the index workspace containing the
index.
3. On the Action menu, point to All Tasks, and then click Propagate Index.
You can also right-click the server, point to All Tasks on the shortcut menu,
and then click Propagate Index.

Note If you propagate and update an index at the same time, the update pauses,
the index propagates, and then the update resumes. The content that was
included in the index up to the point when the update paused is included in the
propagated index.
42 Module 10: Examining an Enterprise-Level Implementation

Using Subscriptions
Subscriptions are defined on the destination SharePoint Portal Server. The
SharePoint Portal Server dedicated to indexing uses the rules from the
destination workspace and the results from the subscriptions are sent back to the
destination workspace. The results on the destination workspace are then
merged with any subscriptions generated locally in the destination workspace.
If the destination workspace is not available because of network problems when
attempting to propagate an index, SharePoint Portal Server attempts to
propagate again. If an error prevents successful propagation, propagation fails
and SharePoint Portal Server attempts to propagate the index at the next
scheduled time or the next time the index is updated.

Deleting a Propagated Index


If you want to remove a propagated index in order to recover disk space or to
prevent searching of the propagated content, you can delete the index from the
server dedicated to indexing.
Module 10: Examining an Enterprise-Level Implementation 43

Lab A: Configuring an Index Workspace


Topic Objective
To introduce the lab.
Lead-in
In this lab, you will create an
index workspace, crawl the
content source, and
propagate the index.

Objectives
After completing this lab, you will be able to:
!" Create an index workspace.
!" Crawl the content source.
!" Propagate an index.

Prerequisites
Before working on this lab, you must have:
!" Experience logging on to and off from a network by using Microsoft
Windows 2000.
!" Knowledge of SharePoint Portal Server workspaces, content sources,
crawling, and index creation.
!" A lab partner or second student computer.

Scenario
The Adventure Works Vice President of Marketing has requested that some
information from competitors be accessible on the SharePoint Portal Server
dashboard site. Some of the competitors information already exists in internal
file shares. The Marketing Division wants to make the competitors’ product
information available internally. The network administrator has determined that
Adventure Works will require a separate SharePoint Portal Server computer
where the index workspaces will be created. The indexes will then be
propagated to the current Adventure Works workspace.

Estimated time to complete this lab: 30 minutes


44 Module 10: Examining an Enterprise-Level Implementation

Exercise 1
Creating a Destination Workspace
In this exercise, you will create a destination workspace and configure the
destination workspace for an index crawl. The indexes that are created from
crawling will propagate to this location.

Scenario
The new computer has arrived. You have installed SharePoint Portal Server and
are ready to test the index crawls.

!"
To create an index workspace
You will log on as the network administrator and create a test destination
workspace.
1. Log on to the AdvWorks domain as Suzan Fine with a logon name of
SuzanF and a password of password.
2. On the Start menu, point to Programs, point to Administrative Tools, and
then click SharePoint Portal Server Administration console.
3. Expand the SharePoint Portal Server snap-in, and then click on
your_computer_name.
4. On the Action menu, point to New, and then click Workspace.
5. On the New Workspace Wizard page, click Next, in the Workspace name
box type Your_computer_nameTestInxWkspace and then click Advanced.
6. In the Advanced Workspace Definition dialog box, select the Configure
as an index workspace check box, in the Specify the destination
workspace address box type
http://your_partnerscomputer_name/AdvWorksWorkspace and then click
OK.
7. If the propagation account message box appears, click OK and then set the
propagation access account as follows:
a. In the Propagation Account dialog box, in the Domain box, type
AdvWorks
b. In the Account box type SuzanF
8. In the Password and Confirm boxes, type password and then click OK to
close the propagation account dialog box.
9. In the Workspace Definition dialog box in the New Workspace Definition
Wizard, click Next.
10. In the Workspace Contact Name box, type Suzan Fine and in the
Workspace contact e-mail address box, type SuzanF@AdvWorks.msft
Module 10: Examining an Enterprise-Level Implementation 45

11. Click Next, and then click Finish.

Tip While the workspace is being created, you may start the next procedure to
save time.

12. Click OK to close the New Workspace Wizard.


13. Close all Internet Explorer windows and minimize the SharePoint Portal
Server administration console.

!"
To create a test file share
The Adventure Works network administrator will now create a test document
and share the folder that will be used as a content source in the index
workspace. This will allow the administrator to test the crawl and index
propagation. Perform this exercise on both student computers.
1. On the Start menu, point to Programs, and then click Microsoft Word.
2. If the User Name dialog box appears, in the Name box, type Suzan Fine
and then in the Initials box, type SF
If the Office Assistant appears, right-click it, and then click Hide.
3. In the Word document, type your_computer_name and then, on the File
menu, click Save As.
4. In the Save As dialog box, in the Save in box click Local Disk, click the
New Folder icon, in the Name box type IndexTest and then click OK.
5. In the File name box, type your_computer_nametest.doc and then click
Save to close the Save As dialog box.
6. On the File menu, click Save As.
7. In the Save As dialog box, click the Up One Level icon, right-click
IndexTest, and then click Sharing.
8. On the Sharing tab, click Share this folder, click OK, click Cancel, and
then quit Word.

!"
To add a content source
The Adventure Works network administrator will now add the test Web site as
a content source. Perform this procedure on both student computers.
1. On the desktop, double-click My Network Places and then double-click
Content Sources on your_computer_name.
2. Double-click Add Content Source, and then, on the Welcome to the Add
Content Source Wizard page, click Next.
3. On the Content Source Type page, click File Share and then click Next.
4. On the Content Source page, in the Address box type
\\your_partnerscomputer_name\IndexTest, and click Only this folder, and
then click Next.
5. On the Name page, in the Name box, type your_partnerscomputer_name
Test Crawl Target
6. Click Next, and then click Finish.
46 Module 10: Examining an Enterprise-Level Implementation

!"
To propagate an index
The Adventure Works administrator will now test the propagation of the index
to the destination computer. Perform this procedure on both student computers.
1. Maximize the SharePoint Portal Server Administration console, right-
click Your_computer_nameTestInxWkspace, point to All Tasks, and then
click Propagate Index.
2. When the Index State status returns to Idle, close the SharePoint Portal
Server Administration Console.
3. On the desktop, double-click Internet Explorer.
If the home page of the SharePoint Portal Server dashboard site does not
open, in the Address box type
http://your_computer_name/your_computer_nameTestInxWkspace and
then press ENTER.
4. In the Search Web Part, in the for box, type your_partnerscomputer_name
and then press ENTER.
If your_partnerscomputer_nametest.doc appears in the search results, the
index was successfully propagated.

Tip You can also open Event Viewer to view propagation activity. If
event 7029 appears in the Application log of Event Viewer, the index
propagation was successfully accepted.
Module 10: Examining an Enterprise-Level Implementation 47

Review
Topic Objective
To reinforce module
objectives by reviewing key
points. ! Planning an Enterprise-Level Implementation
Lead-in ! SharePoint Portal Server Deployment Scenarios
The review questions cover
some of the key concepts ! Duplicating a SharePoint Portal Server Computer
taught in the module.
! SharePoint Portal Server Deployment Methods and
Considerations
! Configuring SharePoint Portal Server for Multiple-Server
Deployment

1. You are going to implement SharePoint Portal Server in a division of your


company. The division has five branches, and each will have its own
SharePoint Portal Server computer for document management. Each branch
will also have several corporate SharePoint Portal Server computers as
content sources and a few corporate-wide categories. How would you
deploy these servers?
Because the servers will share content sources, first configure a single
server with an unattended installation, and then add the content
sources and the categories. Deploy the other servers with the script.
Then duplicate the first server and apply it to the others.

2. You want to crawl the Web sites of your competitors. The activity is
slowing your SharePoint Portal Server computer. What should you do?
Implement another SharePoint Portal Server computer. Configure a
destination workspace on your original computer. Create index
workspaces on the new computer. The crawls will propagate to the
destination workspace that you specify.
48 Module 10: Examining an Enterprise-Level Implementation

3. The SharePoint Portal Server computer that contains the index workspace
appears to be successfully crawling the external Web sites and the content
access account seems to be configured correctly. However, none of the
pages appear in search results. What might be the problem?
The propagation access account is incorrectly configured.

4. The network security administrators have implemented a new security


policy, and now your SharePoint Portal Server computer is not successfully
crawling the external sites. What might be the problem?
The crawl attempts are timing out or the content access account is
configured incorrectly. Correct Proxy Server setting configuration,
increase site hit time out settings, or correct the configuration of
content access account.

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