Microsoft SharePoint 2007 for Office 2007 Users doc

Updates and Wrox technical support at www.wrox.com
for Office 2007 Users
Microsoft
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SharePoint
®
2007
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SharePoint’s collaboration tools
Wrox Programmer to Programmer
TM
Martin W. P. Reid
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Microsoft
®
SharePoint
®
2007 for Office 2007 Users
Introduction xxiii
Part I: Microsoft SharePoint Server 2007
Chapter 1: Microsoft Office SharePoint Services 2007 (MOSS) 5
Chapter 2: Sites and Workspaces 27
Chapter 3: Lists and Libraries 57
Chapter 4: Web Parts 101
Chapter 5: SharePoint and You 135
Part II: From Desktop to Internet
Chapter 6: Microsoft Office Word 2007 173
Chapter 7: Microsoft Office Access 2007 203
Chapter 8: Microsoft Office Outlook 2007 243
Chapter 9: Microsoft Office Excel 2007 265
Chapter 10: Microsoft Office Groove 2007 297
Chapter 11: SharePoint Add-ins 317
Chapter 12: SharePoint Designer 2007 331
Chapter 13: Records Management 361
Appendix A: Microsoft Office Word, Access, and Excel 2003–2007
Command Reference 383
Appendix B: Useful SharePoint Links 405
Index 407
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Microsoft

®
SharePoint
®
2007
for Office 2007 Users
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Microsoft
®
SharePoint
®
2007
for Office 2007 Users
Martin W.P. Reid
Wiley Publishing, Inc.
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Microsoft
®
SharePoint
®
2007 for Office 2007 Users
Published by
Wiley Publishing, Inc.
10475 Crosspoint Boulevard
Indianapolis, IN 46256
www.wiley.com
Copyright © 2009 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada
ISBN: 978-0-470-44875-5
Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
Library of Congress Cataloging-in-Publication Data
Reid, Martin W. P.
Microsoft SharePoint 2007 for Office 2007 Users/Martin WP Reid.
p. cm.
Includes index.
ISBN 978-0-470-44875-5 (paper/website)
1. Microsoft SharePoint (Electronic resource) 2. Intranets (Computer networks) 3. Web servers.
I. Title.
TK5105.875.I6R47 2009
004.6'82—dc22
2009004112
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by
any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted
under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written
permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the
Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600.
Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley &
Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at
/>Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or
warranties with respect to the accuracy or completeness of the contents of this work and specifically
disclaim all warranties, including without limitation warranties of fitness for a particular purpose. No
warranty may be created or extended by sales or promotional materials. The advice and strategies contained
herein may not be suitable for every situation. This work is sold with the understanding that the publisher is
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author shall be liable for damages arising herefrom. The fact that an organization or Web site is referred to in

this work as a citation and/or a potential source of further information does not mean that the author or the
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For general information on our other products and services please contact our Customer Care Department
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Trademarks: Wiley, the Wiley logo, Wrox, the Wrox logo, Wrox Programmer to Programmer, and related
trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates, in the
United States and other countries, and may not be used without written permission. Microsoft and
SharePoint are registered trademarks of Microsoft Corporation in the United States and/or other countries.
All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated
with any product or vendor mentioned in this book.
Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not
be available in electronic books.
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This book is dedicated to my father,
William Robert Reid
16 September 1931 – 21 December 2008.
“ I ’ m a part of old Ardoyne – And Ardoyne is me
I ’ m a part of the old ways – A part of the old days
I ’ m a part of Ardoyne – And Ardoyne is me. ”
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About the Author
Martin W. P. Reid is a systems analyst for Queen’s University in Belfast, one of the leading universities
in the United Kingdom. He is in the process of implementing a 30,000 - user Microsoft Office SharePoint
2007 Services rollout. Previously he worked with end users teaching Microsoft Office applications,

database design, programming, and web development. He has authored 13 technical books since 2002,
including Professional Access 2007 published by Apress. Martin is particularly interested in using
SharePoint as a tool to help information workers get the job done without having to wade through
technical manuals. Martin is a regular contributor to the Microsoft Office SharePoint blog Get the Point
(
) .
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Acquisitions Editor
Katie Mohr
Development Editor
Brian Herrmann
Technical Editor
Todd Meister
Senior Production Editor
Debra Banninger
Production Editor
Kathleen Wisor
Copy Editor
Foxxe Editorial Services
Editorial Manager
Mary Beth Wakefield
Production Manager
Tim Tate
Vice President and Executive Group Publisher
Richard Swadley
Vice President and Executive Publisher
Barry Pruett

Associate Publisher
Jim Minatel
Project Coordinator, Cover
Lynsey Stanford
Proofreader
David Parise, Word One
Indexer
J & J Indexing
Credits
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Acknowledgments
A lot of authors begin their acknowledgements by saying, “ You can ’ t write a book on your own. ” As this
is a single - author book, to tell the truth, I did write this book on my own — at least the first draft of
every chapter. Once that was done, other people then came on board and helped craft the book you have
in your hands now. Without these people, this book would not exist. To those people I extend grateful
thanks: to Katie Mohr, who believed in the project; to Brian Herrmann, who guided me through the
development process and provided an endless amount of suggestions and improvements to this
text; and to the technical editor, Todd Meister, for his effort and suggestions.
But that ’ s just the book. Lots of people are involved in everyone ’ s experience, and I would like to thank
all those individuals on the Internet who give freely of their time and effort to teach the rest of us how to
use SharePoint in all its forms.
I would also like to thank Queen ’ s University Belfast. Particularly the management of the Learning and
Teaching division, who granted me permission to use their MOSS installation for many of the examples
in this book. Without this access, the book would not have been written.
Finally, I would like to thank my family (even Grumpy) for their patience and support when writing this
book, especially for being there when my father died. I am proud of this book; it took time and effort to
write, especially toward the end stages of the project. This book is for my father, who never used a

computer in his life. I miss you!
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Contents
Introduction xxiii
Part I: Microsoft SharePoint Server 2007
Using SharePoint 2
Chapter 1: Microsoft Office SharePoint Services 2007 (MOSS) 5
Why All the Hype? 5
Site Structure 6
What Is MOSS 2007? 7
Web Parts 8
Windows SharePoint Services (WSS) Version 3 9
Blogs 11
Wikis 11
Project Management 12
Surveys 12
Web-Based Discussions 12
Calendars 12
Offline Access 13
Integration with Microsoft Office 14
Alerts 14
Item-Level Security 14
Customization 15
Mobile Device Access 15
Email Updates 15
Workflow 15
Microsoft Office SharePoint Server 2007 16

Enterprise-Level Search 16
People Search 17
MySite 17
Audiences 17
Excel Services 18
Forms Server 18
Business Data Catalog 18
Presence Management 19
Reporting 19
Document Center 19
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xvi
Security 19
Site Owner Permissions 20
Site Member Permissions 20
Site Visitor Permissions 20
Document-Level Permissions 21
Comparing WSS and MOSS Features 21
On the Other Hand 22
Accessibility 22
Navigation 22
Microsoft Solution 22
Browser Support 23
Desktop to Internet 25
Summary 25
Chapter 2: Sites and Workspaces 27
A Little Planning 27
Creating a Team Site 29

Site Owners 31
Create Menu 31
Edit Page 32
Site Settings Menu 32
Quick Launch 34
Default Quick Launch Links 35
Global Menu 37
Site Templates 37
Team Site 38
Blank Site 38
Document Workspace 38
Wiki Site 40
Blog 40
Meeting Workspaces 41
Basic Meeting Workspace 41
Blank Meeting Workspace 41
Decision Meeting Workspace 41
Social Meeting Workspace 42
Multipage Meeting Workspace 42
Creating a Meeting Workspace 42
Create a Meeting Workspace from an Event 43
The Enterprise Tab 43
Publishing 46
Free Application Templates 46
Site Administrator Templates 47
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xvii
Server Administrator Templates 50

GroupBoard Workspace 52
Preconfigured Document Library Templates 53
Basic Site Customization 54
Summary 55
Chapter 3: Lists and Libraries 57
Shared Documents Library 58
Exploring the Default Items 58
Shared Documents 58
Working with Document Libraries 61
Uploading a Document 61
Datasheet View 62
Settings Menu 65
Create a View 67
Document Library Settings 70
Library Columns 71
Library Management 72
Document Edit Menu 74
Workflows 79
Alerts 84
Form Library 84
Picture Library 85
Lists 86
Communication Lists 86
Tracking 89
Custom Lists 97
Key Performance Indicators Lists 98
Summary 99
Chapter 4: Web Parts 101
Web Parts in Relation to MOSS 2007 and WSS 101
Web Parts in SharePoint 102

Creating Web Pages in SharePoint 103
Adding a Web Part 104
Contact Details 106
Business Intelligence 121
Additional Web Parts 123
Search Web Parts 127
Summary 133
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xviii
Chapter 5: SharePoint and You 135
MOSS 2007 MySite 135
Social Networking 136
MOSS 2007 MySite 138
Blogs 146
Adding Web Parts to MySite 148
My Profile 149
Managing Your MySite 150
Customize MySite 155
Personalization Using MOSS Audiences 156
Personalization with Team Sites 159
Personalization Sites 162
Alerts and Regional Settings 163
Summary 163
Part II: From Desktop to Internet
Office as a Desktop Application Set 166
Microsoft Office Groove 2007 167
Information Management 168
Business Knowledge Management 168

The Web Browser as an Information Delivery Tool 169
Access to Corporate Data 171
Summary 171
Chapter 6: Microsoft Office Word 2007 173
What’s New in Microsoft Word 2007? 173
New Menus 174
Microsoft Office Word 2007 and Document Libraries 175
Using Metadata and Content Types within Word Documents 188
Document Check-In and Check-Out 189
Working with Document Versions 191
Document Management Task Pane 192
Adding Tasks 194
Interacting with Colleagues 195
Workflow from Word 2007 196
Blogging with Microsoft Word 2007 198
Office Live Workspace 201
Summary 201
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xix
Chapter 7: Microsoft Office Access 2007 203
What’s New with Access 2007 204
A Brief Database Design Primer 204
Multi-value 206
Attachment 206
Append Only Fields 206
Data 207
General Access Advice 207
Access Objects 208

Tables 208
Queries 209
Forms 209
Reports 209
Lookup Values 210
SharePoint and Access 210
Create the Contact List 210
Creating Access Views with SharePoint 215
Changing Data in Access and Synchronization to SharePoint 218
Exporting Lists to Access 221
Working from Access 2007 222
Creating a Database in Access and SharePoint 223
Importing a SharePoint List from Access 2007 224
Creating an Access Database on SharePoint 225
Moving a Database to SharePoint 230
Keeping an Object in Access 235
Access 2007 and Workflows 235
Building Basic Access Objects 235
Common Gotchas 241
Summary 242
Chapter 8: Microsoft Office Outlook 2007 243
What’s New in Outlook 2007 243
Lists and Libraries 245
Linking Your Documents to Outlook 2007 245
Opening a Document in Outlook 2007 247
Using and Linking Calendars 248
Tasks and Outlook 2007 251
Contacts 253
Managing Your SharePoint Alerts from Outlook 254
Planning a Meeting 256

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Outlook 2007 and Workflow 257
Saving Emails 258
SharePoint and RSS 260
Discussion Lists and Outlook 2007 261
Summary 263
Chapter 9: Microsoft Office Excel 2007 265
What’s New in Excel 2007 265
New Menus 267
Importing Your Excel Worksheet to a Custom List 268
Export an Excel List to SharePoint 269
Export a SharePoint List to Excel 2007 270
Excel Services in MOSS 2007 271
Limitations 272
Publishing Excel 2007 Files 273
Using a Pivot Table in the Browser 275
Using SQL Server Data and Publishing to SharePoint 277
Moving the Connection to SharePoint 281
Excel Web Part 283
Excel Web Part Menu 286
Using Filters with Excel Services 286
SharePoint Reporting Site 292
Key Performance Indicators 293
Summary 296
Chapter 10: Microsoft Office Groove 2007 297
Groove 2007 Feature Set 298
SharePoint Features with Groove 298

Getting Started with Microsoft Groove 2007 299
Creating a Workspace 300
Inviting Colleagues 302
Workspace Properties and Permissions 303
Workspace Tools 304
Meetings Tool 307
SharePoint Files 309
Local Files and Folders 312
Using Instant Messaging in a Workspace 312
Issue Tracking 313
Other Tools 315
Downloadable Tool Templates for Groove 315
Summary 315
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Chapter 11: SharePoint Add-ins 317
Free SharePoint Software 318
Community Kit for SharePoint 318
SharePoint Learning Kit 318
Podcasting Kit for SharePoint 319
Document Library Tree View 319
Telerik RadEditor Lite 320
Commercial Web Parts 324
Calendar Plus 324
SharePoint Forum Web Part 325
Wiki Plus 326
InfoPath Form Viewer 326
SharePoint List Aggregator 326

Other Useful Software 329
Summary 329
Chapter 12: SharePoint Designer 2007 331
Skills Required 332
HTML 332
CSS 333
Getting Started with SharePoint Designer 2007 335
Folder Pane 336
Getting Started with Customization 338
Site Administration with SharePoint Designer 2007 344
Workflows with SharePoint Designer 346
Edit a Workflow 352
Working with Data Sources 352
Displaying SQL Server 2005 Data 353
Connecting Data From Web Parts 355
Summary 359
Chapter 13: Records Management 361
Planning for Records Management 362
Retention Plan 364
Information Management Policies and Auditing 365
Content Types and Information Management Policy 372
Creating a General Site Collection Policy 372
Moving on to Full Records Management 375
Record Center Structures 375
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Records Center Process 376
Record Routing 376

Moving Up Market 380
Summary 381
Appendix A: Microsoft Office Word, Access, and Excel 2003–2007
Command Reference 383
Appendix B: Useful SharePoint Links 405
Index 407
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Introduction
Microsoft Office SharePoint Server, or simply SharePoint, is the new buzzword around Microsoft
software. I first used SharePoint some years back simply to store documents and access them from home
via the Web. Over time, I came to realize that this software offered an opportunity to totally change the
way I work with documents in that it blurred the distinction between the local PC and the Internet. But,
being honest, I was an amateur user of SharePoint and it quickly became simply an extension of the
usual file server I used every day.
When I was using the beta of Microsoft Office 2007 was the time that I really sat up and looked at
SharePoint, and at MOSS 2007 in particular. I realized that simply using Microsoft Word 2007 and a few
mouse clicks I could make information available via the browser to whomever I wanted to, with no need
to use third - party software to upload files to the web. Just use the software I was already familiar with
and the job was done. Not only that, but security of the information was taken care of for me. Now
SharePoint has really taken off and is perhaps one of the biggest - selling products in the Microsoft stable.
This book is designed to teach you how to use SharePoint and Microsoft Office 2007 integration features
to get your job done in this new environment. So why did I write this book? I have written and
contributed to several books, and each time I always say to myself that I will never do it again. There is
no money in books — not for the author anyway. I wrote this book on SharePoint and Office 2007
because I discovered that there is very little in the way of user materials available to the average
SharePoint user. Most of the materials available on the web, for example, are aimed at the technical user
or aimed at a user who would possess high - level permissions within a SharePoint environment. It ’ s
highly unlikely that the majority of SharePoint users would ever be given such permissions. I wanted to
write a book that you could leave on your desk and refer to when required, a book that would show you,

in basic, nontechnical terms, how SharePoint and Office 2007 fit together. For example, I wanted to show
you how to save a document directly into your SharePoint site from any of the Office 2007 applications
and have all interested parties emailed with details of the upload.
Who This Book Is For
I hope anyone using Microsoft SharePoint would find something of value in this book. The book is
written for those actively using SharePoint, either those new to the software or existing users of the
previous version. I assume nothing at all about your experience with SharePoint and its interaction with
Microsoft Office 2007 and cover everything from that standpoint. You can feel free to read the book cover
to cover or dip in and out for information as you need to.
How This Book Is Structured
This book is structured into two distinct areas: Microsoft Office SharePoint Server and Microsoft Office
2007. I did this because, in order to take full advantage of the features in SharePoint, you do need to
understand how it works and what exactly is available within SharePoint. SharePoint is a huge bit of
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