Share Point Guide

Microsoft Office SharePoint Portal Server 2003

Customer Evaluation Guide September 2003

The information contained in this document represents the current view of Microsoft Corp. on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2003 Microsoft Corp. All rights reserved. Microsoft, Outlook, SharePoint, Windows, Windows Server, MSDN, Active Directory, Visual Studio, FrontPage, BizTalk, Visio, Microsoft, BizTalk, FrontPage, Great Plains, InfoPath, MSDN, OneNote, Outlook, SharePoint, SQL Server, Visio, Visual Basic, Visual Studio, Windows, Windows NT, and Windows Server are either registered trademarks or trademarks of Microsoft Corp., Great Plains Software Inc. or their affiliates in the United States and/or other countries. Great Plains Software Inc. is a wholly owned subsidiary of Microsoft Corp. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

Contents Abstract................................................................................................................................... ...................1 Introducing Microsoft Office SharePoint Portal Server 2003....................................................... ..........4 Product Overview................................................................................................................ ......................5 Top 10 Product Benefits.................................................................................................................. ..........8 SharePoint Portal Server 2003 Features....................................................................................... .........16 Tour............................................................................................................................................. ..............25 Server Installation.................................................................................................................................. .26 Portal Configuration.............................................................................................................................. ..33 Configure Portal Home Page...................................................................................... ...........................37 Creating Sites and Libraries................................................................................................... ................42 Personalization Configuration..................................................................................... ...........................52 Integration......................................................................................................................... .....................57 Appendix A: Windows SharePoint Services and SharePoint Portal Server 2003 Integration with the Microsoft Office System................................................................................................................. .........63 Appendix B: Windows SharePoint Services Features...................................................................... ....71 Appendix C: System Requirements.................................................................................... ...................78

Abstract Many sites and portal solutions lack end-to-end access to organizations’ institutional information, which is typically housed in disparate sites, sources, resources and formats. A large portion of this information is locked up in “islands” across an organization, such as these: 

Line-of-business databases, such as SAP financial systems and Siebel customer relationship management systems, which require specialized training and permissions to access and use

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Enterprise project resource files, which also require specialized access

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Locally hosted and managed team and document collaboration sites

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Individual users’ hard disks and minds

Existing collaboration tools do not connect these information sources: 

Top-down monolithic solutions, which provide control in the form of centralized management and administration, have proven hard for businesspeople and end users to utilize, because the tools lack the flexibility and agility to work together and get work done.

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Bottom-up, isolated solutions serve the short-term purpose of allowing end users and businesspeople to work together, but they create other islands of information that are disconnected from the rest of the enterprise. As a result, businesses suffer because users are unlikely to discover information, use and reuse it, and share it across other teams and projects. Such isolation also is less than ideal from an information technology (IT) perspective, because those offline systems are not backed up and, therefore, are unlikely to be restored in an outage. They are vulnerable to virus attacks and cannot be archived.

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Both top-down and bottom-up solutions still exclude the end user — even though 80 percent of an organization’s information lives on individual hard disks and in personal files. And studies have shown that employees get 50 percent to 75 percent of their relevant information directly from other people.1

The challenge to businesses is huge. Currently, many business users make critical decisions about individual and team productivity, revenue generation, and cost reduction without incorporating key pieces of information; it’s usually just too difficult to get the information using current tools. In addition, when IT departments need to corral information from disparate sites, sources, resources and formats, they either lack the tools they need to aggregate, organize and expose that information to the rest of the company in an easily usable manner, or the available tools are difficult to use. In addition, the available ongoing administration and maintenance tools require expensive programming expertise. Furthermore, developers — both in-house and partners — often are asked to tie together information to build custom applications from hundreds of back-end sources, but they frequently lack the myriad skills that are required to tap those stores. Few developers have the knowledge to access the many back ends and 1

“The Knowledge Worker Investment Paradox,” Gartner Inc., July 17, 2002

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protocols that exist. Custom applications also introduce the specter of ongoing support, maintenance and upgrading. Finally, end users have difficulty using the specialized information access tools; they want the familiar applications that they use every day, such as Microsoft® Office, the Microsoft Outlook® messaging and collaboration client, and Web browsers. Clearly, a need exists to aggregate all of the information from back-end sources — enterprise project resources, line-of-business databases, team collaboration sites and individual end-users’ desktops — to make it accessible to everyone in an organization. This would allow the following: 

Business users could make more informed decisions by having all of an organization’s information readily available.

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IT departments would have a simple method to manage, administer and track IT-hosted, business-userand end-user-focused sites and resources.

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Developers could use a common platform with easily understood services and tools to unlock information tied up in multiple back-end stores.

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End-users could employ the tools that they are accustomed to using to do their jobs. Microsoft SharePoint™ Products and Technologies provide the ability to connect people, processes and data from a single aggregative console, taking advantage of user-friendly Web services and applications. SharePoint Products

and Technologies deliver highly scalable collaboration solutions with flexible deployment and management tools; provide out-of-the-box value to business users and end users; and serve as a platform for developing extended applications for IT and corporate developers. Microsoft Windows® SharePoint Services delivers sites for team collaboration, productivity and information-sharing, facilitating large numbers of smart teams. Microsoft Office SharePoint Portal Server 2003 connects these sites, people, knowledge and business processes to facilitate smart organizations. SharePoint Portal Server 2003 enables organizations to create and manage team and personal sites, seamlessly integrate with previously disconnected sites, and collaborate with one another. Customers are able to locate and organize applications, teams and people, as well as integrate and provision collaboration sites from one place. In addition, SharePoint Portal Server 2003 can serve as a large and flexible enterprise solution through which users can access contextually relevant information. Customers receive personal sites with public and private views, as well as a rich team collaboration experience with Office 2003 and knowledge management tools across personal, team and enterprise spaces.

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SharePoint Portal Server 2003 is built on Windows SharePoint Services, the engine for creating SharePoint sites that enable information sharing and document collaboration, increasing individual and team productivity. It is a key piece of the Information Worker Infrastructure that Microsoft Windows Server™ 2003 delivers and provides additional team services and sites to Office 2003 and other desktop applications, as well as providing a platform for application development. Both Windows SharePoint Services and SharePoint Portal Server 2003 sites take file storage tasks, such as saving and sharing information, to a new level. They provide communities for team collaboration, empowering users to work together on documents, tasks, contacts, events and other projects. They enable team and site managers to easily manage site content and activity, and the environments are designed for straightforward and flexible deployment, administration and application development. Together, SharePoint Products and Technologies deliver highly scalable collaboration solutions with flexible deployment and management tools. They provide out-of-the-box value and serve as a platform for development of extended applications. Windows SharePoint Services delivers sites for team collaboration, productivity and information-sharing, facilitating large numbers of smart teams. SharePoint Portal Server 2003 connects these sites, people, knowledge, and business processes to facilitate smart organizations.

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Introducing Microsoft Office SharePoint Portal Server 2003 Welcome to the Microsoft Office SharePoint Portal Server 2003 customer guide. This guide provides an overview of the collaboration solution that SharePoint Portal Server 2003 offers and design goals of the product, a description of the new and improved product features, and a hands-on tour of the main feature areas. The purpose of this document is to give customers a solid understanding of the design goals and feature set for SharePoint Portal Server 2003 and a familiarity with the product implementation. This release of SharePoint Portal Server 2003 takes full advantage of the new Windows Server 2003 operating system technologies and the Microsoft .NET application development framework, which is delivered as part of Windows Server 2003. This development work has greatly increased the reliability and scalability of the portal to allow even the largest organization to deploy one platform that supports people, teams and the enterprise as a whole. SharePoint Portal Server 2003 is built on top of Windows SharePoint Services (previously called SharePoint Team Services from Microsoft), providing rich collaborative functionality throughout. This tight integration makes the creation of, participation in and management of team-based applications a seamless experience.

Resources Available for Customers Many resources are available to help you use SharePoint Portal Server 2003. The following resources also are available: •

Online documentation is available to help install SharePoint Portal Server 2003 along with the Tour section of this document.

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The SharePoint Products and Technologies Web site, at http://www.microsoft.com/sharepoint/, offers a variety of white papers and other resources.

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The Microsoft MSDN® Web site offers numerous technical resources from a developer perspective about SharePoint Products and Technologies at http://msdn.microsoft.com/sharepoint/.

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The Microsoft TechNet Web site provides a clearinghouse of resources to help you deploy, maintain and support SharePoint Portal Server 2003 at http://www.microsoft.com/technet/.

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SharePoint Portal Server 2003 is tightly integrated with Windows Server 2003 and the Microsoft Office System business productivity applications. To obtain customer guides for these products, please contact Microsoft.

Microsoft encourages you to use these documents as aids in installing and using SharePoint Portal Server 2003. Microsoft Office SharePoint Portal Server 2003

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Product Overview Microsoft Office SharePoint Portal Server 2003 was designed with the following goals in mind for mediumsized to large enterprise organizations: integration, collaboration, and personalization and customization. It enables organizations to develop an intelligent portal that seamlessly connects users, teams and knowledge so people can leverage relevant information across business processes to help them work and collaborate more efficiently. To meet the scalability and performance requirements for medium-sized to large organizations, SharePoint Portal Server 2003 was designed to scale to 1 million users registered simultaneously in Active Directory® and perform with 250 pages per second throughput. At the foundation of SharePoint Portal Server 2003 is Windows SharePoint Services, which SharePoint Portal Server 2003 leverages to create portal pages for people, information and organizations. Windows SharePoint Services is the engine for creating Web sites that enable information-sharing and document collaboration, increasing individual and team productivity. It is also a key piece of the Information Worker Infrastructure that Windows Server 2003 delivers, providing team services and sites to Microsoft Office System desktop programs, as well as serving as a platform for application development. SharePoint sites take file storage tasks, from saving to sharing information, to a new level. They provide communities for team collaboration, empowering users to work together on documents, tasks, contacts, events and other projects. They enable team and site managers to easily manage site content and activity, and the environments are designed for straightforward and flexible deployment, administration and application development. Ultimately, Windows SharePoint Services delivers sites for team collaboration and productivity, facilitating large numbers of smart places. SharePoint Portal Server 2003 connects these places, people, knowledge, and business processes to facilitate smart organizations. Although these sites are specific to SharePoint Portal Server 2003, they utilize technologies such as Web Parts and Document Libraries that the Windows SharePoint Services platform delivers. This solution provided by SharePoint Products and Technologies greatly reduces the time and cost associated with development, training and support. SharePoint Portal Server 2003 further extends the capabilities of Windows SharePoint Services sites with its organization and management tools, and it enables teams to share their site information with an entire organization. Organizations can enable users to create and manage their own rich and easy-to-build SharePoint sites and allow these sites to be discovered throughout the organization. Moreover, SharePoint Products and Technologies add entire classes of functionality to the enterprise, connecting people, teams and knowledge across business processes. SharePoint Portal Server 2003 integrates information from various systems into one solution with extremely flexible deployment options and management tools. Organizations can start small with one server and then build their portal presences by using a division-driven, bottom-up deployment methodology. When additional capacity is needed, they can simply increase the number of servers with services to meet the demand. Alternatively, it is also possible to implement a top-down deployment portal structure, with federated portal services to meet the needs of Microsoft Office SharePoint Portal Server 2003

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organizations of any size. Organizations can accomplish this by installing SharePoint Portal Server 2003 in a server farm configuration using a multitiered architecture.

Integration: Putting Information to Work SharePoint Portal Server 2003 enables a single point of access to multiple systems such as Microsoft Office System programs, business intelligence and project management systems, and existing line-of-business applications, including third-party and industry-specific applications such as those from SAP AG, PeopleSoft Inc. and Siebel Systems Inc. The portal is built on a scalable, highly distributed architecture with flexible tools for deployment, development and management, enabling it to grow with an organization’s needs. The overall portal integration features allow users to harness information to make better use of their existing corporate data. Users can extract and reuse timely and relevant information from systems and reports and quickly locate and access documents, projects and best practices from across the company. In addition to its search technology (developed by Microsoft Research), which provides the most accurate relevancy-ranked search results available, the portal enables users to organize documents and information by topic and browse for relevant content. To help users make better use of the data, alerts automatically notify users when information has been added or changed. The latest version of SharePoint Portal Server 2003 continues to enhance integration with Microsoft Office System programs. Users can create document and meeting sites from Microsoft Office Outlook 2003, and collaboration around live documents stored in SharePoint sites is enabled directly in Microsoft Office System programs. Other SharePoint site information, such as task lists, links and team member presence, is also available in Microsoft Office System program task panes.

Collaboration: Connecting Collaborative People and Spaces SharePoint Portal Server 2003 provides a powerful collaboration environment for individuals, teams and divisions. It enables organizations to aggregate, organize, find and provision SharePoint sites across the enterprise. SharePoint sites for teams, documents and meetings also can be extended to customers and partners, augmenting the reach and efficiency of existing collaboration methods. SharePoint Portal Server 2003 further facilitates end-to-end collaboration by delivering familiar document and content collaboration tools. Document versioning, approval workflow, check-in and checkout, document profiling, and publishing facilitate easy collaboration on documents, projects and tasks. In addition, SharePoint Portal Server 2003 enables information workers to easily find and leverage people, teams and existing best practices instead of duplicating the work of others.

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Personalization and Customization: Tailoring and Targeting Information to Be More Productive SharePoint Portal Server 2003 enables IT departments and users to customize and personalize the portal experience. Relevant content, such as line-of-business and Microsoft Office System programs, Web services, news, sales and other company data, is delivered to the portal through Web Parts. Users inside an organization can use the Web Part galleries to add information to a portal site such as a My Site without extensive Web development knowledge. They also can personalize the organizational or divisional pages within secure boundaries set by IT departments, and the portal remembers those views and displays them from any computer that the user accesses. In addition, IT departments can “lock down” specific Web Parts or page zones to enable specified users to control content. Organizations can also use the portal to distribute important information to all employees. The portal also enables users to find relevant information quickly through customization and personalization of portal content and layout, as well as by Audience Targeting. Audience Targeting enables delivery of information and updates via notifications or Web Parts to individuals based on their organizational roles, team memberships, interests, security groups or any other definable membership criteria. Users can create and manage personal sites called My Site and personalize them with Web Parts, links that they choose to share with colleagues, and links that they maintain for personal use.

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Top 10 Product Benefits SharePoint Portal Server 2003 brings these top 10 benefits to an organization:

1. A complete view of a business Users can access all the information, documents and applications that they use throughout the day through SharePoint Portal Server 2003. They can find and reuse timely and relevant information from systems and reports, and quickly locate and access documents, projects and best practices by searching or browsing — all through the portal. Web Parts enable users to assemble a view of complementary information from multiple sources, so they can view customer information from customer relationship management (CRM) systems, Outlook, file shares and Web sites, all at the same time.

Figure 1. Portal Home Page

2. Relevant information at the user’s fingertips SharePoint Portal Server 2003 enables users to be more productive by providing immediate access to up-todate, relevant information. Users can organize all the information, documents and applications that they access throughout the day in a single view on their My Site. With single sign-on, SharePoint Portal Server 2003 provides direct access to those sections of an application that users are most interested in, without requiring them to remember a password. Audience Targeting enables IT managers to customize an experience for the user based on a specific role, hierarchy or interests, pushing relevant news, links, documents, applications and Web services to the user’s portal. And users can sign up for alerts to find out when information has been created or updated anywhere inside the portal.

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Figure 2. Private view of a My Site page

3. Sharing knowledge across an organization SharePoint Portal Server 2003 makes it easy for business units, teams and individuals to contribute content to the portal. Business units can integrate their SharePoint Portal Server 2003 portal into the enterprise portal, enabling them to share knowledge with other business units. Teams can easily make the content in their SharePoint sites discoverable through the portal by browsing or searching. And users can publish documents and best practices to the rest of the organization by adding them to the public view of their personal sites.

4. Finding and leveraging an organization’s intellectual capital The industry-leading search technology (developed by Microsoft Research) in SharePoint Portal Server 2003 lets users locate documents, project plans and best practices in file shares, Web sites, Microsoft Exchange Server Public Folders, Lotus Notes, Windows SharePoint Services sites and databases instead of having to re-create existing information. And users can find more than just documents and Web sites; SharePoint Portal Server 2003 provides access to the people and teams that contribute knowledge to an organization. Links take users to My Sites and SharePoint sites so they can investigate other contributions from the experts. Users can also organize information, documents and sites, enabling them to find a wealth of relevant information by browsing.

5. Finding, aggregating and provisioning SharePoint sites SharePoint Portal Server 2003 leverages Windows SharePoint Services sites to create portal pages for people, information and organizations. The portal becomes a collaborative experience by extending the capabilities of Windows SharePoint Services sites, enabling users to organize, manage and provision SharePoint sites from the portal. Teams can also publish information in their sites, sharing their best practices with the entire organization.

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Figure 3. SharePoint Portal Server Site Directory

6. Creating self-service portals SharePoint Portal Server 2003 enables users to create self-service portals for employees, partners and customers. Employees can access human resources (HR) systems and sign up for benefits using the same portal that they use every day to access people, teams and knowledge. Because SharePoint Portal Server 2003 is so easy to use, organizations can deploy it as an extranet and enable customers and partners to place and track their own orders or search for support documents, improving customer satisfaction while reducing support costs.

7. Automation of business processes SharePoint Portal Server 2003 helps relevant information find those who need it through Alerts and Audience Targeting. Alerts notify users when any relevant document, SharePoint site, person or application has been added or changed. SharePoint Portal Server 2003 can even alert users when a specific expert or team adds new information to the portal. Audience Targeting enables IT groups to push relevant information and applications to a group of users with similar job roles, titles or interests. Audiences can be created from Microsoft Active Directory, distribution lists, hierarchies or any other criteria that users define.

8. Speeding adoption by using familiar interfaces and tools New technologies often fail because they are too hard to use, and few employees have time to attend lengthy training courses. SharePoint Portal Server 2003 speeds user adoption and lowers training costs by using a familiar browser interface and allowing users to perform portal tasks such as provisioning a Document Workspace, searching the portal from within Microsoft Word and receiving portal alerts in Outlook in their Microsoft Office System programs. IT professionals can create Web Parts that expose information, applications and Web Services by using familiar tools such as Microsoft Visual Studio® .NET and Microsoft Office FrontPage® 2003.

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9. Reduced development time and cost with out-of-the-box portal services Users can deploy SharePoint Portal Server 2003 right out of the box without any additional development work. Portal services such as search, SharePoint site management, topics and news, and My Sites are available immediately. Web Parts that provide read/write access to applications such as Microsoft Excel also are available right out of the box, lowering development costs.

10. Easy deployment with flexible options Regardless of whether an organization wants to take a top-down or bottom-up deployment approach to portal development, SharePoint Portal Server 2003 has a model that fits its needs. The portal is built on a scalable, highly distributed architecture that can be deployed on a single box or server farm. Users can link Windows SharePoint Services sites, business unit portals and the enterprise portal at any time, enabling knowledge to be shared across an organization. What’s more, through shared services, users can deploy enterprise-wide services such as search, indexing, audience management, and My Site hosting in one central place and then consume them from other portal sites.

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Top 10 Product Improvements The following list provides an overview of the top 10 product improvements for those upgrading to SharePoint Portal Server 2003 from SharePoint Portal Server 2001. Subsequent sections provide a detailed list of all new product features.

1. Out-of-the-box portal experience As with SharePoint Portal Server 2001, installing SharePoint Portal Server 2003 results in a full-featured portal offering right out of the box. However, SharePoint Portal Server 2003 improves the out-of-box experience with new functionality, including news; sites directory; topic areas; personal sites (My Site); Audience Targeting; easy searching and browsing to find people, teams and information; and site provisioning to provide the necessary structure to create connected collaboration spaces, all making for a great new portal experience. Because SharePoint Portal Server 2003 is built on top of Windows SharePoint Services, customers will receive the many collaborative features found in Windows SharePoint Services sites right out of the box as well.

2. Performance, scalability and Web farm deployments SharePoint Portal Server 2003 supports a distributed architecture and optimal portal performance by offering flexible deployments through the ability to support server farms with distributed job servers, database servers, search and indexing functionality, and multiple Web front ends. Through Shared Services, enterprise-wide services such as searching and personal sites can be provided from one central location and consumed in multiple portal farms. In addition, SharePoint Portal Server 2003 can scale to 1 million users registered simultaneously in Active Directory and perform with 250 pages per second throughput.

3. Personal sites (My Site) My Sites have a private view so that users are able to access personal content such as unfinished documents and customized news and links, as well as a public view that enables users to publish content such as presentations and finished reports to other users. Public profile information can be synchronized from directory sources such as Active Directory to allow users throughout an organization to find the expertise necessary to accomplish business tasks.

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Figure 4. Public view of My Site

4. Integration of line-of-business applications with the portal The deep integration between Microsoft BizTalk® Server and SharePoint Portal Server 2003 means that IT managers can easily leverage any of the more than 300 available BizTalk Server application connectors. SharePoint Portal Server 2003 delivers rich code samples for applications from vendors such as SAP, Siebel and PeopleSoft.

5. Single sign-on SharePoint Portal Server 2003 provides content and access to applications based on user credentials that are stored in SharePoint Portal Server 2003. Single sign-on allows the mapping of account credentials so that users do not have to sign on again when portal-based applications retrieve information from business applications such as third-party enterprise resource planning and CRM systems.

6. Web Part pages and managed .NET Object Model and Web services SharePoint Portal Server 2003 provides additional Web Parts and Web Part flexibility through personalization and the ability of end users to customize portal pages in ways that make sense for them by simply dragging and dropping Web Parts onto a page. With FrontPage 2003, there is full support for Web Parts and Web Part pages, including adding, editing, and customizing Web Parts, Web Part zones, and custom Web Part pages inside SharePoint Portal Server 2003. SharePoint Portal Server 2003 is built on Microsoft ASP.NET, which dramatically reduces the number of lines of code necessary for similar operations with ASP, in addition to being more responsive, scalable and secure. In addition, customers will find many Web Parts to choose from in the Web Parts galleries that ship with SharePoint Portal Server 2003, as well as online at http://www.microsoft.com/sharepoint/.

7. Topics SharePoint Portal Server 2003 includes topics that provide intuitive navigation for finding and browsing all types of content, from documents and people to sites based on Windows SharePoint Services. A document or Microsoft Office SharePoint Portal Server 2003

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link can appear in several topics, and topics can include documents stored in SharePoint Portal Server 2003 and links to information from additional content sources. Topic security is hierarchical as well as distributed and granular so subject matter experts can own and publish the topics most relevant to them.

Figure 5. SharePoint Portal Server Topic Page

8. Active Directory integration and Office integration SharePoint Portal Server 2003 uses Active Directory searches (or “crawls”) to capture user profiles. Once those are stored, users can add profile information and also create alerts to see when those subscribed publish or change information. Users can manage their profile information from the portal. Users can move seamlessly between desktop programs. They have the ability to create and manage sites such as Document Workspaces, add news and events, search, and receive notifications in their browser. Users have a better experience with Microsoft Office XP than with previous versions of Office because of check-in/check-out from Office programs and World Wide Web Distributed Authoring and Versioning (WebDAV)-accessible sites. Finally, the Office suite integration with Microsoft Office System applications provides the best user experience with features such as uploading multiple documents, editing lists in grid mode and creating custom lists from a spreadsheet.

9. Search SharePoint Portal Server 2003 provides a full-text search option to search document text and document properties for the keywords that the user enters. Not only can users search for information, but they can browse and search for people, teams and other sites on the portal.

10. Key Windows SharePoint Services-shared features SharePoint Portal Server 2003 includes document libraries in Personal sites, Team sites and Topic Areas. These support the full features of SharePoint document libraries including versioning, simple routing and approval functionality. Users can check in and check out documents as well as revert to previous document Microsoft Office SharePoint Portal Server 2003

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versions, all from their familiar productivity applications. SharePoint Portal Server 2003 also offers rich lists for calendar items, announcements, links and tasks, and custom lists providing flexibility and usability for all purposes. In addition, Windows SharePoint Services provides Meeting and Document Workspaces for document discussion and meeting items. These sites, created using tested templates, allow organizations to work together better and can be created directly in Office 2003 programs.

Figure 6. Windows SharePoint Services Team Site

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SharePoint Portal Server 2003 Features Integration Features •

Users can access line-of-business applications (including third-party and industry-specific applications), project management systems, business management systems and Microsoft Office System applications through the portal, with single sign-on capabilities.

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SharePoint Portal Server scales and manages portals for the largest organizations, integrating previously disconnected Web sites into one consistent experience.

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Information can be organized, managed and secured by topic; users can browse or search for that information.

Table 1. Integration Features

Feature Description .NET platform integrates information from various systems into one solution. Team sites are integrated with the portal because they can be provisioned Team sites directly from the portal and appear in the site registry for easy New discoverability and scheduled indexing. Team sites can be connected to the portal to enable such things as searching the portal from the team site, clicking on names in the team site to get to user profile pages in the portal, and inserting simple links to add information from the team site to categories and personal sites on the portal. SharePoint Portal Server 2003 performs Active Directory crawls to Active Directory integration capture user profiles. Once those are stored, users can add profile New information and also create alerts to profiles to see when their subscribed person publishes or changes information. Users can manage their profile information from the portal. This integration easily helps users create Audiences from existing distribution lists and security groups. SharePoint Portal Server 2003 centralizes information from different .NET Enterprise systems by using the .NET platform, Visual Studio .NET, ASP.NET, New Common Language Runtime, Web Forms and Web Part pages, and a secured infrastructure. ASP.NET dramatically reduces the number of lines of code required to do ASP.NET similar operations with ASP, in addition to being more responsive, New scalable and secure. ASP.NET has many new features that make developing portal applications easier. For example, session states now work in a server farm running SharePoint Portal Server 2003, and ASP.NET code makes it much easier to both service and initiate Simple Object Access Protocol (SOAP) application programming interface (API) calls, allowing customers to leverage SharePoint Portal Server 2003 collaborative services in their applications. In SharePoint Portal Server 2003, groups can be used to control access Group-based security to content. SharePoint Portal Server 2003 also offers the option of denying a user access to pages, sites and libraries based on group membership or role. Flexible people profile schema New

By providing a directory of people that is searchable, relational and updatable, SharePoint Portal Server 2003 delivers a method to leverage people and skill sets. People profiles include not only organizational information such as contact information but also published information such as related links and recent documents shared by the profile owner. Profile properties can also be imported from Active Directory.

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Feature BizTalk application adapters

Description Deep integration with BizTalk allows developers to easily access any of the more than 300 available application connectors via Web services New calls. SharePoint Portal Server 2003 delivers rich code samples for applications from vendors such as SAP, Siebel and PeopleSoft. SharePoint Portal Server 2003 provides content and access to Single sign-on and applications based on user credentials that are stored in it. This allows credential mapping users to go to one location to get all the information that is important and New relevant to them. Single sign-on allows the mapping of account credentials so users do not have to sign on again when portal-based applications retrieve information from business applications such as thirdparty enterprise resource planning and CRM systems. SharePoint Portal Server 2003 provides enterprise business solutions that grow with an organization’s needs. SharePoint Portal Server 2001 provided Topics by which to organize and Topics discover content. This functionality is enhanced in SharePoint Portal Enhanced Server 2003 with Topics that provide intuitive navigation for finding and browsing all types of content, from documents to people to sites based on Windows SharePoint Services. Each Topic can have a fully functional Windows SharePoint Services site associated with it so users can use Windows SharePoint Services to manage their collaboration while highlighting documents and links on the flexible Topic page. Topic security is hierarchical as well as distributed and granular to allow subject matter experts to own and publish the Topics that are most relevant to them. The topic hierarchy is flexible and can be reorganized by simply dragging Flexible topic hierarchy and dropping the whole or parts of the topic hierarchy. Top-level Topics New are added to the portal navigation for quick links to the Topics the organization uses most. In SharePoint Portal Server 2001, users were able to distribute searching Scalable, distributed and indexing functionality to create a distributed architecture. SharePoint architecture Portal Server 2003 supports more growth options and a distributed Enhanced architecture by providing support for flexible deployments through the ability to support server farms, distributed job server and database server, distributed search and indexing functionality, multiple Web front ends, integration with team sites, and a centralized jumping-off point for all the decentralized team sites and resources in the enterprise. Through Shared Services, enterprise-wide services such as search and personal sites can be provided from one central location and consumed in multiple portal farms. Availability is improved by the use of a flexible architecture using multiple Increased availability servers, by the availability services provided in the Windows Server Enhanced System, and by the improved management functions included in SharePoint Portal Server 2003. A farm can be administrated from a sophisticated Web-based user Scalable, multiserver interface (UI) that shows the membership and roles of the entire farm. topology management Administration is consistent throughout SharePoint Products and New Technologies. Distributed security Enhanced

SharePoint Portal Server 2003 takes the ability provided in SharePoint Portal Server 2001 to distribute security on a folder-by-folder basis one step further. Ownership of the portal hierarchy can be distributed throughout the organization to topic matter experts for the most efficient administration of content and layout.

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Feature Scalable, multiserver indexing and query handling New

Description SharePoint Portal Server 2003 functionality can be distributed to multiple servers to allow flexibility of architecture and optimization of services. Front-end SharePoint Portal Server 2003 servers can provide access to the portal, while back-end servers run gathering and indexing.

SharePoint Portal Server offers easy access to relevant information across multiple systems. SharePoint Portal Server 2003 provides a full-text search option to search Full-text search document text and document properties for the keywords that the user Enhanced enters. SharePoint Portal Server 2003 finds all documents that match the search and returns a list of results. For a more specific search, users can use the Advanced Search option to find search criteria in specific document properties, such as author. Users can also use a search scope to search only a specific set of documents, such as a folder for press releases or a supplier’s Web site. In SharePoint Portal Server 2003, searching is enhanced by being able to search more sources, such as people. By using a wizard to add a content source, administrators have greater Content sources control of how content is indexed, can identify the location of the content Enhanced that should be made available for searching, and can link that content to the portal site. SharePoint Portal Server 2003 then indexes information from each content source for quick searches from the portal site. The addition of content sources makes the portal site the easiest place to find information, regardless of the content’s location or format.

Topic Assistant Enhanced

Document profiles

Highlights and Best Bets Enhanced

Ranking Enhanced

Categorizing documents can be a time-consuming task. To simplify the process, SharePoint Portal Server 2003 provides an automated categorization tool called the Topic Assistant. After the user has categorized a few representative documents for each category, the Topic Assistant compares those sample documents with the uncategorized documents and then automatically selects the best category matches. The Topic Assistant also continues to learn and suggest items for each Topic. Document profiles offer a way to add searchable information to help describe or identify a document more clearly. By default, a profile includes basic properties such as author and title. Users can easily add custom properties such as account number or project manager to capture additional information that makes it easier to organize and find documents in an organization. This feature enables users with appropriate permissions to tag individual documents or pages as most appropriate for specific queries or areas. The Highlights feature makes items visible either by displaying the specially tagged documents prominently when browsing categories or by advancing them as Best Bets at the top of the search results list. The management tools for keyword Best Bets are easy to use and intuitive for the end users and Topic owners. SharePoint Portal Server 2003 offers an advanced probabilistic ranking algorithm, based on information retrieval achievements by Microsoft Research. This algorithm guarantees that the documents most relevant to a user’s query are returned at the top of the list of search results, providing increased user efficiency and satisfaction.

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Feature Schema support Enhanced

Notifications on the portal and e-mail rollups New and Enhanced

Alerts for people, news, topics, documents, Windows SharePoint Services folder, lists items and Site Directory Enhanced Crawling wide range of sources Enhanced

.NET Query provider Enhanced Grouping results by author, site, date and category New Pinning New

Description SharePoint Portal Server 2003 provides simplified schema management facilities that are compatible with Office 2003 through the use of promotion and demotion. Users define document profiles and associated properties. The SharePoint Portal Server 2003 search service can then automatically identify and index new schema elements to make those schema elements mappable and searchable. Users can specify to receive immediate, daily or weekly Alert Results rollups for content included in the portal site index. New capabilities include alerts about people, news, lists, list items and the Sites Directory. SharePoint Portal Server 2003 has updated capabilities for categories, search queries, documents and backward-compatible document libraries.

It is possible to receive alerts for a variety of atomic portal items. Users can request alerts about a person who is relevant to their work and be notified any time that person publishes a new document or changes his or her profile. SharePoint Portal Server 2003 provides enhanced alert capability through the ability to summarize alerts on the user’s personal page, as well as the ability to subscribe to a person. SharePoint Portal Server 2003 has additional searching (or “crawling”) capabilities that are enhanced over those provided in SharePoint Portal Server 2001. SharePoint Portal Server 2003 uses protocol handlers and the gatherer to crawl and provide searching over data from diverse content sources. Out of the box, SharePoint Portal Server 2003 can crawl documents from these sources: • Windows SharePoint Services sites • Hypertext Transfer Protocol over Secure Socket Layer (HTTPS) sites • File systems • Web sites • Computers running Exchange 2003 Server, Exchange 2000 Server and Exchange Server 5.5 • Lotus Notes servers • Other SharePoint Portal Server 2003 workspaces SharePoint Portal Server 2003 also can search any content source that can be accessed programmatically via the search software development kit (SDK) protocol handler extensions. SharePoint Portal Server 2003 uses Structured Query Language (SQL) full-text extensions. Queries are submitted using SOAP. More information can be found in the SharePoint Portal Server 2003 SDK. SharePoint Portal Server 2003 search functionality is sortable, thorough and integrated. Users can collapse or expand the results by site while pivoting the view by date, person or site. Search results return all results necessary for information workers to find and leverage information. Every item can be tagged to My Site so that a link for all pinned items appears on My Site. This allows users to easily store links of all items of interest in one location.

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Feature iFilters for Office, Microsoft Visio®, Microsoft Publisher, MIME, XML and HTML content Enhanced

Adaptive crawling Enhanced

Word breakers Enhanced

Description SharePoint Portal Server 2003 includes additional iFilters. The iFilters shipped with the product include filters for Office documents, Visio, Publisher, HTML files, Extensible Markup Language (XML) files, Tag Image File Format (TIFF) files and text files. The TIFF filter enables SharePoint Portal Server 2003 to crawl the textual content of saved fax data based on optical character recognition (OCR) technology. SharePoint Portal Server 2003 uses the Multipurpose Internet Mail Extensions (MIME) filter that ships with Windows 2003 when filtering messages from Exchange public folders. SharePoint Portal Server 2003 also supports third-party and custom file types, such as the Adobe Portable Document Format (PDF) filter. Adaptive crawling goes one step further than reviewing the time stamp on documents. During crawls, the algorithm for adaptive crawling gathers statistics about the rate of change for each document. In subsequent adaptive crawls, the algorithm targets only documents that are likely to have changed, which results in lower consumption of network bandwidth. In addition to the word breakers provided with SharePoint Portal Server 2001, SharePoint Portal Server 2003 includes word breakers for Brazilian, Czech, Finnish, Hungarian, Polish, Russian and Turkish. Word breakers allow SharePoint Portal Server 2003 to provide high-quality fulltext indexing and query support for multiple languages.

Collaboration Features • • •

Wizard-based administration enables information workers to create SharePoint sites and invite coworkers, partners and customers to join with appropriate levels of access. Users can search file servers, Web servers, Exchange public folders, Lotus Notes and databases for relevant information. Users can check in and check out content, create new Document Workspaces, and see member presence information from Microsoft Office System applications or the Web front end. Automatic versioning, approval routing, profiling and metadata capturing of documents facilitate content collaboration.

Table 2. Collaboration Features

Feature Description SharePoint Portal Server 2003 helps facilitate end-to-end collaboration. Web sites based on Windows SharePoint Services New Add/delete/edit site to Sites Directory New

SharePoint Portal Server 2003 allows users to create Web sites based on Windows SharePoint Services directly from the portal. These sites provide a place on the intranet where teams can communicate, share documents and work together on a project. The Sites Directory included with SharePoint Portal Server 2003 provides a “white-pages” view of all the sites important to an organization. Users can enter sites, and SharePoint Portal Server 2003 provides a link to all team sites that have been provisioned from the portal.

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Feature Description SharePoint Portal Server 2003 facilitates individual empowerment. Windows SharePoint Services allows users to create a Web site by selecting a Rich site template template that best suits the project. SharePoint Portal Server 2003 includes a New diverse collection of templates to meet business needs. Users can create sites to facilitate document collaboration, meeting organization, teams or projects. Users also can create personal sites. By default, each site template features a custom set of collaboration features from Windows SharePoint Services. Team sites can be created directly from an Office 2003 document or from a Creating sites from portal page. The SharePoint Portal Server 2003 provisioning of team sites Office 2003 or from allows these options: portal • Aggregation and location of team sites New • Reuse of Windows SharePoint Services Web Parts • Use of existing collaboration methodologies such as e-mail and virtual teleconferencing Individuals can customize any existing team site; their individual changes are Personalization of stored as part of their user profiles and will be available during subsequent visits Windows SharePoint to the site. Services sites New Rich site support (save to, drag and drop any list type) New

The UI is modeled after the traditional ease of use found in Web-based applications. With minimal or no training, users can create, post and find information while working in a productive, collaborative way with their colleagues.

SharePoint Portal Server 2003 allows users to create team community through a single place to capture ideas, information, communication and documents. Users can upload one or many files into a SharePoint Portal Server 2003 list Multiple file upload through the multiple file upload feature. New Rich list editing features Enhanced Web storage systembased document libraries

Discussions

SharePoint Portal Server 2003 builds on the great list capabilities of SharePoint Portal Server 2001, enabling the rapid capture and editing of team contact lists and the creation of discussions, surveys and Document Libraries. These capabilities allow for the easy creation of digital workplaces that facilitate collaboration among teams. The Web storage system Document Library features in SharePoint Portal Server 2001 (such as versioning, check-in and checkout, document publishing, and approval routing) also are available in the document management portion of SharePoint Portal Server 2003. Through Web discussions, users can conduct online discussions about a document without modifying it. Instead of using e-mail to discuss a document or trying to capture conversations about a document, authors and reviewers can now communicate with each other through Web discussions. Simultaneous discussions about a document can occur even if one person has the document checked out. Comments and replies are grouped and stored as threaded conversations.

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Feature Description SharePoint Portal Server 2003 assists managers by aggregating information and customizing content and layout of information relevant to the team. Topic and area owners, and team site managers can organize their site and Web Parts area pages to best suit the project at hand. With simple drag-and-drop Enhanced technology, a manager can easily populate a team home page with the documents, lists and Web site links that the team needs to be effective. SharePoint Portal Server 2003 provides additional Web Parts and Web Part flexibility through personalization. FrontPage 2003 offers full support for Web Parts and Web Part pages including adding, editing, and customizing Web Parts, Web Part zones, and custom Web Part pages. A new XML data view Web Part brings data from external sources, such as databases and Web Services, into SharePoint sites. In addition, developers can build reusable components, and end users can easily implement those components and customize Web pages within the standards that their IT staff has developed without needing extensive knowledge of Web publishing methods. A feature of SharePoint sites is the ability to create rich surveys whose results Surveys are automatically calculated and made available. Users now have the ability to New select all answers that apply to a survey question or to respond on a rating scale. SharePoint Portal Server 2003 includes a Document Library that supports Document libraries versioning, routing and approval functionality. Users can check in and check out Enhanced documents as well as revert to previous document versions, all from their familiar productivity applications. Thumbnail views of pictures are now supported in SharePoint Portal Server Picture libraries 2003 lists. New

New

Users can use familiar Excel commands such as Fill when editing a list. This feature facilitates the editing of list and Document Library metadata by enabling users to edit list data in a familiar Excel grid mode format.

Creating a list from a spreadsheet

Custom lists can be created from Excel spreadsheets by using the spreadsheet data as the source of columns and choices.

Editing in grid mode

Personalization and Customization Features •

Portal pages are tailored for each user based on their identity and role. Navigation bars change to display relevant options on each portal page based on user permissions.

•

Content can be targeted in Web Parts for the organization, division, audience or individual.

•

Users can personalize content and layout of SharePoint sites by using the familiar functionality of Webbased tools, such as drag-and-drop.

Table 3. Personalization and Customization Features

Feature Description SharePoint Portal Server 2003 helps empower employees by enabling end-user personalization of content. SharePoint Portal Server 2003 stores a personalized view of the portal for each Personalized views user. This enables the user to configure the site in the way that works for him or New her and to access the same view and layout in each portal visit.

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Feature Customized layout Enhanced

Personalized selection of Web Parts Enhanced

Alerts Enhanced

Alerts integration with Outlook New My Site

Description In SharePoint Portal Server 2001, the dashboard provided one set of zones in which to place Web Parts. SharePoint Portal Server 2003 delivers new page design and layout features that allow users to customize SharePoint sites exactly as they need them. It offers full support for Web Parts and Web Part pages including adding, editing and customizing Web Parts, Web Part zones and custom Web Part pages. This allows for flexible design within a page instead of the traditional three-column view. In SharePoint Portal Server 2001, personalization was limited to Web Part login awareness and the Personal Dashboard page. Now users can add Web Parts to the Web Part pages for which they have personalization rights, and they can overlay fixed pages with their own customizations. Because the Web Part library is owned and maintained by a central IT organization, the Web Parts available to end users can be tested before end users implement them. In addition, the portal administrator can lock down certain pages or Web Parts that are necessary for each user so that he or she has a consistent Web experience. Users are notified of changes made to items to which they have subscribed, including documents, sites, people, news, lists, list items and the Sites Directory. Users can decide whether alerts should be sent via e-mail and if they should receive a notification for each change or a daily summary. Alerts, previously knows as Subscription Notifications, sent from SharePoint Products and Technologies via e-mail can be managed in one place and are given special handling by Outlook 2003.

My Site is an individual SharePoint Portal Server 2003 site that provides personalized and customized information. My Site has both a public and private New view, so users are able to store personal content that only they can view (such as unfinished documents, news content and links), as well as public content to push information to other users. My Site provides quick access to resources that users need to do their work, such as links to documents, people or Web sites, as well as personal alerts created to track changes to content in the portal and the organization as a whole. Public profile information can be synchronized from directory sources such as Active Directory. My Site pages can be customized with Web Parts such as Documents by me, My My Site Web Parts Links, My News and Exchange Server 2003 Inbox, Tasks and Calendar Views. New Documents by me creates a list of recently authored documents. My Links (public and private) allows users to publish links to their site that are visible only to them or to a broader (defined) audience. My News is a Web Part in which news is aggregated for each user based on interests and audience. Exchange Server 2003 Inbox, Tasks and Calendar Views expose a user’s Exchange information. SharePoint Portal Server 2003 allows users to present specific applications and content based on the user’s functional group and organizational role. Content is organized and targeted to Audiences in the portal so that users receive Audiences information that is most relevant to them. Links, Web Parts, lists and news items New all can be targeted to one or more specific Audiences. Examples of Audiences are “everyone in Building One” or “all employees in the finance division.” Users can create Audiences by using simple rules based on Active Directory Audience rules security groups and distribution groups. These criteria can be used alone or in a New combination of up to six clauses for complex and flexible rules. These Audience rules allow for flexible and dynamic Audiences throughout the organization and for the targeting of Web Parts and content to the appropriate Audience.

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Feature News item creation and rich-text editing Enhanced Link listing submission and approval

Description News items and announcements can be created and edited with rich text in the portal using a browser. The rich-text capabilities are new in SharePoint Portal Server 2003. These items can either be posted directly or by linking to a news source. Also, posting of new items can require approval depending on the permissions of the submitter. Users can contribute links to pages to which they have access, and the owner of those pages can approve those links to be visible to others. This allows users to be content contributors in the areas in which they have expertise.

New SharePoint Portal Server 2003 offers one place that remembers who users are and how they work. The personalization object model enables programmatic access to personalization Personalization features. object model New

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Tour Welcome to the tour section of the customer guide. The goal of this tour is to provide a straightforward walkthrough of the installation procedures and to guide the user through a subset of the rich functionality that the portal can provide. We’ve included a CD with a sample team site, populated with documents and other data to provide a richer tour experience. The tour is divided into the following sections: Installation. SharePoint Portal Server 2003 has the richest out-of-the-box experience in the portal market. The guide walks through installation of Windows Server 2003, Microsoft SQL Server™ (if using SQL Server), SharePoint Portal Server 2003, and key Microsoft Office System components. Collaboration. SharePoint Portal Server 2003 is a superset of Windows SharePoint Services and provides the best team site integration available. The tour walks through creating and importing team sites and creating libraries to store critical business documents and data. Personalization. SharePoint Portal Server 2003 has very rich personalization services including My Sites, links targeting, Web Part targeting, and other features. Configuration. The tour will guide the user through many of the configuration options such as security, Web Parts, adding metadata, and configuring areas and topics. Integration. SharePoint Portal Server 2003 offers the richest Microsoft Office System integration in the industry, and the tour will walk users through integration examples. Search. Although many portal solutions offer advanced searching as a separate product to purchase, SharePoint Portal Server 2003 provides industry-leading search out of the box. Microsoft Office SharePoint Portal Server 2003 requires Windows Server 2003. For the richest possible tour experience and to showcase as many of the new product features as possible, we recommend a client computer with Office 2003 installed. To complete the tour, we recommend that you install and configure the products on two computers as shown in Table 5. The goal of this tour is to allow a reviewer to quickly explore the powerful portal and collaboration features available in Microsoft Office SharePoint Portal Server 2003. For additional information please refer to the administration guide or contact your Microsoft contact.

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Table 4. Recommended configuration for SharePoint Portal Server 2003 Product Tour

Computer 1: Office SharePoint Portal Server 2003

Computer 2: Windows XP Client

Microsoft Windows Server 2003

Microsoft Windows XP operating system

ASP.NET

Windows XP Service Pack 1

Microsoft Internet Information Services (IIS)

Microsoft Office 2003 Editions

Microsoft Office SharePoint Portal Server 2003

Microsoft Internet Explorer

Windows SharePoint Services Microsoft SQL Server 2000 Standard or Enterprise Edition with Service Pack 3 Internet Explorer

Server Installation The following sections will walk you through the installation and configuration of your server to review the features in SharePoint Portal Server 2003. For the optimal user experience, you will need software for Windows Server 2003, SQL Server 2000 Standard or Enterprise Edition with Service Pack 3, Microsoft Office SharePoint Portal Server 2003 and Windows SharePoint Services, Office 2003 Editions, and FrontPage 2003.

Windows Server 2003 To install Windows Server 2003, follow these steps: 1. Prepare system for installation (new system by installing BIOS or other hardware configuration utilities) and format disk with NTFS file system. 2. Insert Windows Server 2003 CD. 3. At setup notification screen, select <ENTER>. 4. At the Welcome to Setup screen, select <ENTER>. 5. During setup, join your computer to a domain. 6. System Activation: After installation, obtain a valid IP address and connect to the Internet. Click on the system activation icon and select “Yes, let’s activate Windows over the Internet now.” Or, if you are not connected to the Internet, select, “Yes, I want to telephone a customer service representative to activate Windows.” Select “Next.” At the “R register with Microsoft?” screen, decide whether you would like to register. If you would, follow the instructions on the screen. If you choose not to register, select “No” and then “Next.” When you have successfully activated the software, click on “Close.”

Internet Information Services 6.0 and ASP.NET Installation IIS 6.0 and ASP.NET are not automatically installed when you install a new Windows Server 2003 server. Follow these steps to install IIS 6.0 and ASP.NET. 1. Navigate to the Control Panel and select “Add or Remove Programs.” 2. Select “Add/Remove Windows Components.” 3. Highlight “Application Server” and click on “Details.”

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4. Select the “ASP.NET” checkbox. Verify that the “Internet and Information Services” box is checked. 5. Highlight “Internet and Information Services” and click on “Details.” 6. Highlight “World Wide Web Service” and click on “Details.” 7. Click to enable “World Wide Web Service” checkboxes if they are not already enabled as shown in Figure 7.

Figure 7. World Wide Web Service installation

8. Click on “OK” until you get back to the Windows Components Wizard, and then click on “Next” to start the installation; insert the Windows Server 2003 CD if it is not already in drive. When the splash screens pops up for additional configuration tasks, click on “Exit.” 9. Click on “Finish” on the Completing the Windows Components Wizard. 10. Restart your computer. Note: To complete the rest of the tour setup, we recommend that your computer be a member of a domain. You must be logged on as a local computer administrator. You may use a domain user that has local administrator privileges, or you may use the local administrator account.

SQL Server 2000 Standard or Enterprise Edition with Service Pack 3 SharePoint Portal Server 2003 supports both Standard and Enterprise Editions of SQL Server 2000. Follow these steps to install SQL Server 2000 Standard or Enterprise Edition with Service Pack 3. Insert the Microsoft SQL Server 2000 Standard or Enterprise Edition CD. Select “SQL Server 2000 Components” on the autorun screen. Select “Install Database Server.” Follow the prompts to create a new instance of SQL Server on your local computer.

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Accept the default settings and click on “Next” until you are prompted to enter your user information. Enter your name and company and click on “Next.” Accept the license agreement and enter your SQL CD key. On each ensuing screen except the user credentials dialog box, you may accept the default and select “Next.” On the screen asking for user credentials, “Use domain account” is selected by default. If you are logged on as a domain user with administrator privileges, enter that account information here. If you are logged on as the local administrator account, enter that account information here. In this case you will enter your computer name in the “Domain” field. At the end of setup, click on “Finish.” Insert the Microsoft SQL Server 2000 Service Pack 3 CD, or you can download SP3 from http://www.microsoft.com/sql/downloads/2000/sp3.asp. Install SP3, accepting all defaults. At the end of setup, click on “Finish” to restart your computer and complete the installation.

SharePoint Portal Server 2003 Installation The following steps install SharePoint Portal Server 2003, Windows SharePoint Services and the SQL runtime engine. Note: Internet Explorer also must be configured to bypass local addresses. To do this, open Internet Explorer and click on “Tools,” then on “Internet Options.” On the Connections tab, click on the “LAN Settings” button. Make sure the “Bypass proxy server for local addresses” checkbox is enabled. Click on “OK” twice to close Internet Explorer properties. Close Internet Explorer. 1. Insert the SharePoint Portal Server 2003 CD. 2. On the splash screen, select “Install Microsoft Office SharePoint Portal Server 2003.” 3. On the screen for “Install Microsoft Office SharePoint Portal Server 2003,” the following options should be enabled: •

Windows SharePoint Services Required

•

SharePoint Portal Server 2003 Required

•

Microsoft SQL Server Desktop Engine (MSDE) — May Be Required If all options are OK, select “Next.”

4. A dialog box will inform you that certain services on your computer will be stopped for the installation. Click on “OK” to proceed with the installation.

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Figure 8. Services that will stop during installation

5. Click on “Next” on the first screen in the Welcome to the Microsoft Office SharePoint Portal Server 2003 Setup Wizard. This wizard helps you install Microsoft Office SharePoint Portal Server 2003. 6. Agree to the End User License Agreement. 7. The product key screen should have a product key already entered. Click on “Next” to proceed. 8. At the Installation Type and File Location screen, select “Install without database engine” with the default file locations as shown in Figure 9: •

Programs: C:\Program Files\SharePoint Portal Server

•

Data: C:\Program Files\SharePoint Portal Server\DATA

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Figure 9. Installation Type and File Location

9. Select “Next.” 10. Select “OK” in the “Microsoft SharePoint Portal Server setup has completed successfully” dialog box.

SharePoint Portal Server 2003 Setup Wizard 1. Completing the Microsoft Office SharePoint Portal Server 2003 Setup Wizard walks you through creating a new portal. Click on “Finish.” 2. Configure server farm account settings: •

E-mail address. Enter an e-mail address for the administrator, one that external site administrators can contact if problems arise when SharePoint Portal Server 2003 crawls their site.

•

Enter default content access account. Enter the user name and password and confirm the password for the account that you would like to use to index content. This account must have read access to the content being indexed. Select “Save.”

3. Create a portal for Server revguide (or whatever your preferred portal name is) as shown in Figure 10. •

In the Site Name box, type the name of the portal. The site name appears at the top of most portal pages.

•

In the virtual server list, select the existing virtual server on the machine that will host the new portal. In most cases, the virtual server will be the default Web site.

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•

In the URL box, enter the URL that visitors will use to connect to the portal. For example, for our portal the URL will be http://revguide/.

•

Specify the portal owner in the portal owner dialog box. This person manages portal content and user access. In the account name box, type the account for the portal owner. In the e-mail address box, type the e-mail address for the portal manager. Select “OK.”

Figure 10. Create portal dialog box

4. In the Create Portal Confirmation for the server, you will receive the following message: “You have chosen to create a new portal in a virtual server that is not empty. Any custom information that you have added to this virtual server since its creation will be made unavailable. Are you sure you want to continue? To continue creating the portal, click OK. To cancel creation of the portal, click Cancel.” Click on “OK.” 5. Portal creation is completed, and the admin page is opened as shown in Figure 11.

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Figure 11. Operation Successful

6. Now that the portal has been created, the reader should establish file entries for each computer that will be accessing the portal for URL name (e.g., http://revguide/) and local IP address.

Install Office 2003 on Client Computer SharePoint Portal Server 2003 provides the richest Office integration available. On the machine that you will use to access the portal, install Office 2003 using the following steps: 1. Insert the CD. 2. Follow the instructions. 3. Click on “Finish” when you are done.

Install FrontPage 2003 on Client Computer SharePoint Portal Server 2003 is fully integrated with FrontPage 2003, allowing editing and management of sites quickly and easily via an intuitive graphical interface. On the machine that you will use to access the portal, install FrontPage 2003 using the following steps: 1. Insert the CD. 2. Follow the instructions. 3. Click on “Finish” when you are done. Microsoft Office SharePoint Portal Server 2003

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Portal Configuration Now it’s time to configure your server so that all the rich functionality of SharePoint Portal Server 2003 and Windows SharePoint Services is available. The next three steps create the basic configuration you will need to review SharePoint Portal Server 2003. •

Configuring SMTP and SharePoint Portal Server 2003 e-mail settings to provide portal integration with corporate e-mail systems

•

Adding users and site groups as a basis for defining portal security

•

Managing audiences to provide a personalized experience for the users

SMTP and SharePoint Portal Server 2003 E-Mail Settings 1. Go to Site Settings.

Figure 12. Portal home page

2. Go to SharePoint Portal Server Central Administration. 3. Select “Configure e-mail server settings” and enter the information shown in Table 5.

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Table 5. SMTP settings

Field

Information to Be Entered

Outbound SMTP Server:

Enter the valid SMTP relay server on which your SharePoint Portal Server machine has permissions to relay e-mail. If you do not have one available, enter the server name of the SharePoint Portal Server machine and configure SMTP server on the machine. Do this by configuring SMTP Server using Program – Administrative Tools – Internet Information Services (IIS).

From Address:

Enter valid SMTP address

Reply-to Address:

Enter valid SMTP address

Character Set:

65001 (Unicode UTF-8)

4. Select “Submit.”

Add Users and Site Groups SharePoint Portal Server 2003 integrates with Windows security and the Active Directory. The steps below walk you through setting up users and site groups. 1. Add local users to the local group if the SharePoint Portal Server is a member of a domain. 2. Add local users to the local group if no domain security groups are available. 3. Go to Site Settings. 4. Select “manage users.” 5. Within the Add Users section, do the following: 6. Choose users. Enter aliases for each user, separated by a semicolon. Select “Next.” 7. Select site roles. Assign a site role (e.g., “contributor”) to each user. Select “Next.” 8. Confirm users. Confirm users by adding e-mail addresses if appropriate. Select “Next.” 9. Send e-mail. You may choose to send e-mail to users to let them know they have been added to the site. Select “Next.” 10. You can use both user aliases and security groups to assign permissions. For example, if you want to grant contributor rights to the local user group, you would enter /users for the alias, and select the contributor site role, and select “Next.”

Manage Audiences Managing Audiences is part of the advanced personalization capability of SharePoint Portal Server 2003. Links, Web Parts and other content can be targeted to members of Audiences. An Audience can be defined in the portal or imported from Exchange distribution lists. Go to Site Settings. Select “manage Audiences” (bottom of page). Microsoft Office SharePoint Portal Server 2003

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Select “Create Audience.” Enter name and description for the Audience, select a rules option (either “members satisfy all of the rules” or “members satisfy any of the rules”), and select “OK.” Add Audience Rule page. Select “users” (your choices will be “Users” or “Property”; “Property” has a drop-down menu) in the Operand section. Then select “member of” in operator section (your choices will be “Reports under” and “Member of”), and type the name of the group in the value field. (Note: Some selections require valid domains or they cannot be entered. A property, such as department, does not.) Select “OK.”

Import Sample Vitamin Team Site The ability to import and export team sites easily is one of the powerful information management capabilities of SharePoint Portal Server 2003. This part of the tour will walk the user through importing a site. This data in the team site is used to illustrate other features such as searching later in the tour, as well as illustrate how you can do site-level moves and restorations. 1. Go to http://www.microsoft.com/sharepoint/downloads/components/detail.asp?a=630 to download the site data. 2. When prompted, save the file “vitaminsite.fwp” to the root of c:\. 3. Create a SharePoint site. A.

From the home page, select “Sites” in the top navigation bar of the page.

Figure 13. Top navigation bar

B.

Under “actions” on the left, select “Create Site.”

C.

Call the site “Vitamins.”

D.

Enter “Vitamins” into the URL name.

E.

Enter an e-mail address.

F.

Select “OK.”

G.

For the “Add link to New Site” page, leave the defaults as they appear and select “OK.”

H.

Very Important: DO NOT Select a template here. Simply close the browser window by clicking on the “X” in the upper right-hand corner. The importing process will fail if the site has any template selected.

I.

Follow the steps below to “Restore the SharePoint site.”

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4. Restore the SharePoint site A.

Open a command prompt window. 1. Click on “Start” and then select “Run.” 2. Type “cmd” and click on “OK.”

B.

To change to the directory with the site migration utility, copy the text between the quotes and then paste using a right-mouse click in the command window “cd Program Files\Common Files\Microsoft Shared\Web Server Extensions\60\Bin.”

C.

Select “Enter.”

D.

Begin importing the site by copying the text in quotes and right-click-pasting it into your command window. (Note: If your server URL is not revguide, please change the command line before pasting) “smigrate.exe -r -w http://revguide/sites/vitamins -f c:\vitaminsite.fwp.”

E.

Select “Enter.” Importing should begin; the command line will display the status. Once importing is complete, you should be able to access your new team site.

Team sites have both a shared view, which is the default view for users coming to the site, and a personal view, which is the view for each individual who has modified the site for his or her own purposes. For each Web Part, the site designer can decide if users should be allowed to minimize, close or change zones as appropriate to enforce the site goals. Figure 14 shows the shared view of our Vitamin Sales site.

Figure 14. Shared view of site

Figure 15 shows the personal view of our Vitamin Sales site as configured by one user.

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Figure 15. Personal view of site

Configure Portal Home Page The portal serves as the information aggregation point for the organization. The next five steps walk you through adding content and functionality to the portal structure.

Web Parts The home page is composed of a collection of Web Parts and links to other areas of the portal. You can easily customize the look and feel of the parts on this page. The following steps will show you how to move the “Events” Web Part above the “News” Web Part on the page. 1. Navigate to the portal home page. 2. Select “Edit Page” under “Actions.” 3. Select “Modify Shared Page” in the upper right-hand corner. 4. Select “Design this page.” 5. The page now changes to Edit mode. 6. Drag and drop the “Events” Web Part above the “News” Part (note the yellow bar indicates the Web Part is ready to be dropped).

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Figure 16. Editing home page 7. Click on “View Page” in the left-hand navigation bar to save it, and then click on “Refresh” in the browser toolbar to see your changes.

Flexible Portal Structure SharePoint Portal Server 2003 allows administrators to easily change the structure of the portal with simple drag-and-drop operations. The following example shows how to move one of the Topics to the top navigation bar. 1. From the Portal home page, choose “Topics.” 2. Click on “Manage portal site.” 3. Click on the icon next to “Projects,” and drag it up to drop as the first item under “Home” (the yellow bar shows when the item is ready to be dropped).

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Figure 17. Topics

4. Select “Return to Site.” Notice that the “Projects” Topic is now on the top navigation bar. We will explore how to create new Topics next.

Topics Create a new topic called “Portal Vendors.” Click on “Topics.” Under “Actions,” select “Edit Page.” Click “Create Subarea” underneath the “Actions” heading. Enter the title “Portal Vendors.”

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Figure 18. Creating an area

Select “OK.”

Areas Areas are found under Topics in SharePoint Portal Server 2003. The next section shows you how to create a new area under the “Portal Vendors” Topic called “Pure Play Portals.” 1. From the portal home page, select “Topics” from the top navigation bar.

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Figure 19. Topics

2. Select “Portal Vendors.” 3. Select “Edit Page.” 4. Select “Create Subarea.” 5. Enter “Pure Play Portals” as the title. 6. Select “OK.” This area is now ready to be populated with links, documents, Web Parts and other important information relevant to the category.

Adding an Alert Users can set alerts for any number of portal items such as people, news, topics, document, Windows SharePoint Services folder, lists items and Sites Directory; when items are changed or discovered, alerts can be sent via e-mail or captured in My Site in the alert summary. Add an alert for the Pure Play Vendors area. 1. Select “Alert Me” from the left navigation bar. 2. Select “OK” on the Add Area Alert Page as shown in Figure 20. Microsoft Office SharePoint Portal Server 2003

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Figure 20. Adding an alert

We will see alert notifications later in the tour after we make some changes to the area page.

Creating Sites and Libraries Creating sites and libraries allows you to see the site and storage capabilities of SharePoint Products and Technologies as well as the rich feature set available right out of the box. It also shows the connected collaboration capabilities of SharePoint Products and Technologies through the ability to provision a site from the portal, to connect the site to the portal via the Site Directory and search for discoverability, and to reuse site templates.

Windows SharePoint Services Document Libraries and Team Sites The first step to creating a new Document Library is to create a site that will house or be the repository for the new Document Library. Create a Site From the Portal From the home page, select “Sites” in the top navigation bar.

Figure 21. Portal top navigation bar

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Under “actions” on the left, select “Create Site.” Call the site “Reviews.” Enter “Reviews” into the URL name. Enter an e-mail address. Select “OK.” For the “Add link to New Site” page, leave the defaults as they appear and select “OK.” Select Team Site (the default) and select “OK.”

Figure 22. Site creation dialog box

Your new site is now created. Because it was provisioned from the SharePoint portal, it is findable and searchable from the SharePoint Portal Server 2003 Sites Directory. Figure 23 shows the Site Review site in the Sites Directory.

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Figure 23. Site Directory

Also, you can choose to make the site a Spotlight Site so that it is featured in the Sites Directory and searches. Here’s how to do this for our Site Review site. Making a Site a Spotlight Site 1. Select “Manage Sites” on the left-hand navigation bar. 2. Click on the drop-down menu that appears when you hover over “Site Reviews” and select “Edit Item.” 3. Select the “Spotlight Site” checkbox as shown in Figure 24 and then select “Save and Close.”

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Figure 24. Making a site a Spotlight Site

4. Select the Summary view from the left-hand navigation bar; note that Site Reviews is now listed under Spotlight Sites. This site has a default Document Library called “Shared Documents.” You can select this library and begin uploading documents right away. The next steps show you how to create a Document Library called “SharePoint Portal Review.” Create a Document Library

Figure 25. Creating a Document Library

1. Click on “Create” at the top of the page. 2. Select “Document Library” from the Document Libraries category. 3. Enter “SharePoint Portal Review” in the name field.

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4. In “Document Versions,” select “Yes” for “Create a new version each time a file is checked in.”

Figure 26. New document library 5. Select the “Create” button. Now, upload a few documents to your new library. Select “Upload Document.” If you are running Office 2003, you will have the option “(Upload Multiple…).” Select this option or select the Browse button to upload a single file.

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Figure 27. Upload Document dialog box

Your documents are now available on the site. Now we can associate any document with a portal area. To do this, follow these steps: Click on the drop-down list for the document that you just uploaded to the Document Library and select “Submit to Portal Area” as shown in Figure 28.

Figure 28. Submit to Portal Area selection

In the Location portion of the Add Listing form, select “Change Location.”

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Expand the Topics tree until you find the “Pure Play Portals” area that we added earlier; select the checkbox and then select “OK.”

Figure 29. Change Location dialog box

Select “OK” on the Add Listing page. Navigate to the Pure Play Vendors area page by selecting “Up to Reviewers Guide”; select the “Portal Vendors” Topic on the left-hand navigation bar and then select “Pure Play Vendors” to see how the document is now listed on the associated area page.

Top-Level Security Access Document security is assigned at the Document Library level. This section shows how to assign security to your new library. From the Portal Reviews Site home page, select the “SharePoint Portal Review” library under the “Documents” quick-launch category on the left. Select the “Modify settings and columns” option on the left navigation bar. Select “Change permissions for this Document Library.” Select “Add Users.”

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Figure 30. Click to add users

Add users and select their permissions. Select “Next.” Confirm the users and select “Finish.”

Adding a Document Library Web Part Creating and saving Web Parts with SharePoint Portal Server 2003 is easy to do and allows users to create reusable lists and libraries. The following steps walk you through an example of creating a list and dragging it on the page as a Web Part. 1. Go to the “Reviews” site that you created earlier. 2. Click on “Create” on the top navigation bar. 3. Click on “Custom List.” 4. Add the name “Things to do.” 5. Click on “Create.” 6. Click on “Home” on the top navigation bar. 7. Click on “Modify Shared Page,” click on “Add Web Parts,” then click on “Browse.” 8. Click on “Next” to navigate to your new Web Part. 9. Drag “Things to do” under the announcements. 10. Close the “add Web Parts” menu.

Create a Survey Surveys are a powerful and useful feature of SharePoint Portal Server 2003 team sites. You can quickly develop a survey and send a link to a large audience via e-mail. The tool allows graphical views of the responses, and access to the survey can be customized by role. Creating a survey follows the same process as creating a list or other item in a team site. The steps below demonstrate this feature. Go to the Vitamin team site imported earlier in the tour. Click on “Q3 promotion review.” You can see the number of responses received. Click on “Show a Graphical summary of responses.” Let’s add a question: 1. Click on “Modify survey and questions.” 2. Click on “Add a question.” Microsoft Office SharePoint Portal Server 2003

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3. Type “Please provide any additional feedback.” 4. Select “Multiple lines of text.” 5. Click on “Finish.”

Change the Logo In addition to personalizing and customizing SharePoint using Web Parts, changing the look and feel of SharePoint Portal Server 2003 is made easy through integration with FrontPage 2003. Let’s go back to the Vitamin team site and add a logo to the site. Open the link titled “contoso_pharm.”

Figure 31. Document Library for Vitamin sales

Right-click on the graphic and choose “copy.” Go back to the site and click on the “Edit in FrontPage” icon.

Figure 32. Internet Explorer navigation bar

Now you can right-click on the house graphic and replace it with the Contoso graphic. Click on “Save.” SharePoint Portal Server 2003 sites are, in essence, FrontPage 2003 Web sites. This enables you to take advantage of the rich page creation, editing and design capabilities that FrontPage 2003 has to offer. More information on FrontPage 2003 and its rich features can be found at http://www.microsoft.com/frontpage/.

Threaded Discussion Groups Discussion threads are built right into the team sites. Go back to the Vitamin team site and walk through the discussion feature. 1. Click on “General Discussion.” Each discussion shows as a collapsed list item. 2. Click on “New Discussion.” 3. Type “Sales Strategies” in the subject line.

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4. Type “What are your most effective sales strategies?” in the text box.

Set Calendar View as Default SharePoint Portal Server 2003 provides users with the ability to select from many different views of their data. One of the most popular views is the Calendar View. The steps below illustrate making the Calendar View the default. 1. Go to the Vitamins team site, which you imported earlier in the tour. 2. On the home page, click on “Events.” 3. Click on “Modify settings and columns.” 4. Go down to “Views” and click on “Calendar.” 5. Click on the check box “Make this the default view.”

Windows SharePoint Services Document Library Profile (Metadata) Columns Documents that are saved in Document libraries can be tagged with valuable information to make them easier to find, organize, and manage. Let’s create a profile field called “Document Status” to track the publication status of these review documents. 1. From the SharePoint Portal Review Document Library, select “Modify settings and columns.” 2. Select “Add a new column” from the Columns category. 3. Enter “Document Status” as the column name. 4. Select the option “Choice (menu to choose from).” 5. In the “Require that this column contains information” area, select “Yes” to make this a required field. Now documents without this field cannot be checked into the library, although they can be uploaded. 6. On separate lines, enter “Draft,” “In Review” and “Published” as the options, as shown in Figure 33.

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Figure 33. Add Column dialog box

7. Leave the rest of the default options as they appear and select “OK.” Future document uploads trigger a prompt to enter the profile fields before checking the document in.

Personalization Configuration Now that we have the portal and site infrastructure in place, let’s have fun with enhancing a My Site to show off the personalization features. The next five steps walk you through personalizing a My Site page with Web Parts and content.

Personalize My Site A user’s “My Site” is configured the first time a user accesses the feature.

Figure 34. My Site Navigation

1. Select “My Site” from the top right side of the home page. 2. “Creating my site” is displayed with a message that the process could take 10 to 20 seconds. 3. If you have Office 2003 installed, you will receive a pop-up asking if you would like to set this site as your default personal site. Select “Yes.”

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4. The site is displayed as “Domain\Username.” If you are using a domain account with a preferred name set in the Active Directory, this information will be automatically crawled and your site will display your preferred name instead of Domain\Username.

Figure 35. My Site

By default, “My Site” takes you to your private view. This view is designed for each user to personalize as his or her personal Web-based workspace. Notice that your alerts include one for the Pure Play Vendors area that we created earlier in the tour.

Add a Web Part to Your Site 1. Select “Personalize this page” in the upper right-hand area of the page. (If you are logged on as a Site Administrator, the link will say “Modify My Page.”) 2. Select “Add Web Parts” from the pull-down menu, and then “Browse.” 3. Drag and drop the “Page Viewer” Web Part (you may need to click on “Next” to see the remainder of the list) to the top zone on your personal site.

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Figure 36. Add Web Part

Configure the Web Part Click on “Open the tool pane” in the new Web Part.

Figure 37. Page Viewer dialog box

Enter a URL for your favorite site, for example, http://www.microsoft.com/. Click on “OK.” The page will refresh and you will see the Web site in the Page Viewer Web Part. Add a Link to Your Personal Site 1. In the “My Links Summary” Web Part, select “Add new link.” 2. Add the title “Contoso Vitamin Web Site.” 3. Enter a URL on the next line. 4. Select the option “Share this link on my profile.” This option allows you to share links on your public profile. This will be explained in more detail in the next section of the tour.

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5. Select “OK.” Public View Users of SharePoint Portal Server 2003 have both a private and public presence on the portal. Let’s explore the public view. Select “Public” on the left navigation pane. Your screen should be similar to the one pictured below in Figure 38.

Figure 38. Public My Site

Editing the Public Profile 1. Select “Edit My Profile.” 2. Add some text in the “About me” field. Notice that you can edit it with rich-text tools.

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3. Add phone information and then select “Save and Close.”

Figure 39. Editing the user’s profile Shared links from the private view will show up in the public view. As you can see, the link created in the last exercise is displayed. Your public profile is where others in the organization can learn about the types of documents you author, your reporting chain, and other useful information. Information from the Active Directory can be automatically synchronized with the portal and populated in the Organization Web Part.

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Integration SharePoint Portal Server 2003 integrates with Office 2003, other Microsoft applications and other enterprise applications. The following three steps walk you through using Office 2003 integration to see the powerful end-user experience that integration provides.

Office 2003 Saving and Sharing Documents Saving documents to team sites and to your personal site is extremely easy when Office 2003 is combined with SharePoint Portal Server 2003. Let’s save a new document to our “My Site” Shared Documents folder on the portal. Open Word and type some text. Select “File-Save.” Select “My Site.” Select “Shared Documents” from the list of Document Libraries. The document is now available to anyone with access to the portal from your public profile’s “Shared Documents” link. Checking In Documents and Saving Metadata Documents can be saved and checked in directly from Office 2003. Try saving the document created above to the Portal Reviews Document Library you created earlier in the tour. 1. Select the custom document property field. 2. Select “File-Save As.” 3. In the “File name” box, enter http://revguide/site/review/ and select “Enter.” 4. The list of Document Libraries available should be on the screen. 5. Select the “SharePoint Portal Review” library. 6. Select “Save.”

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Figure 40. Save document to site 7. Select “Document Status” from the pull-down menu. 8. Select “OK” to save and check the document into the library.

Create a Document Workspace Using Office 2003 As a member of the Microsoft Office System of products, SharePoint Portal Server 2003 has deep integration with Word 2003 as well as Excel 2003 and Microsoft Office PowerPoint® 2003. This example demonstrates how easy it is to create a new document and team collaboration workspace directly from Office applications. In this example, we’ll use Word. Create a new Word 2003 document. Type any text, for example, “New Vitamin Sales Promotion.” Save the document. Click on “View” and then on “Task Pane” (as shown in Figure 41 below).

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Figure 41. View task pane

On the task pane, click on the top pull-down menu and select “Shared Workspace,” as shown in Figure 42.

Figure 42. Create Shared Workspace

You should see your server name in the “Location for new workspace” pull-down menu. If it is not there, select “Type New URL” and enter the URL name (http://revguide). Click on “Create.” To access your new Document Workspace, click on the link at the top of the right task pane.

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Your document is now posted in a custom workspace designed to provide an easy way to collect feedback and collaborate with your peers. Now, that’s connected collaboration!

Search SharePoint Portal Server 2003 offers advanced searching capabilities developed in the labs of Microsoft Research. Results are returned for documents, people, team sites and TIFF files (including OCR capabilities), and are relevancy-ranked and organized into rich views to make discovering content much easier. By default, OCR/TIFF indexing is turned off in the product. To enable the feature, do the following: 1. Go to the “Support\Tools” directory on the SharePoint Portal Server CD. 2. Copy the tiff_ocr_on.reg file to the server (if the CD isn’t in the server drive). 3. Double-click on the tiff_ocr_on.reg file to set the appropriate registry key. Note: SharePoint Portal Server 2003 also can index PDF files. To configure your server to do PDF filtering, you must install the iFilter for Adobe Acrobat (available on Adobe Systems Inc.’s Web site) according to the directions in the SharePoint Portal Server 2003 administrator guide. To ensure that the content you migrated over in the Vitamins site is indexed, follow these steps: 1. From the home page of the portal, click on “Site Settings.” 2. Under the “Search Settings and Indexed Content” section, click on “Configure Search and Indexing.” 3. Next to the item called “Start non portal content update,” click on “Full.” This will update the index for the Vitamins site. 4. After one or two minutes, click on “Refresh”; the page should read “Idle” for nonportal content crawling. Searching From the Portal From the home page, put your cursor in the search box and type “multivitamin.” Your results should be similar to those shown in Figure 43.

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Figure 43. Search results

Notice that you receive results for sites, documents and people, and can organize the results by author, date or area by clicking on the corresponding links in the left navigation bar. By using SQL Server as the database server, you also have full-text search capability, so all indexed documents with the text “multivitamin” in the document also are returned by search. Figure 44 shows the same search organized by author.

Figure 44. Search results sorted by author

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Summary We hope you have found the tour a valuable way to view the out-of-the-box experience, collaboration, personalization, integration and search features of SharePoint Portal Server 2003, and have learned how to configure many of the application’s rich features. We encourage you to refer to the product documentation and to visit http://www.microsoft.com/sharepoint/ for the latest updates and information.

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Appendix A: Windows SharePoint Services and SharePoint Portal Server 2003 Integration with the Microsoft Office System Windows SharePoint Services and Microsoft Office SharePoint Portal Server 2003 constitute the latest version of SharePoint Products and Technologies. Windows SharePoint Services is a set of services for Windows Server 2003 that enables users to communicate and share work in a highly connected computing environment. SharePoint Portal Server 2003 is a server product built upon Windows SharePoint Services that provides advanced customization options and categorization and search capabilities across multiple SharePoint sites. Because of this foundation, both Windows SharePoint Services and SharePoint Portal Server 2003 integrate with Office 2003 Editions. SharePoint Products and Technologies put the power of the Web at the user’s fingertips, so users can share files and information and communicate more effectively with their co-workers. Users can easily create and use a SharePoint site for any purpose. For example, a user can create a site to serve as the primary Web site for a team, or build a site to help users meet short-term or long-term shared work goals. The standard types of SharePoint sites include shared documents, contacts, calendars, task lists, discussions, and other powerful information-sharing and visualization tools. Sharing access to documents and information is only part of what users can do with Windows SharePoint Services. Office 2003 Editions are closely integrated with Windows SharePoint Services, so features from Windows SharePoint Services can be used in Office 2003 applications. Many important Windows SharePoint Services features are integrated with Office 2003 menus and features. Users can even create SharePoint sites from their Office 2003 applications as part of their regular work routine, making them more productive without requiring extensive training or specialized technical knowledge. The information below describes how Windows SharePoint Services and SharePoint Portal Server 2003 work together with versions of Office. In addition, it describes the levels of integration between SharePoint and Office 2000, Office XP and Office 2003. Office 2000 provides basic integration with Windows SharePoint Services, while Office XP provides some additional integration features. However, it’s the Office 2003 Editions, the latest version of Office, that provide enhanced integration with Windows SharePoint Services and SharePoint Portal Server 2003.

Good, Better, Best Windows SharePoint Services and Office are natural partners in a productive, connected computing environment. Microsoft is committed to integrating the power of work-sharing tools and the Web into the productivity programs that most users already know. Microsoft Office 2000, Office XP, and Office 2003 Editions represent increasing levels of integration between Office and Windows SharePoint Services.

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

File-saving integration. Office 2000 provides basic integration with Windows SharePoint Services. Users can open and save files stored on SharePoint sites from their Office 2000 programs and receive alerts in Microsoft Outlook 2000.

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Basic data integration. Office XP provides additional data integration between SharePoint sites and Office, so users can export data to lists and view properties and metadata for files stored on SharePoint sites.

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Contextual integration. Office 2003 Editions add rich contextual integration between Office and Windows SharePoint Services, integrating SharePoint fully into the business tasks that users perform every day.

Good: Office 2000 Office 2000 provides simple file-saving integration with Windows SharePoint Services. Office 2000 users can interact with documents on SharePoint sites from their Office programs. However, users of Office 2000 cannot use some features of Windows SharePoint Services, and they may have to do more work to use other features. A company may want to use Office 2000 with Windows SharePoint Services if any of the following conditions are true: 

Older workstations are not being upgraded.



Upgrades are planned but have not been carried out.



The company does not have full control over the end-user environment. For example, partners and customers may access services through an extranet, or telecommuters may access the corporate intranet from their home computers.

Office 2000 with Windows SharePoint Services is a good choice for users who occasionally share work with team members or who create documents of interest to other users in an organization or company. Windows SharePoint Services can help those users interact with team members and publish their documents where other users can find them. However, if a company requires more sophisticated sharing tools, Office XP or Office 2003 Editions are better choices.

Better: Office XP Office XP is the first version of Office designed specifically to take advantage of SharePoint Products and Technologies. Office XP introduces basic data integration with Windows SharePoint Services, including interactive access to data stored on SharePoint sites. However, users of Office XP cannot take full advantage of some of the new features of Windows SharePoint Services (for example, Document Workspace sites, Meeting Workspace sites and shared attachments). Office XP is a good choice for users who occasionally need to use features of Windows SharePoint Services. For example, users who occasionally share document creation work with a team can use many of the document management features of SharePoint, including the ability to check in, check out and publish documents. In addition, Office XP is a good choice for users who want to use SharePoint sites to share their

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data. However, if users share work extensively, need to access and analyze data stored on SharePoint sites, or want to use FrontPage to customize their SharePoint sites, Office 2003 Editions are a better choice. Best: Office Professional Edition 2003 Microsoft Office Professional Edition 2003 is the latest version of Office and the best choice for users who want to take full advantage of integration with Windows SharePoint Services and SharePoint Portal Server 2003. The main advantage of using Office 2003 with Windows SharePoint Services is the close integration between the two. Office 2003 makes using Windows SharePoint Services easy, so a company can get the most out of its investment in both Windows SharePoint Services and Office. With Office 2003, users can take advantage of Windows SharePoint Services to create documents, organize team meetings and activities, access and analyze data from SharePoint sites, and customize SharePoint sites using FrontPage 2003. Users can also use the superior data integration between Office 2003 and Windows SharePoint Services, moving data to and from the SharePoint site and creating databases linked to data stored on SharePoint sites. Two new programs in Office 2003 Editions also are integrated with SharePoint Products and Technologies: Microsoft Office OneNote 2003 and Microsoft Office InfoPath 2003. With the Microsoft OneNote notetaking program, users can gather and organize pieces of information from multiple sources. Windows SharePoint Services recognizes the OneNote file format, so users can store and search OneNote files on SharePoint sites, and can share sections of a OneNote notebook with other users by saving their files to a SharePoint site. With the Microsoft InfoPath information-gathering program, teams and organizations can develop and deploy dynamic forms that connect people to line-of-business applications and business processes. With InfoPath, users can use customer-defined data standards to accurately and efficiently gather information. InfoPath can also store and aggregate forms in SharePoint Document Library sites. In addition, Windows SharePoint Services is integrated with Microsoft Office Project Server 2003, part of the Microsoft Office System. Project Server 2003 can use Windows SharePoint Services for document management, risk management and issue tracking. The Web Access feature in Project Server 2003 uses Windows SharePoint Services to create and track documents, risks and issues, and link them to a project or to specific project tasks on a SharePoint site. Companies that do not plan to upgrade or that have not yet upgraded their workstations to Office 2003 may want to consider providing Office 2003 Editions to users who can get the most value out of Windows SharePoint Services. For example, Office 2003 is a good choice for teams with members in different locations. The tight integration between Windows SharePoint Services sharing tools and Office 2003 Editions can help these users significantly improve their productivity. Office 2003 editions are also a good choice for analysts and other users who need live, up-to-date access to data. These users can use Office 2003 Editions to analyze and manipulate live data stored on SharePoint sites to be more effective in their work. In addition, Office 2003 Editions provide the best support for Extensible Markup Language (XML) of any version of Office. Companies that want to use XML to automate and streamline their business processes should consider using Office 2003 Editions with Windows SharePoint Services.

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Document Workspace Sites Most companies still use e-mail and file shares as their primary document-sharing tools. When a user creates a document, he or she e-mails the document or a link to the document to co-authors and reviewers. This method can lead to confusion about who has the authoritative version of a document. If the document is stored on a file share, it can be difficult to identify the source of changes and to roll the document back to a previous version if the changes are not approved. With Office 2003 Editions, a user can create a Document Workspace site and a shared attachment when sending a document via e-mail to other users for review. A Document Workspace site is a SharePoint site that holds information relevant to the shared work on a document, including information stored in SharePoint lists (for example, members, tasks, links and related documents). A shared attachment is a document that is stored on a SharePoint site and linked to a file attachment in an e-mail message. When a user creates a shared attachment, Windows SharePoint Services stores the document, and the user can configure the Document Workspace site to track document versions. When this feature is enabled, users can view previous versions of the document, and the document owner can roll back changes if necessary.

Meeting Workspace Sites A Meeting Workspace site is similar to a Document Workspace site, in that Meeting Workspace sites are fullfeatured SharePoint sites. However, where a Document Workspace site is prepopulated with information relevant to shared documents, a Meeting Workspace site is prepopulated with information relevant to meetings. Users of Office 2003 can create a Meeting Workspace site automatically as part of scheduling or requesting a meeting in Outlook, so users can share work effectively without having to take the time to set up a Web site or make a request to the IT department and wait for the IT staff to fulfill it. Users also can create Meeting Workspace sites for recurring meetings, so team members can track progress for ongoing tasks or projects.

Other New Features in Windows SharePoint Services The following features of Windows SharePoint Services also are integrated with Office 2003 Editions. 

Improved document management. Windows SharePoint Services includes enhanced document management capabilities. When an Office 2003 user saves a document, metadata about that document is automatically saved to the SharePoint site. In addition, Windows SharePoint Services tracks versions of Office documents that are stored on SharePoint sites and provides document checkout and check-in features on the File menu in Office 2003 applications.

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Office Template Pack. Additional templates and tools that extend the features of Windows SharePoint Services are available in the Office Template Pack for Office 2003 Editions. The Office Template Pack includes templates that can be used to access Microsoft Great Plains® data through Windows SharePoint Services, as well as additional data-calculation Web Parts.



Presence Control. When Office 2003 is installed on a workstation, it enhances Windows SharePoint Services with the Presence Control smart tag. The Presence Control smart tag provides information about the availability of members of a SharePoint team wherever their names appear on a SharePoint Web site, such as whether team members are online, available for an instant messaging session or able to share a

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whiteboard. The Presence Control smart tag simplifies sharing and communication among team members. 

Improved integration with Outlook 2003. Users typically use e-mail to share much of their work, so Windows SharePoint Services provides extensive integration with Outlook 2003. Users can synchronize their personal Outlook 2003 calendar and contact list with contacts and calendars stored on a SharePoint site. In addition, when they receive a Windows SharePoint Services Alert, the Alert contains additional information that Outlook 2003 can use to run enhanced rules for sorting and filing Alerts.



Improved integration with Excel 2003. New integration features with Microsoft Office Excel 2003 enable users to access, analyze, and manipulate data stored on SharePoint sites. Excel 2003 provides two-way synchronization between Excel spreadsheets and SharePoint lists. In addition, users can export Excel data to a Microsoft SharePoint site as a custom list.

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Improved integration with Access 2003. Users can now use Microsoft Office Access 2003 to create database tables that are linked to lists contained on SharePoint sites.

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Improved integration with FrontPage 2003. Users can now use FrontPage 2003 to modify and customize SharePoint sites. With FrontPage 2003, users can manage List Views, edit pages, add Web Parts to pages and create templates for SharePoint sites. FrontPage 2003 also includes reporting capabilities for tracking and reporting site page data and usage statistics.



Creation of data-driven Web Parts. Users also can use FrontPage 2003 to create data-driven Web Parts that connect to a variety of back-end data sources and present that data live on a SharePoint site.

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Solution packages. FrontPage 2003 can be used to create site solution packages that can be easily deployed. For example, a user can create a team solution package for a company that fits company requirements and intranet standards, and then deploy the package wherever a team needs a SharePoint site. FrontPage 2003 includes solution packages that can be used to add Web logs, news and reviews, and issue tracking to SharePoint sites.



Integration with InfoPath 2003. InfoPath 2003 is a new Office program that can be used to create rich XML-aware forms for gathering and sharing information, and InfoPath solutions can be published to SharePoint Document Libraries. In addition, users can use SharePoint Business Document Libraries to launch InfoPath and automatically aggregate data from a group of similar InfoPath documents stored in SharePoint. For example, if a team uses InfoPath to store status reports in a SharePoint Document Library, a team member can create an aggregate status report to gather the data from multiple status reports in the library.

Comparison of Integration Features The following tables compare the integration features between Windows SharePoint Services and each version of Office. Table 6. General Integration Features

Feature

Office 2000

Office XP

Office 2003

Save and open files from Yes (Word, Excel, SharePoint sites Microsoft PowerPoint)

Yes (Word, Excel, PowerPoint)

Enhanced (Word, Excel, Outlook, PowerPoint, FrontPage, Project, Visio, InfoPath)

Metadata automatically saved

No

Yes (Word, Excel, PowerPoint)

No

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File properties and metadata automatically promoted and demoted

Data stored but not displayed (Word, Excel, PowerPoint)

Yes (Word, Excel, PowerPoint)

Enhanced (Word, Excel, PowerPoint, InfoPath)

Document version tracking

No

No

Enhanced (Word, Excel, PowerPoint, InfoPath)

Document check-in and checkout

No

No

Enhanced (Word. Excel, PowerPoint, InfoPath)

Microsoft Project No document, risk and issue management

No

Yes

Multiple document upload

No

No

Yes

Inline discussions

Yes

Yes

Yes

Office components for SharePoint

No

No

Yes

Online Presence smart tag

No

No

Yes

Microsoft Business Solutions integration

No

No

Yes

Table 7. Document Workspace Sites

Feature

Office 2000

Office XP

Office 2003

Shared attachments

No

No

Outlook attachments

Automatic creation of Document Workspace sites

No

No

Yes, with shared attachments

Document Workspace task pane

No

No

Yes (Word, Excel, PowerPoint)

Document updates for shared attachments

No

No

Yes (Word, Excel, PowerPoint, Visio)

View and edit a shared attachment

Yes

Yes

Yes

Office XP

Office 2003

No

Yes (Outlook meeting, or from SharePoint events list)

Table 8. Meeting Workspace Sites

Feature

Office 2000

Automatic creation of No Meeting Workspace sites

Table 9. Outlook Integration

Feature

Office 2000

Office XP

Office 2003

Synchronize calendar

No

No

Yes (Outlook)

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and contacts Alerts

Yes

Yes

Improved (alerts on lists, more Alert information)

Alert integration with Outlook

No

No

Yes (Outlook)

Office 2000

Office XP

Office 2003

Two-way synchronization No with SharePoint lists

No

Yes

Export data as SharePoint list

No

Yes

Yes

Export data as custom list

No

No

Yes

Feature

Office 2000

Office XP

Office 2003

Link table to SharePoint list

No

No

Yes

Table 10. Excel Integration

Feature

Table 11. Access Integration

Table 12. FrontPage Integration

Feature

Office 2000

Office XP

Office 2003

Edit and customize Windows SharePoint Services Web sites

No

No

Yes

Create, edit and save data-driven Web Part pages

No

No

Yes

Solution packages

No

No

Yes

Browse and search Web Part galleries

No

No

Yes

Manage List Views

No

No

Yes

Create templates

No

No

Yes

Web Part connections

No

No

Yes

Back up and restore site

No

No

Yes

Table 13. InfoPath Integration

Feature

Office 2000

Office XP

Office 2003

Business Document Library

N/A

N/A

Yes

Edit documents in InfoPath

N/A

N/A

Yes

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Aggregate business reports

N/A

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N/A

Yes

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Appendix B: Windows SharePoint Services Features The following are new and improved features in Windows SharePoint Services: Table 14. Windows SharePoint Services Features

Windows SharePoint Services Features Feature Area

New or Improved

Feature Name

Description

Administration

NEW

Inactive Site Notification

Administration

NEW

Blocked File Extensions Support

Administration

Improved

Administration

NEW

Administration

Improved

Administration

Improved

Administration

NEW

Administration

NEW

Administration

NEW

Administration

NEW

Administration

NEW

Browser and Command Line Administration Tools Comprehensive Administrative Object Model Usage Statistics and Analysis List all sites in a site collection Manage Users from SharePoint Central Administration Move SharePoint Team Services 1.0 sites to Windows SharePoint Services Regional settings for each site Self-Service Site Creation Integrated People Picker

Administration

NEW

Windows SharePoint Services admin group

Administration

Improved

Create site groups

Administration

NEW

Administration

NEW

Move Windows SharePoint Service sites Site level backup and restore

Administration

Improved

Site owners are automatically notified if their site has been inactive for a specified period. If multiple notices are sent to the site owner and the site remains inactive, the administrator can specify that the site be automatically deleted. Server administrators can block the uploading of specific file types (for example, MP3 or EXE files). Administrators can use the browser or the command line to manage their sites and site collections. This feature enables rich scenarios for writing custom management tools to manage Windows SharePoint Services sites. Usage information helps site owners determine how many users are hitting each site. This feature displays the list of all sites in a site collection for simplified management. Administrators can use the SharePoint Central Administration pages to manage users on all sites. SharePoint Team Services 1.0 sites can be moved to Windows SharePoint Services sites using a command line migration tool (Smigrate.exe). Each site can have its own regional settings, such as time zone. Users can create sites on demand without involving the IT department. Administrators can browse their organizational address book to choose the users to add to a SharePoint site. Members of a domain group can perform central administration tasks without having to be given administrator rights to the local server computer. Administrators can create cross-site groups that can be used with all sites in a site collection. Administrators can use the site migration tool to move existing Windows SharePoint Services sites to another server. Each site in a server farm can be individually backed up and restored. This feature can be used for archiving inactive sites before their deletion. Administrators can set quotas for site storage size and generate automatic notifications for the site owner when a site reaches its size limit.

Windows SharePoint Services Site Quotas Admin and Notifications

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Windows SharePoint Services Features Feature Area

New or Improved

Feature Name

Description

Alerts

NEW

Alerts integration with Outlook

Alerts

Improved

Alerts on Lists and List items

Alerts

Improved

Alert Results change information

Alerts

Improved

Alert Results e-mail

Browser-Based Customization

NEW

Browser-Based Customization

Improved

All lists in Windows SharePoint Services sites are Web Parts Apply a theme from the browser

Browser-Based Customization

NEW

Browser-based tool pane

Browser-Based Customization Browser-Based Customization Browser-Based Customization Customization

NEW

Change logo of site

NEW

Discussion Boards Document Libraries Document Libraries

NEW

Create new Web Part page Home page and site customization Calendar View as default for lists Threaded View

Document Libraries Document Libraries Document Libraries

NEW

Document Libraries

NEW

Document Libraries

NEW

Alerts, previously known as Subscription Notifications, sent from SharePoint Products and Technologies via e-mail can be managed in one place and are given special handling by Outlook 2003. Outlook has enhanced rules that enable sorting and filing of alerts into special folders. Users can be notified of changes in a list, including all additions, edits and deletions to the list or list items. Alert Results now include information on which item in a SharePoint list changed and which user made the change. Users can specify to receive immediate, daily or weekly Alert Results rollups for lists and list items on a SharePoint site. Each list in a site is a Web Part that allows easy customization and personalization using the browser. Users will be able to apply a theme to their SharePoint site. FrontPage 2003 can be used for more advanced types of themes. The Web Parts tool pane allows users to customize Web Parts or drag and drop new Web Parts onto a page. Users can easily change the site logo on the home page using the Web Part tool pane. New blank Web Part pages can be created from the “Create” page. Users can update the home page content and layout using the Web Parts tool pane. The Calendar View can now be set as the default view for lists. Users can expand and collapse discussions and view conversations in a threaded layout. Administrators can prevent suspicious file types from being uploaded to the server. This feature allows users to lock a file while editing it to prevent others from overwriting or editing it inadvertently. Users can view all documents in a Document Library, including subfolders. Users can create folders to organize content in a Document Library. Users and applications can now interact with their SharePoint Document Libraries just as they would any other file share. This feature enables users browsing Windows SharePoint Services sites to access Office documents and data without requiring Office to be on the client computer. Document and picture versioning creates a backup copy of a file whenever it is saved to the library. This feature is helpful for maintaining a version history of a file, or restoring files that have been inadvertently deleted.

Improved NEW

NEW NEW

NEW NEW

Block unsafe file types Check-in/Checkout files View all documents in a Document Library Create folders in a Document Library Support for Web Folders using HTTP DAV HTML views of Office documents

Versioning

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Windows SharePoint Services Features Feature Area

New or Improved

Feature Name

Description

Document Workspace

NEW

Users can use Word 2003 to create a Document Workspace on a Windows SharePoint Services server for collaboration on a document. Document Workspaces can also be created via the browser in a SharePoint Document Library.

Document Workspace Meeting Workspace

NEW

Create a Document Workspace from within a word document or a SharePoint Document Library Add tasks to a Document Workspace Create Meeting Workspaces from Outlook 2003 or a SharePoint events list

Meeting Workspace FrontPage Integration

NEW

FrontPage Integration

NEW

FrontPage solution packages

FrontPage Integration FrontPage Integration FrontPage Integration FrontPage Integration

NEW

NEW

Browse and search Web Part Libraries Manage List Views in FrontPage 2003 Create Templates

NEW and Improved

Create, edit and save Web Part pages

FrontPage Integration FrontPage Integration

NEW

Design-time preview of Web Parts Web Part connections

FrontPage Integration

NEW

Backup and Restore Site

InfoPath Integration

NEW

InfoPath 2003 integration with SharePoint Form Libraries

NEW

NEW

Improved

NEW

Work with Meeting workspaces Customize and enhance SharePoint sites in FrontPage

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Users can add tasks to a Document Workspace from within a Word 2003 task pane. This feature delivers a place for managing meetings and their collateral such as attendees, agendas, documents, decisions and action items. Meeting Workspaces are an option when creating meeting invitations in Outlook. Attendee tracking is propagated to the SharePoint site automatically. Meeting Workspaces can also be created from SharePoint event lists. Users can use the browser to contribute to the Meeting Workspaces. This feature delivers new page design and layout features that allow users to customize SharePoint sites exactly as they need them. It includes full support for Web Parts and Web Part pages, including adding, editing and customizing Web Parts, Web Part zones, and custom Web Part pages. A new XML Stylesheet Language (XSL) data view Web Part brings data from external sources, such as databases and Web services, into SharePoint sites. Sites can be packaged for deployment in every location in an organization using FrontPage 2003 solution packages. Web log, News and Reviews, and Issue Tracking solution packages are available out of the box. Users can browse and search Web Part Libraries to locate Web Parts for use in a Web Part Page. SharePoint List Views can be created, edited and deleted in FrontPage 2003. Site and list templates can be created using the browser or FrontPage 2003. Users can use FrontPage 2003 to create, edit and save Web Part pages to a Windows SharePoint Services site. Users can preview their Web Parts in FrontPage 2003 before publishing them. Users can build new user interfaces by creating Web Part connections between Web Parts on the same page and across pages using FrontPage 2003. Users can back up and restore their Windows SharePoint Services site using the FrontPage client. InfoPath 2003 (previously known as “XDocs”) supports publishing a solution package into a SharePoint Form Library. Key properties from the InfoPath documents are promoted into the Form Library so they can be sorted and filtered, enabling the creation of custom views and editing via a SharePoint list.

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Windows SharePoint Services Features Feature Area

New or Improved

Feature Name

Description

InfoPath Integration

NEW

Create a SharePoint Form Library

InfoPath Integration

NEW

Edit a document in InfoPath 2003

Infrastructure

NEW

Run multiple applications on a virtual server

International

Improved

International

Improved

Additional localized languages Support for multiple language sites

International

NEW

Per-Site Regional Settings

Lists

NEW

Issue Tracking

Lists

NEW

Calculated fields

Lists

NEW

Calculated values

Lists

NEW

Calculated views

Lists

NEW

New field types

Lists

NEW

Change field types

Lists

NEW

Rich Datasheet viewing and editing

Lists

NEW

Lists

NEW

Lists

NEW

Edit list data using Excel and Access Apply permissions to a list Rich text in multiline text fields

Users can create and use a Form Library in Windows SharePoint Services for prebuilt InfoPath 2003 solution packages, such as a status report XML Form. SharePoint Form Libraries can launch InfoPath 2003 to automatically aggregate a number of InfoPath files that are in the SharePoint Form Library and create a single report. For example, users could create a rollup status report that combines the information from many individual status reports. Administrators can exclude part of the URL name space on a virtual server so that Windows SharePoint Services does not overwrite data for a Web application. This allows Windows SharePoint Services to coexist with other applications on a single virtual server. Windows SharePoint Services languages now match supported languages for Office 2003. Multiple language sites can be hosted on a single server or server farm running Windows SharePoint Services. Note that site language is independent from server language. This feature offers support for regional settings such as language, time zone, currency type, international calendar formats and other locale settings on a per-site basis. Issue tracking lists can be used to maintain a history on a specific issue. Users can create calculated fields for defining field values in lists. Users can automatically calculate the value of a field using similar operators to those in Excel. For example, a user can calculate an event date plus seven days. Users can create a filtered view using a calculated value. For example, a user can view items that are marked with the current date plus one day. New field types are available for multivalued fields, Calculated Fields and Rich Text fields. This feature allows users to change field types after creation to meet the evolving needs of users in SharePoint lists. With Office 2003 installed on the user’s computer, List Views are enhanced with the “Edit in Datasheet” option. This option offers a rich client-side editor for lists, which allows fast spreadsheet style editing with add row, copy and paste, and “fill-down,” as well as richer view filtering and sorting options. Users can use Excel and Access to edit, analyze and synchronize data with SharePoint lists. Administrators can allow only specific users to change a SharePoint list. This feature allows users to add rich text formatting to list items to capture and communicate importance and emphasis.

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Windows SharePoint Services Features Feature Area

New or Improved

Feature Name

Description

Lists

NEW

New Event Calendar Views

Lists

NEW

Recurring Events

Lists

NEW

List Moderation

Lists

NEW

Fast actions on items

Lists

Improved

Grouping by type

Lists

Improved

Single create page for all lists

Lists

NEW

Lists

NEW

Add and remove attachments to list items Picture Library

Lists

NEW

Lists

NEW

Auto-Generated Thumbnail and Filmstrip Views Aggregation views

Lists

NEW

Calendar View

Lists

NEW

Column Totals

Lists

NEW

Lists

NEW

Create advanced filters Group-by view

Users can view information in any SharePoint list that has a date and time column using the calendar monthly, weekly and daily view. This feature allows users to create events that recur weekly or monthly. This feature gives SharePoint list owners the ability to approve or reject items that are submitted to the list and add comments. Users contributing to the moderated list can see their submitted items and their status. Users browsing a moderated list see only approved items. Actions for list items are context-sensitive and make users’ common tasks faster from SharePoint lists. List types are grouped together, making it easier for users to find lists. Users can go to the same page to create any SharePoint list, such as discussion lists, Document Libraries and other lists. Users will be able to add attachments to list items that may include HTML pages, documents and images. Picture Libraries can be used to store photos and graphics, which can be viewed as Thumbnails, a filmstrip or a standard files list. Windows SharePoint Services automatically generates Thumbnail and Filmstrip Views for items in image libraries. An aggregative view gives the user the ability to total data in a number field and display the value. The user can choose aggregate calculations for a group, subgroup or entire view. Users can view information in any SharePoint list that has a date and time column using Calendar View. This feature automatically totals numeric values in a column. This feature adds calculations to filtered views.

Lists

Improved

Lists

NEW

Office 2003 Integration

Improved

File open and save integration

Office 2003 Integration

Improved

Metadata Promotion

Office 2003 Integration

NEW

Multiple Document Upload

List Paging and Item Limits Personal List Views

Microsoft Office SharePoint Portal Server 2003

Group-by ability allows for compound operations, such as grouping by one column and sorting by another column so that sorting is done in each specified group. It also provides a threaded view of the grouping. Users can set the number of items to be displayed per page. This feature enables each user of a SharePoint site to create his or her own list views, which are not visible to other users. Users of Word, Excel, Outlook, PowerPoint, FrontPage, and InfoPath can open files from and save files to SharePoint sites. File properties and metadata from Word, Excel, PowerPoint, and InfoPath documents are automatically copied and updated in SharePoint libraries. User can upload multiple documents to a Document Library with a single action.

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Windows SharePoint Services Features Feature Area

New or Improved

Feature Name

Description

Office 2003 Integration

NEW

Events and Contacts lists are synchronized with Outlook

Office 2003 Integration

NEW

Shared Attachments

Office 2003 Integration

NEW

Business Solutions integration

Office 2003 Integration

NEW

Windows SharePoint Services Task Pane

Picture Libraries Picture Libraries

NEW

Create a Picture Library New picture editing tool

Picture Libraries Presence

NEW

View Thumbnails

NEW

User presence

Extensibility

NEW

.NET Frameworks

Extensibility

NEW

Extensibility

NEW

Extensibility

NEW

Document Library Events E-mail Integrated Document Libraries Object Model

Extensibility

NEW

SOAP Layer

Search

Improved

Search

Improved

Security

Improved

Security

Improved

Per-Site Level FullText Indexing Search scoped to the site level Domain group support Rights and site group enforcement

Event and Contact lists can be viewed in Outlook, and items hosted on a Windows SharePoint Services site can be dragged onto a user’s personal calendar in Outlook. This feature allows users to send documents as attachments that are hosted in a SharePoint site. Local copies of Shared Attachments can be updated with the updated copy on the SharePoint site. Office extends Windows SharePoint Services with templates for Great Plains and Web Parts for data (DataCalc, Web Clipper). These are available as an Office Template Pack to enhance Windows SharePoint Services. This task pane in Word, Excel, and PowerPoint shows information about the status of documents stored in SharePoint Document Libraries. The task pane displays data from the SharePoint site, such as presence of team members, document status and properties, related links, related documents, and tasks. Users can share a collection of digital pictures or graphics using a Picture Library. Users can view and edit pictures in a SharePoint Picture Library by using a new image-editing tool from Office 2003. In a Picture Library, users can use different views to see their pictures. User presence is indicated everywhere a member name appears in a Windows SharePoint Services Site. The presence menu integrates with Active Directory/Exchange and Windows Messenger to offer information such as free/busy status, office location, and manager. Menu actions include Send E-mail and Schedule Meeting. Presence is also indicated in Office 2003 applications wherever a reconcilable name is identified. Sites are built on ASP.NET and are extensible by using the .NET Framework. Users can use events in Document Libraries to build custom actions. Users can send a document to a library using e-mail. The Object Model can be used to create custom solutions on the SharePoint platform. SOAP access to the object model provides remote programmability. SQL Server full-text indexing provides site-wide search. Users can search both list items and documents using SQL Server full-text indexing. Site administrators can use domain groups to control access to a site. User can create custom site groups based on granular rights.

NEW

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Windows SharePoint Services Features Feature Area

New or Improved

Feature Name

Description

Security and Authentication

NEW and Improved

Authentication support

Setup

Improved

Setup

NEW

All Documents, Metadata and Site Data Stored in SQL Server Cloud namespace support

Setup

NEW

Setup

NEW

Setup

NEW

Select Site Template

Setup

NEW

Setup

NEW

Load-balanced Web front ends Web Farm Serving Multiple Host Names

Surveys

NEW

Ratings Scale

Windows SharePoint Services supports Windows authentication support for Anonymous, Basic, Integrated Windows Authentication, Digest and Advanced Digest Authentication, and Certificates Authentication (SSL). SQL Server is used to store all site data including documents allowing site backup and restore to take advantage of SQL Server backup. Administrators can install and configure Windows SharePoint Services to allow a server farm to host several sites with the same IP address but multiple site names and separate content. Multiple SQL Servers can be added to the Web farm to support clustering. Administrators can use top-level Web sites and subsites to divide site content into distinct and separately manageable sites. Top-level Web sites can have multiple levels of subsites. The entire structure of a top-level Web site and its subsites is called a Web site collection. Users can choose the site template for a new site when the site is created. Stateless front-end Web servers allow for load balancing against a single back-end SQL Server. This feature supports Web farm configuration including multiple front-end Web servers and multiple back-end SQL Servers. Users can respond to questions using a scale.

Surveys

NEW

Select All option

Templates

NEW

Templates

NEW

Libraries for Web Parts, List Templates and Site Templates List Templates

Templates

NEW

Site Templates

Web Discussions

Improved

Inline discussions

Clustered SQL Server storage Create site from global admin

Microsoft Office SharePoint Portal Server 2003

This feature gives users the ability to select all answers that apply to a survey question. Users can store Web Parts, List Templates and Site Templates in libraries for use by all sites in the site collection. SharePoint lists can be saved as templates and reused or distributed to other sites. Sites can be saved as templates to capture best practices and to define a consistent look and feel. Users can participate in discussions inline with Word, Excel, and PowerPoint document content. Discussions are stored in the Windows SharePoint Services server.

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Appendix C: System Requirements The following sections list the hardware and software requirements (including the recommended configuration for the operating system) for SharePoint Portal Server 2003.

SharePoint Portal Server 2003 Hardware Requirements SharePoint Portal Server 2003 must be installed on a computer with at least an Intel Pentium III-compatible 700MHz processor. The minimum memory requirement is 512 MB of RAM. The operating system partition and any partitions on which SharePoint Portal Server 2003 components will be installed, including the paths chosen during setup for program and data files, must be formatted using the NTFS file system. Program and data file paths cannot point to removable or networked storage.

SharePoint Portal Server 2003 Disk Space Requirements SharePoint Portal Server 2003 requires the following amounts of disk space for installation and data storage. Installation requirements for disk space are these: 300 MB on your operating system hard disk drive 200 MB in the Program Files installation directory that is selected during setup 75 MB in the Data Files installation directory that is selected during setup Data storage after installation varies considerably depending upon usage, but the minimum recommendation is the following: •

700 MB free disk space in the Data Files installation directory, including the 75 MB required for installation

•

2.0 GB free disk space in the directory used by SQL Server 2000 or Microsoft SQL Server 2000 Desktop Engine (MSDE 2000) to store data

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Note: You specify this directory during installation of SQL Server 2000. If you choose the option to install MSDE 2000 during installation of SharePoint Portal Server 2003, the directory is specified for you on your operating system drive.

SharePoint Portal Server 2003 Software Requirements This section outlines the operating system and browsers supported for SharePoint Portal Server 2003. The following operating systems are supported for SharePoint Portal Server 2003: •

Microsoft Windows Server 2003, Standard Edition, and the latest service pack

•

Microsoft Windows Server 2003, Enterprise Edition, and the latest service pack

•

Microsoft Windows Server 2003, Datacenter Edition, and the latest service pack

•

Microsoft Windows Server 2003, Web Edition, and the latest service pack

Note: If you are running SharePoint Portal Server 2003 on Windows Server 2003, Web Edition, you must have SQL Server installed on a separate computer. You cannot use MSDE for database storage. All servers in a server farm must run the same version and language of the operating system, and (where applicable) the same version and language of SQL Server 2000, with the following exception: The computer running SQL Server 2000 can run on any supported operating system for SQL Server 2000. All non-English versions of SharePoint Portal Server 2003 must be installed on servers with the matching regional settings. If the settings do not match, setup fails. For more information about regional settings, see Windows Help. To access the portal site, computers must have one of the following Web browsers installed: Microsoft Internet Explorer 5.01, and the latest service pack Microsoft Internet Explorer 5.5, and the latest service pack Microsoft Internet Explorer 6.0, and the latest service pack Microsoft Internet Explorer 5.2 for Mac OS X, and the latest service pack Netscape Navigator 6.2 or later

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Netscape Navigator 6.2 for Mac Netscape Navigator 6.2 for UNIX To manage portal sites and areas, computers must have one of the following Web browsers installed: Internet Explorer 5.5, and the latest service pack Internet Explorer 6.0, and the latest service pack

Database Requirements SharePoint Portal Server 2003 includes a version of MSDE 2000 with Service Pack 3. Note: MSDE 2000 has limitations in terms of data size supported and other areas. If these limitations are exceeded, SharePoint Portal Server 2003 will not function correctly. For more information, see the MSDE 2000 documentation. SharePoint Portal Server 2003 requires one of the following database servers: •

SQL Server 2000 Standard Edition, and the latest service pack

•

SQL Server 2000 Enterprise Edition, and the latest service pack

•

MSDE

Note: You must use the version of MSDE 2000 that SharePoint Portal Server 2003 installs. The database server can be running any of the supported operating systems for SQL Server 2000. For more information, see the documentation for SQL Server 2000. When installing SharePoint Portal Server 2003 on a domain controller, the option to install with the database engine is not available. You must have SQL Server installed on the domain controller or on a separate computer. Note: Please refer to http://www.microsoft.com/security/ for any security bulletins related to your SQL Server 2000 or MSDE 2000 installation.

Network Requirements SharePoint Portal Server 2003 is supported only on servers that are members of a Microsoft Windows NT® 4.0, Windows 2000, or Windows Server 2003 domain.

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You must install and operate SharePoint Portal Server 2003 in a domain environment. Installing and operating SharePoint Portal Server 2003 in a workgroup environment is not supported. All servers in a server farm must be members of the same domain.

Software Coexistence Issues Microsoft Visual Studio is supported on a server running SharePoint Portal Server 2003 if you are using Microsoft Visual Studio .NET 2003 or later. You can use Visual Studio .NET 2002 on a server running SharePoint Portal Server 2003 by installing the update available from Microsoft Product Support Services. Search for article 822837 in the Microsoft Knowledge Base at http://support.microsoft.com/. Note: When installing any version of Visual Studio .NET, you are prompted to add FrontPage 2003 Server Extensions. Do not add these components on a server with SharePoint Portal Server 2003. On an existing installation of Visual Studio .NET, ensure that FrontPage Server Extensions are not present before installing Windows SharePoint Services or SharePoint Portal Server 2003. The backward-compatible document library server component of SharePoint Portal Server 2003 cannot run on servers on which the following are installed: Exchange (any version) Microsoft FrontPage Server Extensions Note: For small, medium-sized and large server farm deployments, the component for backwardcompatible document libraries and SQL Server 2000 cannot be installed on the same computer.

Optional Server Components for Backward-Compatible Document Libraries: Hardware Requirements The optional server components for backward-compatible document libraries must be installed on a computer with at least an Intel Pentium III-compatible 700MHz processor. The minimum memory requirement is 512 MB of RAM. The operating system partition and any partitions on which the server components for backwardcompatible document libraries for SharePoint Portal Server 2003 will be installed, including the paths chosen during setup for program and data files, must be formatted using the NTFS file system. Program and data file paths cannot point to removable or networked storage.

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Optional Server Components for Backward-Compatible Document Libraries: Disk Space Requirements The optional server components for backward-compatible document libraries require the following amounts of disk space: 150 MB on your operating system hard disk drive 70 MB in the Program Files installation directory that is selected during setup 80 MB in the Data Files installation directory that is selected during setup Data storage after installation varies considerably depending upon usage, but the minimum recommendation is 250 MB of free disk space in the Data Files installation directory, including the 80 MB required for installation.

Optional Server Components for Backward-Compatible Document Libraries: Software Requirements The following operating systems are supported for the server components for backward-compatible document libraries for SharePoint Portal Server 2003: Windows Server 2003, Standard Edition, and the latest service pack Windows Server 2003, Enterprise Edition, and the latest service pack Windows Server 2003, Datacenter Edition, and the latest service pack All non-English versions of the server components for backward-compatible document libraries for SharePoint Portal Server 2003 must be installed on servers with the matching regional settings. If the settings do not match, setup fails. For more information about regional settings, see Windows Help.

Client Hardware Requirements for Backward-Compatible Document Libraries The following are the minimum hardware requirements for a computer running the client components for backward-compatible document libraries: Intel Pentium Pro 200MHz processor 64 MB of RAM 50 MB of hard disk space on Microsoft Windows 98, Windows 98 Second Edition, and Windows NT 4.0; 30 MB of hard disk space on Windows 2000, Windows XP and Windows Server 2003 Microsoft Office SharePoint Portal Server 2003

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Note: The disk can be formatted as NTFS, FAT or FAT32.

Client Software Requirements for Backward-Compatible Document Libraries Computers running the client components for backward-compatible document libraries must be running one of the following operating systems: Windows 98 or Windows 98 Second Edition Windows NT 4.0, and the latest service pack Any version of Windows 2000, and the latest service pack Microsoft Windows XP Professional, and the latest service pack Any version of Windows Server 2003, and the latest service pack Note: Computers used by coordinators for backward-compatible document libraries must be running any version of Windows 2000, Windows XP Professional or any version of Windows Server 2003. In addition to the operating system, client computers must have the following installed: Microsoft Outlook Express 5.01 or later Internet Explorer 5.01 or later Note: Microsoft Visual Basic® Scripting support is required if you are running Windows 98, Windows 98 Second Edition or Windows NT 4.0. If you choose the custom installation option for Internet Explorer when you are installing on Windows 98, Windows 98 Second Edition or Windows NT 4.0, ensure that you install Visual Basic Scripting support.

Client Browser Requirements for Backward-Compatible Document Libraries Computers running the client components for backward-compatible document libraries must have one of the following Web browsers installed: Internet Explorer 5.01, and the latest service pack Internet Explorer 5.5, and the latest service pack Internet Explorer 6.0, and the latest service pack

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Netscape Navigator 6.02 or later Note: Visual Basic Scripting support is required if you are running Windows 98, Windows 98 Second Edition or Windows NT 4.0. If you choose the custom installation option for Internet Explorer when you are installing on Windows 98, Windows 98 Second Edition or Windows NT 4.0, ensure that you install Visual Basic Scripting support.

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