Planning And Architecture For Wss3 Part1

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Planning And Architecture For Wss3 Part1

  1. 1. Planning and architecture for Windows SharePoint Services 3.0 technology, part 1 Microsoft Corporation Published: March 2007 Author: Windows SharePoint Services IT User Assistance (o12ITdx@microsoft.com) Abstract This book provides information and guidelines to lead a team through the steps of planning the deployment of a solution based on Microsoft Windows SharePoint Services 3.0. The audiences for this book are business application specialists, line-of-business specialists, information architects, IT generalists, program managers, and infrastructure specialists who are planning a solution based on Windows SharePoint Services 3.0. This book also includes links to planning worksheets for recording information related to your planning and deployment activities. This book is the first part of a two-part series. You can find the other part at the following link: • Planning and architecture for Windows SharePoint Services 3.0 technology, part 2 (http://go.microsoft.com/fwlink/?LinkId=85553&clcid=0x409) The content in this book is a copy of selected content in the Windows SharePoint Services technical library (http://go.microsoft.com/fwlink/?LinkId=81199) as of the date above. For the most current content, see the technical library on the Web.
  2. 2. The information contained in this document represents the current view of Microsoft Corporation 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, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, e-mail address, logo, person, place or event is intended or should be inferred. © 2007 Microsoft Corporation. All rights reserved. Microsoft, Access, Active Directory, Excel, Groove, InfoPath, Internet Explorer, OneNote, Outlook, PowerPoint, SharePoint, SQL Server, Visio, Windows, Windows Server, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.
  3. 3. Contents Planning and architecture for Windows SharePoint Services 3.0 technology, part 1.........1 Abstract.......................................................................................................................1 Contents.............................................................................................................................3 Planning worksheets for Windows SharePoint Services 3.0..............................................8 Planning worksheets by task..........................................................................................8 Planning worksheets by title..........................................................................................11 I. Determine organization and user needs.......................................................................15 Chapter overview: Determine organization and user needs ............................................16 Determine objectives for sites..........................................................................................17 Identify primary objectives for sites...............................................................................17 Document storage.....................................................................................................17 Communication.........................................................................................................18 Collaboration.............................................................................................................19 Identify primary environments for sites.........................................................................19 Worksheet.....................................................................................................................21 Determine user needs and features to use......................................................................22 Determine user needs...................................................................................................22 Special considerations..................................................................................................23 Map user needs to features and determine which features to use................................23 Worksheet.....................................................................................................................27 Determine number of users and user types.....................................................................28 Determine number of users..........................................................................................28 Identify how users will interact with sites.......................................................................29 Determine user access requirements...........................................................................29 Worksheet.....................................................................................................................30 II. Plan Web site structure and publishing........................................................................31 Chapter overview: Plan Web site structure and publishing .............................................32 Determine paths for sites ................................................................................................33 Specific paths...............................................................................................................33
  4. 4. Additional paths............................................................................................................33 Worksheet.....................................................................................................................34 Determine sites and subsites needed .............................................................................35 Determine number of sites and site collections.............................................................35 Decide whether to use individual site collections or subsites within one site collection 36 Design site hierarchy....................................................................................................37 Worksheets...................................................................................................................38 Plan site navigation .........................................................................................................39 Create a site navigation diagram..................................................................................39 Understanding shared navigation.................................................................................40 Determine which sites share the top link bar................................................................41 Determine which additional links to add manually to the top link bar............................42 Worksheets...................................................................................................................42 Determine individual site content needs and structure.....................................................43 Formal: Survey stakeholders and users........................................................................44 Performing a content survey......................................................................................44 Informal: Rough organization with room to evolve........................................................45 III. Plan for content and search........................................................................................46 Chapter overview: Plan for content and search ...............................................................47 Plan lists ..........................................................................................................................48 Included lists.................................................................................................................48 About working with lists.................................................................................................50 Plan for custom lists......................................................................................................51 Worksheet.....................................................................................................................53 Plan document libraries ...................................................................................................54 Plan libraries.................................................................................................................54 Plan versioning, content approval, and check-outs.......................................................55 Plan versioning..........................................................................................................55 Plan content approval................................................................................................56 Plan check-in and check-out.....................................................................................57 Plan Information Rights Management...........................................................................58 Plan content types ...........................................................................................................60 What are content types?...............................................................................................60 About column templates...............................................................................................62 About folder content types............................................................................................62 Planning document content types.................................................................................62
  5. 5. Planning list content types............................................................................................64 After planning content types: next steps.......................................................................65 Plan workflows ................................................................................................................66 What are workflows?....................................................................................................66 Plan for search ................................................................................................................68 About search in Windows SharePoint Services version 3.............................................68 Plan for search administration......................................................................................69 Link to worksheet..........................................................................................................70 Security considerations for search ..................................................................................71 Sharing data across Web Parts....................................................................................71 Specify content as no crawl..........................................................................................72 IV. Plan site and content security.....................................................................................73 Chapter overview: Plan site and content security ............................................................74 Plan site security .............................................................................................................75 About site security elements.........................................................................................76 About assigning permissions........................................................................................77 About fine-grained permissions and permission inheritance.........................................78 Permission inheritance and fine-grained permissions...............................................78 Permission inheritance and subsites.........................................................................79 Choose which levels of site security to use...................................................................79 Plan for permission inheritance.....................................................................................80 Worksheet.....................................................................................................................81 Determine permission levels and groups to use ..............................................................82 Review available default groups...................................................................................82 Review available permission levels..............................................................................84 Determine whether you need additional permission levels or groups...........................84 Do you need custom groups?....................................................................................85 Do you need custom permission levels?...................................................................85 Worksheet.....................................................................................................................87 Define custom permission levels .....................................................................................88 Customize an existing permission level........................................................................88 Copy an existing permission level.................................................................................88 Create a permission level.............................................................................................89 Choose which security groups to use ..............................................................................90
  6. 6. Determine which Windows security groups and accounts to use for granting access to sites...........................................................................................................................90 Decide whether to use all authenticated users.............................................................91 Decide whether to allow access to anonymous users..................................................91 Worksheet.....................................................................................................................92 Choose administrators and owners for the administration hierarchy ...............................93 Levels of administration................................................................................................93 Worksheet.....................................................................................................................94 V. Plan communication.....................................................................................................95 Chapter overview: Plan communication ..........................................................................96 Communications components.......................................................................................96 Plan presence integration ...............................................................................................97 About online presence..................................................................................................97 Advantages of incorporating online presence...............................................................98 Organizational considerations.......................................................................................98 Software requirements..................................................................................................98 E-mail account requirements........................................................................................99 Plan incoming e-mail .....................................................................................................100 About incoming e-mail................................................................................................100 Key decisions for planning incoming e-mail................................................................100 Basic scenario.........................................................................................................101 Advanced scenarios................................................................................................102 Safe e-mail server................................................................................................102 E-mail drop folder.................................................................................................103 Microsoft SharePoint Directory Management service..........................................103 Incoming e-mail server display address...............................................................104 Configuration options and settings modes..................................................................104 Before configuring incoming e-mail.............................................................................105 Plan the Microsoft SharePoint Directory Management service...................................106 Directory management service configuration options..............................................106 Worksheet...................................................................................................................107 Plan outgoing e-mail .....................................................................................................108 About outgoing e-mail.................................................................................................109 General requirements.................................................................................................109 Outbound SMTP server..............................................................................................109 From and Reply-to addresses.....................................................................................110 Character set..............................................................................................................110
  7. 7. VI. Plan for site creation and maintenance.....................................................................111 Chapter overview: Plan for site creation and maintenance ............................................112 Plan process for creating sites ......................................................................................113 Determine who can create sites and a method for site creation..................................113 Plan for Self-Service Site Management......................................................................115 Plan for custom site creation processes......................................................................116 Worksheet...................................................................................................................116 Plan for site maintenance and management .................................................................117 Plan for site maintenance............................................................................................117 Plan for managing site collections...............................................................................118 Plan site collection quotas.......................................................................................118 Plan site use confirmation and deletion...................................................................119 Worksheet...................................................................................................................120
  8. 8. 8 Planning worksheets for Windows SharePoint Services 3.0 In this article: • Planning worksheets by task • Planning worksheets by title This article provides links to worksheets that you can use to record information that you gather and decisions that you make as you plan your deployment of Microsoft Windows SharePoint Services 3.0. Use these worksheets in conjunction with — not as a substitute for — Planning and architecture for Windows SharePoint Services 3.0 technology. Planning worksheets by task For this task Use this worksheet To do this Chapter Site objectives and environments worksheet List sites to overview: (http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409) create, goals Determine for each site, organization and and user needs environments [Windows in which sites SharePoint will be used. Services] Users and user types worksheet Record number of (http://go.microsoft.com/fwlink/?LinkID=73270&clcid=0x409) users, types of users, and user access requirements.
  9. 9. 9 For this task Use this worksheet To do this Chapter Site hierarchy choices worksheet Identify overview: Plan (http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409) shared or Web site unique structure and elements, publishing and decide [Windows whether to SharePoint create Services] subsites or site collections. Site hierarchy planning tool (http://go.microsoft.com/fwlink/? Create a site LinkId=73144&clcid=0x409) hierarchy diagram in Microsoft Office Visio. Site paths worksheet (http://go.microsoft.com/fwlink/? Record LinkId=73149&clcid=0x409) managed paths that need to be created for hosting collaboration sites. Site objectives and environments worksheet List sites to (http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409) create, goals for each site, and environments in which sites will be used. Chapter Content type worksheet (http://go.microsoft.com/fwlink/? Plan a overview: Plan LinkId=73311&clcid=0x409) content type. for content and search (Windows SharePoint Services)
  10. 10. 10 For this task Use this worksheet To do this Document libraries worksheet Plan libraries (http://go.microsoft.com/fwlink/?LinkId=73312&clcid=0x409) based on sites and on document types. Chapter Administrators and owners worksheet Record overview: Plan (http://go.microsoft.com/fwlink/?LinkId=73128&clcid=0x409) owners for site and content each site security collection and [Windows site. SharePoint Services] Custom permission levels and groups worksheet Record (http://go.microsoft.com/fwlink/?LinkId=73133&clcid=0x409) custom permission levels and groups that need to be created. Site and content security worksheet Record (http://go.microsoft.com/fwlink/?LinkId=73136&clcid=0x409) inherited and unique permissions; record which groups need what level of access. Plan communication Plan for site Site creation worksheet (http://go.microsoft.com/fwlink/? Record a plan creation and LinkId=73139&clcid=0x409) for creating maintenance sites.
  11. 11. 11 For this task Use this worksheet To do this Site maintenance worksheet Record the (http://go.microsoft.com/fwlink/?LinkId=73145&clcid=0x409) plan for maintaining sites, including quota values and automatic deletion choices. Plan for and design security Planning worksheets by title Use this worksheet For this task To do this Administrators and owners worksheet Chapter Record (http://go.microsoft.com/fwlink/?LinkId=73128&clcid=0x409) overview: owners for Plan site and each site content collection and security site. [Windows SharePoint Services] Content type worksheet (http://go.microsoft.com/fwlink/? Chapter Plan a LinkId=73311&clcid=0x409) overview: content type. Plan for content and search (Windows SharePoint Services)
  12. 12. 12 Use this worksheet For this task To do this Custom permission levels and groups worksheet Chapter Record (http://go.microsoft.com/fwlink/?LinkId=73133&clcid=0x409) overview: custom Plan site and permission content levels and security groups that [Windows need to be SharePoint created. Services] Document libraries worksheet Chapter Plan libraries (http://go.microsoft.com/fwlink/?LinkId=73312&clcid=0x409) overview: based on Plan for sites and on content and document search types. (Windows SharePoint Services) Site and content security worksheet Chapter Record (http://go.microsoft.com/fwlink/?LinkId=73136&clcid=0x409) overview: inherited and Plan site and unique content permissions; security record which [Windows groups need SharePoint what level of Services] access. Site creation worksheet (http://go.microsoft.com/fwlink/? Plan for site Record a plan LinkId=73139&clcid=0x409) creation and for creating maintenance sites. Site hierarchy choices worksheet Chapter Identify (http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409) overview: shared or Plan Web unique site structure elements, and and decide publishing whether to [Windows create SharePoint subsites or Services] site collections.
  13. 13. 13 Use this worksheet For this task To do this Site hierarchy planning tool (http://go.microsoft.com/fwlink/? Chapter Create a site LinkId=73144&clcid=0x409) overview: hierarchy Plan Web diagram in site structure Microsoft and Office Visio. publishing [Windows SharePoint Services] Site maintenance worksheet Plan for site Record the (http://go.microsoft.com/fwlink/?LinkId=73145&clcid=0x409) creation and plan for maintenance maintaining sites, including quota values and automatic deletion choices. Site objectives and environments worksheet Chapter List sites to (http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409) overview: create, goals Determine for each site, organization and and user environments needs in which sites [Windows will be used. SharePoint Services] Chapter overview: Plan Web site structure and publishing [Windows SharePoint Services]
  14. 14. 14 Use this worksheet For this task To do this Site paths worksheet (http://go.microsoft.com/fwlink/? Chapter Record LinkId=73149&clcid=0x409) overview: managed Plan Web paths that site structure need to be and created for publishing hosting [Windows collaboration SharePoint sites. Services] Users and user types worksheet Chapter Record overview: number of (http://go.microsoft.com/fwlink/?LinkID=73270&clcid=0x409) Determine users, types organization of users, and and user user access needs requirements. [Windows SharePoint Services] Workflows worksheet (http://go.microsoft.com/fwlink/? Record LinkId=73315&clcid=0x409) workflow name, type, purpose, and details.
  15. 15. 15 I. Determine organization and user needs In this chapter: • Chapter overview: Determine organization and user needs [Windows SharePoint Services] • Determine objectives for sites • Determine user needs and features to use • Determine number of users and user types
  16. 16. 16 Chapter overview: Determine organization and user needs Each organization is looking for a solution that meets its unique requirements. This chapter helps you identify your organization's requirements and determine which capabilities within Microsoft Windows SharePoint Services 3.0 can help you meet those requirements. Whether you are a small business or department-level organization that wants to quickly set up a place to share ideas or information, or a hosting company that wants to sell services to other organizations, the information in this chapter helps you determine the specific objectives for your sites, which capabilities to enable, and how to plan for your specific sets of users. Determine organization and user needs by using the following articles: • Determine objectives for sites helps you identify some primary objectives for your SharePoint sites and consider the environments in which the sites will be used. • Determine user needs and features to use helps you identify user needs and then map those user needs to features that you want to use in your sites. • Determine number of users and user types helps you determine server capacity and any special features or settings you need to incorporate into your sites.
  17. 17. 17 Determine objectives for sites In this article: • Identify primary objectives for sites • Identify primary environments for sites • Worksheet Before you can design your sites based on Microsoft Windows SharePoint Services 3.0, you need to identify what you want to accomplish. This article helps you identify some primary objectives for your SharePoint sites and consider the environments in which the sites will be used. Identify primary objectives for sites SharePoint sites are flexible and can help you accomplish many different things. However, to have a useful and successful site or group of sites, you need to be able to focus the sites on some primary objectives. That is, you need to know what you are trying to accomplish with a site before you can design it. For example: • Do you want to communicate with others in your organization by posting bulletins or announcements and gathering feedback? • Do you want to foster team collaboration by giving team members a place to share ideas and work on projects together? SharePoint sites can assist with both of these objectives. If you have multiple objectives, you might best be served by creating multiple, possibly interrelated, sites. However, you can have multiple objectives for a single site. If you are limited to a single site, organize the site so that users looking for the communication point can find it right away, and users looking to share information and ideas or store documents know where to start. Review the following objectives. Consider which of these objectives most closely align with your needs for each site you are designing. Document storage Document storage and workflow are key functions of many sites, even sites that are primarily used for communication or collaboration. However, sometimes you might need a dedicated document storage site for your organization. Whether you require a special site
  18. 18. 18 for document storage depends on many factors, such as how many documents need to be stored, how many people are contributing documents, who needs to act on the documents, and so on. You will have time to explore how to structure document storage later in the planning process. For more information, see Plan document libraries (Windows SharePoint Services). Document storage sites or document storage sections of other sites often include the following features: • The ability to check documents in or out, track changes to documents, and keep multiple versions of documents. • The ability to route documents for approval or through specific processes before publishing them to a larger audience. Note: Windows SharePoint Services 3.0 includes a workflow capability that you can use to create a custom workflow process to route documents for approval. • The ability to tag documents with metadata, so that documents can be more efficiently sorted and managed. Communication A communication site helps you broadcast information to a group of people and collect information or feedback from that group. Communication sites are primarily concerned with distributing information, data, and documents to other people. For example, a large organization might have a central site for broadcasting organization-wide information about policies or events (such as a human resources site or a company events site). Many communication sites are also used for gathering and sharing information. For example, a community bulletin board is primarily a communication site. People in the community come to the site to read items and to post items for others to read. Communication sites often include sections for: • Describing, publicizing, or announcing an event or other information. • Viewing calendar or event information. • Reading documents or editorial articles. • Posting or uploading information or documents.
  19. 19. 19 Collaboration A collaboration site helps members of a team or organization work together. Collaboration sites are primarily concerned with sharing information and documents, generating ideas, responding to other people's ideas, and tracking progress toward a goal. Collaboration sites can vary depending on the team type, size, complexity, or objective. For example, a small team that is working on a short-term project (such as organizing an upcoming event or planning a new product launch) has different needs than a larger team (such as a research department in a manufacturing company or the editorial staff in a publishing company) that is working on a series of long-term projects. Members of an organization working together to organize an event (such as a charity event) or to encourage participation in the organization (such as a community or school organization) have their own unique needs. Collaboration sites often include sections for: • Sharing information and data. • Sharing documents. • Sharing calendar or event information. • Generating ideas and discussing ideas about a project. • Adding, assigning, and tracking tasks. Worksheet action Use the Site objectives and environments worksheet (http://go.microsoft.com/fwlink/? LinkID=73269&clcid=0x409) to record which site types you want to create. Identify primary environments for sites To effectively plan your sites, you must identify for which environments the sites are intended. Internet sites often have very different objectives and requirements than intranet sites. For example, for an Internet site that you use to market a product, you typically do not restrict who can view the content, but you tightly control who can add content to the site. Conversely, for an intranet site meant for team collaboration, most users contribute content and very few users just casually view the site. For some environments, the size of your organization might influence your choices. For other
  20. 20. 20 environments, the mix of users interacting in the environment might influence your choices. Consider which of the environments described in the following table are applicable to your sites. Type of site Factors that influence the Examples number of sites or type of sites Intranet The size of your • Small organization organization or small business • Department or group within a larger organization • Medium or large organization Extranet The mix of users, and use of • Combination hosting intranet and extranet, supported by the organization • Combination intranet and extranet, supported by an external hosting company • Extranet only, supported by the organization • Extranet only, supported by an external hosting company
  21. 21. 21 Type of site Factors that influence the Examples number of sites or type of sites Internet The mix of users, and use of • Internet site hosting supported by the organization • Internet site supported by an external hosting company Worksheet action Use the Site objectives and environments worksheet (http://go.microsoft.com/fwlink/? LinkID=73269&clcid=0x409) to record which environment the sites will be used in. Worksheet Use the following worksheet to determine objectives for sites: • Site objectives and environments worksheet (http://go.microsoft.com/fwlink/? LinkID=73269&clcid=0x409)
  22. 22. 22 Determine user needs and features to use In this article: • Determine user needs • Special considerations • Map user needs to features and determine which features to use • Worksheet In the Determine objectives for sites article, you identified the objectives for the sites you want to create in your Microsoft Windows SharePoint Services 3.0 environment. In this article, you will review those objectives and user needs, plus any special considerations. Then, you will map those user needs to features that you want to use in your sites. Determine user needs Previously, you decided whether you were primarily creating sites for document storage, communication, or collaboration. In addition to these high-level objectives, you need to determine whether there are additional user needs you want to address by using your SharePoint sites. For example, users might need to: • Interact with data and documents while traveling or working offline. • Send e-mail messages to other members of the community, send documents through e-mail to a site, or archive e-mail messages in a site. • Quickly publish ideas on Internet blogs or wikis without requiring approval or special permissions. • Stay informed about changes to the site. • Incorporate data from several sources.
  23. 23. 23 Worksheet action Use the Site objectives and environments worksheet (http://go.microsoft.com/fwlink/? LinkID=73269&clcid=0x409) to record any additional needs your user community has or requests that you have received from your users. Special considerations Your environment also influences your decisions about what your sites can contain. Identify any special requirements or needs that you might have because of environmental factors. Considerations include: • Client integration Which client applications do you have in your environment that need to interact with your SharePoint sites? • Server integration Which servers in your environment need to interact with Windows SharePoint Services 3.0? • Line-of-business application integration Are there any business applications that need to be integrated with your SharePoint sites? • Add-on solutions, features, applications Are there any solutions that you have in your current environment that need to be integrated with your SharePoint sites? If you are upgrading, are there any solutions or applications that were integrated with a previous version that need to be upgraded? • Hosting considerations If you are a hosting company, what do you need to do to integrate with your billing, auditing, or other systems? Are there any features that you want to provide at additional cost or features that you do not want to provide at all? Map user needs to features and determine which features to use The following tables include common list types, site types, and other features available in Windows SharePoint Services 3.0. Map your user needs to particular features and review the special planning considerations to determine if there are any requirements that you need to meet or factors that you should consider before you use a particular feature.
  24. 24. 24 Communication features Feature Description Special planning considerations Announcements Share news and information with other site members. Shared calendar Schedule and share event information. Links Share important links with site members. E-mail Send information to a site or Requires an SMTP mail list, or to communicate with server to authenticate users, all site members. filter spam, and provide virus protection for e-mail messages. For more information, see Plan incoming e-mail (Windows SharePoint Services). Survey Gather data from site members. Presence Find out which site Requires a client application members are online and to process the presence ready to communicate. information (such as Windows Messenger). Collaboration features Feature Description Special planning considerations Discussion board Share and generate ideas or discuss solutions. Issue tracking Track issues that site members are working on. Contacts Store contact information, such as phone numbers, addresses, and so on.
  25. 25. 25 Document storage and workflow features Feature Description Special planning considerations Document library Store, share, present, and Consider content types and track documents. metadata that you want to support. Picture library Store and share pictures. Tasks Assign and track tasks. Recycle Bin Recover deleted items, Consider whether to turn on documents, and lists. Recycle Bins for site collections. Information management features Feature Description Special planning considerations Alert Track changes to documents, items, lists, libraries, or the entire site. RSS feed Subscribe to a site Requires RSS client application. and find out what is new. Auditing Flag what is If you want specific auditing reports, you can happening on the create them by using the object model. For site. more information, see the Windows SharePoint Server V3: Software Development Kit (http://go.microsoft.com/fwlink/? LinkId=72207). Offline Take documents or Requires client application. lists offline to continue working. Mobile View and participate in the site from mobile devices.
  26. 26. 26 Feature Description Special planning considerations Data connection Pull in data from other applications and Web Parts to display content from other systems. Search Find information For more information, see Plan for search within a specific (Windows SharePoint Services). site, list, or document library, or across all sites in a site collection. Special site types Feature Description Special planning considerations Blog Publish your thoughts and Permissions for blog sites ideas to share with the are configured differently community. from other sites to prevent people who can comment on blog posts from creating posts. Wiki Participate in group content authoring.
  27. 27. 27 Feature Description Special planning considerations Document Workspace Publish a document for Document Workspace sites review or discussion. can easily multiply and get lost. To more effectively control your sites, use a Document Workspace site only when you need a separate space with unique permissions and additional information about a particular document. For general collaboration on documents, use document libraries instead of Document Workspace sites. Document Workspace sites can be created from several Windows SharePoint Services-compatible client applications, such as Microsoft Office Professional 2007. Meeting Workspace Publish meeting agendas, Meeting Workspace sites notes, and follow up tasks in can also be created from one site. Windows SharePoint Services-compatible client applications, such as Microsoft Office Outlook 2007. Worksheet Use the following worksheet to determine user needs and features: • Site objectives and environments worksheet (http://go.microsoft.com/fwlink/? LinkID=73269&clcid=0x409)
  28. 28. 28 Determine number of users and user types In this article: • Determine number of users • Identify how users will interact with sites • Determine user access requirements • Worksheet Part of understanding your organization's needs is to understand your users. How many users do you have in your organization? Will they all be using your sites based on Microsoft Windows SharePoint Services 3.0 at the same time, and for the same reasons? Are there special requirements in your environment that you need to plan for? This article prompts you to ask questions about your users to help you determine not only server capacity, but also any special features or settings you need to incorporate into your sites. Determine number of users Step one in understanding your users is to estimate how many users will use your SharePoint sites. Considerations include: • How many users in total do you expect to use your sites? • How many users do you expect to use your sites concurrently? • Worksheet action • Use the Users and user types worksheet (http://go.microsoft.com/fwlink/? LinkId=73270&clcid=0x409) to record an estimate of how many users will use your sites.
  29. 29. 29 Identify how users will interact with sites Step two is to identify how users will interact with your SharePoint sites. Identify what percentage of users you expect to use specific feature sets in your sites. Considerations include: • Communication Will users view announcements, calendars, and so on, or contribute items to those lists? • Collaboration Will users add or change items in task lists or discussion boards? • Document storage Will users save to document libraries, or check documents in and out? • Search Will users search for people, content, or information in the sites? • Third-party and earlier systems integration Will users query for data in a database to display in a list or Web Part? Worksheet action Use the Users and user types worksheet (http:// go.microsoft.com/fwlink/? LinkId=73270&clcid=0x409) to record how users will interact with your sites. Determine user access requirements Step three is to determine any special access requirements that your users might need. Most of these requirements must be taken into account when configuring your servers and making authentication choices. Considerations include: • Remote access Do users need to access your sites from outside of your domain? • Internet access Do you need to expose your sites to the Internet? • Mobile access Do users need to be able to access your site from a mobile device, such as a mobile phone? • Offline capabilities Do users need to be able to take the content offline and work on it when not connected to your sites?
  30. 30. 30 • Anonymous users Do you require users to be able access the site anonymously? Worksheet action Use the Users and user types worksheet (http:// go.microsoft.com/fwlink/? LinkId=73270&clcid=0x409) to record any special access requirements for your sites. Worksheet Use the following worksheet to determine the number of users and user types: • Users and user types worksheet (http://go.microsoft.com/fwlink/? LinkId=73270&clcid=0x409)
  31. 31. 31 II. Plan Web site structure and publishing
  32. 32. 32 Chapter overview: Plan Web site structure and publishing The effectiveness of a site, or a group of sites, depends on many factors, but key among them is the ability to predictably locate the site and the content that you need within the site. The structure of a site or group of sites and the navigation inside and among sites are key to helping users find and share information and work together. Depending on your role in the planning process, you may delve into your site structure and navigation at different levels. • If you are a member of the IT group for your organization — and are not involved in planning the content in individual sites, but rather the overall framework for sites — use the following articles to plan site structure and navigation: • Determine paths for sites [Windows SharePoint Services] helps you decide which paths to use for your sites. • Determine sites and subsites needed [Windows SharePoint Services] provides information for site or application administrators who are creating sites. • If you are an administrator of a site and simply want to work on the structure of your own individual site, use the following articles to plan site structure and navigation: • Determine sites and subsites needed [Windows SharePoint Services] provides information for site or application administrators who are creating sites. • Plan site navigation [Windows SharePoint Services] helps you design the navigation for your site. • Determine individual site content needs and structure helps you determine what to put in your site and how to organize the content so that it is useful.
  33. 33. 33 Determine paths for sites In this article: • Specific paths • Additional paths • Worksheet Specific paths You have the ability to use specific paths in Microsoft Windows SharePoint Services 3.0 to contain your SharePoint site collections, similar to the way that folders contain files or documents in the file system. By default, when you create a Web application, two paths are created for you: • Root path (/) This is an explicit inclusion that can contain one site collection. For example, if you want a URL to appear as http://company_name/default.aspx, you would create the site collection at this root path. • Sites path (/sites) This is a wildcard inclusion that can contain many site collections. For example, when you use the /sites path, the URL for a site named Site_A would be similar to http://server_name/sites/Site_A/default.aspx. Note: The name of the /sites path varies depending on the installation language. Additional paths You can also create additional paths, allowing you to group site collections. Then, when you create a site collection, you can choose to: • Create the site collection at the root of the Web application (if no site collection has already been created there). • Create the site collection under the /sites path. • Create the site collection under any additional paths that have been made available for that Web application.
  34. 34. 34 In general, the /sites path should be sufficient for most installations. However, consider using other paths for the following situations: • You have a complex installation and anticipate having a large number of site collections, and you want to group similar sites together. For example, you could use /personal for individual user sites and /team for group collaboration sites, rather than using /sites for all. • You want to be able to add a filter to your firewall or router to constrain a specific namespace to internal access only. For example, you could expose the /team path for external collaboration but not /personal. Worksheet action Use the Site paths worksheet (http://go.microsoft.com/fwlink/? LinkId=73149&clcid=0x409) to record your decision to use paths, and specify which paths you need to create to organize your SharePoint sites. If you have decided to use specific paths for your SharePoint sites, you can set them up after deployment. Worksheet Use the following worksheet when you determine paths for sites: • Site paths worksheet (http://go.microsoft.com/fwlink/? LinkId=73149&clcid=0x409)
  35. 35. 35 Determine sites and subsites needed In this article: • Determine number of sites and site collections • Decide whether to use individual site collections or subsites within one site collection • Design site hierarchy • Worksheets The information in this article is for site or application administrators who are creating sites by using Microsoft Windows SharePoint Services 3.0. If you are hosting sites, but not designing or creating the sites, you can skip this article and continue on with the planning process. Determine number of sites and site collections SharePoint sites work best when they are focused on a single effort or are used by a single team. They become difficult to maintain, out of date, and less useful when too many people are coming to the site for different things. For example, if the same site is used for tracking customers, storing company policies, and sharing documents about products under development, the site is much more difficult to organize and can quickly become cluttered. On the other hand, if you have too many sites, it can be difficult to locate the information that you need. A number of factors go into the decision of how many sites and site collections you need, including: • How many users will use the sites. • How the users are related to each other or interact with each other. • How the users will use the site. • What type of content you expect to store in the sites. • The complexity of information that you are trying to organize. Review your list of site purposes and users, and decide how many individual sites you need.
  36. 36. 36 Worksheet action Use the Site objectives and environments worksheet (http://go.microsoft.com/fwlink/? LinkId=73269&clcid=0x409) to review your list of sites. Decide whether to use individual site collections or subsites within one site collection You must decide whether to create your sites as top-level Web sites in separate site collections, or as subsites within the same site collection. This decision is based on how much the sites have in common with each other, whether you want to be able to manage them individually, and whether you want them to share elements, such as navigation or search. Within a site collection, all sites can use the same: • Navigation bars (top link bar and breadcrumb navigation) • Content types • Workflows • Security groups • Lookup fields across lists • Search scope • Feature set Choose top-level Web sites in separate site collections when you: • Need separate security for different sites. Note: Although you can have unique permissions for a subsite, at times you might want to be sure that there are no users and permissions in common between two sites. In those cases, you should use separate site collections. • Might need to move the site collection to a different database in the future. • Want to be able to back up or restore that site only.
  37. 37. 37 • Want to be able to scope a workflow to that site only. • Want to have a separate search scope for that site only. • Want to use quotas to separately manage the amount of space that each site takes up. • Want to decentralize your administration and have site collection administrators perform tasks, such as approving requests for access or confirming site use. Choose subsites within the same site collection when you: • Want to share navigation between sites. • Want to have subsites inherit permissions from parent sites. • Want to share lists between sites. • Want to share design elements (such as themes or styles) between sites. Worksheet action Use the Site hierarchy choices worksheet (http://go.microsoft.com/fwlink/? LinkId=73140&clcid=0x409) to record your decisions about whether to create separate site collections or subsites within a site collection. Design site hierarchy Develop your site hierarchy by using whatever method works best for you. Be sure to identify which sites are top-level sites in a site collection and which are subsites of other sites. Worksheet action Use the Site hierarchy planning tool (http://go.microsoft.com/fwlink/? LinkId=73144&clcid=0x409) (a downloadable Microsoft Office Visio file) or other method to create a site hierarchy diagram, including all site collections, top-level Web sites, and subsites that you need.
  38. 38. 38 Worksheets Use the following worksheets to plan sites and subsites: • Site hierarchy choices worksheet (http://go.microsoft.com/fwlink/? LinkId=73140&clcid=0x409) • Site hierarchy planning tool (http://go.microsoft.com/fwlink/? LinkId=73144&clcid=0x409) (a downloadable Microsoft Office Visio file) • Site objectives and environments worksheet (http://go.microsoft.com/fwlink/? LinkId=73269&clcid=0x409)
  39. 39. 39 Plan site navigation In this article: • Create a site navigation diagram • Understanding shared navigation • Determine which sites share the top link bar • Determine which additional links to add manually to the top link bar • Worksheets Use this article to design the navigation for your site. Create a site navigation diagram Make a diagram of the sites you want to create. For example, the following diagram is for a small travel company named Margie's Travel. The company has a set of internal sites to help them organize their core business, which is planning conventions.
  40. 40. 40 Your diagram might include a single site collection, such as the example for Margie's Travel, or it might have multiple site collections if you have a more complex set of sites. Be sure to include all top-level Web sites, subsites, Meeting Workspace or Document Workspace sites, and other sites that you plan to create and leave room for future expansion. You might also want to include the lists and libraries for each site, especially if you are deciding whether to create a subsite for document storage or one or more document libraries. For more information about planning lists and document libraries, see Chapter overview: Plan for content and search (Windows SharePoint Services). Worksheet action Use the Site hierarchy planning tool (http://go.microsoft.com/fwlink/? LinkId=73144&clcid=0x409) (a downloadable Microsoft Office Visio file) or other method to review your site hierarchy diagram. Add your navigation plan to this diagram. Understanding shared navigation The top link bar appears at the top of all pages in the site, below the site title. You can share the top link bar between sites in a site collection, or have a unique top link bar for each site. The top link bar can display two levels of sites in a site collection. For example, the top link bar for the Margie's Travel site collection might contain links for Margie's Travel Home, Office Management, Convention Planning, and Sales and Marketing. In this example, the top link bar looks like the following: Home | Office Management | Convention Planning | Sales and Marketing Note: Although the top link bar can display two levels of sites, this does not mean that all subsites at the second level have to be displayed on the top link bar. You can determine whether or not a subsite appears on the top link bar when you create it, or by configuring the navigation later in Site Settings. However, by default, sites at a third level in the hierarchy do not appear on the top link bar for the top-level Web site, even if they share the navigation. For example, the Tips and Reports sites would not appear on the top link bar of Margie's Travel Home because
  41. 41. 41 they are subsites of the Convention Planning site. If you want these sites to appear, you can manually add them to the top link bar, or create them at the second level in the site hierarchy (as subsites under Margie's Travel Home, rather than as subsites under the Convention Planning site). The top link bar cannot be shared between sites in different site collections. However, you can always manually add a link to a site in a different site collection. Determine which sites share the top link bar If you want the Home tab of a subsite to take you to the subsite's home page instead of the shared navigation's home page, then you should use unique navigation. Otherwise, you should use shared navigation. For example, the Margie's Travel site collection could share the top links among all of the second-level sites, so that all sites have the same navigation: Home | Office Management | Convention Planning | Sales and Marketing This works for a small team, such as in Margie's Travel, where all of the users in the organization work with all of the sites. Each user in the site collection uses each of the sites, so a shared top link bar is useful. However, if the Convention Planning and Sales and Marketing teams work fairly independently and do not need access to each other's sites, then the navigation for Margie's Travel could be customized to be shared at the second level, rather than the top level, as in the following: Margie's Travel Home site: Home | Office Management Convention Planning site: Convention Planning | Tips | Blogs Sales and Marketing site: Sales and Marketing Keep in mind that the new global breadcrumb navigation always contains a link back to the top-level site in the site collection. Therefore, even though users of the Convention Planning site cannot go to Margie's Travel Home from the top link bar, they can go directly to it from the global breadcrumb navigation. Note: Although the choice of whether or not to share a navigation bar is made during site creation, you can change this option later. You might have to manually create links if you change your mind, but you can do so easily by using the Top Link Bar page in Site Settings for the affected sites.
  42. 42. 42 Determine which additional links to add manually to the top link bar Whether or not you decide to share the top link bar, you can customize the top link bar to include links to any other URL that you need. Depending on the extent of customization you need, you can choose between the following methods to customize the top link bar: • If you want to add, remove, or rearrange the links in a top link bar, use the Top Link Bar page in Site Settings for the site. • If you want to create an entirely custom top link bar, and apply it to all sites in a site collection, or to sites in different site collections, use SharePoint Designer or Microsoft Visual Studio. For more information, see the Windows SharePoint Services (http://go.microsoft.com/fwlink/?LinkID=72207&clcid=0x409). Worksheet action Use the Site hierarchy choices worksheet (http://go.microsoft.com/fwlink/? LinkId=73140&clcid=0x409) to review your site and subsite decisions and record decisions about how to structure the site navigation. Worksheets Use the following worksheets to plan site navigation: • Site hierarchy choices worksheet (http://go.microsoft.com/fwlink/? LinkId=73140&clcid=0x409) • Site hierarchy planning tool (http://go.microsoft.com/fwlink/? LinkId=73144&clcid=0x409) (a downloadable Microsoft Office Visio file)
  43. 43. 43 Determine individual site content needs and structure In this article: • Formal: Survey stakeholders and users • Informal: Rough organization with room to evolve Creating a site is a quick process, but deciding what content to put in the site and how to organize the content so that it is useful takes some time. You can approach this task in many ways, but two recommended ways are: • Formal method Survey your stakeholders and users to determine what they want to see in the site. Follow this formal process if you are creating a large or strategic site, with multiple audiences coming to it for different needs. It takes careful planning and review to ensure that all audiences can come to the site, find what they need, contribute appropriately, and continue with their work. • Informal method Begin with a rough organization for the site, and from there, let it evolve based on user needs and feedback. Follow this informal process if you have a small, more casual collaboration site where most of the users are working on the same set of tasks in a similar way. In the Determine objectives for sites article, you identified the objectives that most closely aligned with your site needs. Use these objectives to help you identify a method for determining your individual site content and structure. • Document storage site Depending on anticipated complexity, you might want to follow either the formal or informal method. If you are building a large site to store documents from several disparate teams, then you should approach the task of organization formally. If this is just a small storage space for working documents used by your team, then an informal process might suffice. • Communication site You might need to follow the more formal method and determine exactly who is coming to the site for what information, and how to guide them there. • Collaboration site You can probably follow the informal method, allowing the site to grow and evolve as needed. The following sections explain the process for each method.
  44. 44. 44 Formal: Survey stakeholders and users If you need to pursue a formal planning process for your sites, you need to create a formal planning committee to obtain input from stakeholders and to perform the following steps: 1. Determine audience needs by performing an audience and stakeholder survey. Find out what information each audience segment or stakeholder expects to see or interact with. 2. Determine content needs by performing a content survey. Review and inventory current content, content planned for the future, and underused or hard- to-find content, and estimate the expected change in content over time. 3. Design your information architecture. Include which lists or libraries are needed to organize information, what needs to be promoted on home pages, and whether or not you need custom navigation to expose the information architecture to site users. 4. Ask your target users and stakeholders to review prototypes of the information architecture. Evaluate whether they find the information they need in your prototype. Performing a content survey Prior to planning your site structure, you must understand the content that you already have in your organization. By conducting a survey of your current content, you can identify content needs and design and deploy a solution that addresses those content needs. There are several specific elements you should include in your content survey, including: • Number of documents. • Location of documents. • Document types, both in terms of file types and classification. • People and business structure. • Content approval processes and workflow. You can use your content survey to prioritize important content and suggest a structure for that content. Content planning usually proceeds in stages. In the first stage, you make large-scale structural decisions, such as which divisions or projects have separate content needs and how many sites are needed for each separate body of content. Then, content planning teams for each site, usually aligned to divisions or projects, decide on
  45. 45. 45 the appropriate structure to address the content needs at their level. This might require revision of the large-scale structure as new content needs are identified. You might go through several planning stages before deployment, and continue to plan for changes even after your sites are operational. Informal: Rough organization with room to evolve When you are creating an informal site, you can start out with a less rigid process, which might include the following steps: 1. If you are integrating existing content into a new site, take some time to evaluate what content you have and what you want to put into the site. 2. Then, generate ideas about what you think the site should include and create a quot;must havequot; list. For example, a team collaboration site might include: • Documents (project documents, plans, proposals, presentations, bids — anything that your team needs to read or contribute to). • Team schedules (holiday schedules, individual work and vacation schedules, project schedules, and so on). You can log shared events on your site and display then in Calendar view. • Contact information (team members, partners, customers, suppliers and vendors, and so on). You can create separate contact lists for internal and external contacts, or mix them by using fields that you can sort and filter. • Tasks or assignments (identify who is doing what). • Frequently used links to other Web sites (including sites about related projects or teams). • Important announcements or news that your whole team needs to hear about. • A blog — perhaps as the public face for your collaboration site. 3. Review any user scenarios you might have and think about what you might look for in the site if you were a particular user. 4. Add any missing elements to your original list, and if possible, have the list reviewed by a few target users. After you have identified the rough elements, you can get started with the site, and let the team members work on the organization as they go.
  46. 46. 46 III. Plan for content and search
  47. 47. 47 Chapter overview: Plan for content and search As the administrator, owner, or designer of a site based on Microsoft Windows SharePoint Services 3.0, you are responsible for structuring the content in your site and making it easy for users to find, contribute to, and work with that content. If you are creating a casual or temporary collaboration site, you may be able to allow content to evolve as the site is adopted. However, if you want your site to be useful in the long term, you need to pay attention to how the information in your site is stored and displayed. The following articles will assist you as you plan the content for your site: • Plan lists (Windows SharePoint Services) provides information about which lists to create, what field types to use for your data, and what views you may need to create for your lists. • Plan document libraries (Windows SharePoint Services) provides information about how to store documents in your site and how to control versioning, approval, and other processes so your documents stay up to date. • Plan content types (Windows SharePoint Services) provides information about when to use content types, and what content types to create so that similar data in your site produces similar experiences. • Plan workflows (Windows SharePoint Services) provides information about when to create workflows and how to structure them. • Plan for search (Windows SharePoint Services) provides information about how searching works for Windows SharePoint Services 3.0 and how to manage search settings.
  48. 48. 48 Plan lists A list is a collection of information that you share with Web site members. For example, you can create a sign-up sheet for an event, track project status information, or share upcoming vacation times on a team calendar. In this article: • Included lists • About working with lists • Plan for custom lists • Worksheet Included lists Microsoft Windows SharePoint Services 3.0 includes the following types of lists by default: • Announcements Use an announcements list to share news and status and to provide reminders. Announcements support enhanced formatting with images, hyperlinks, and formatted text. • Calendar Use a calendar for all of your team's events, or for specific situations such as company holidays. A calendar provides visual views — similar to a desk or wall calendar — of your team events, including meetings, social events, and all-day events. You can also track team milestones, such as deadlines or product release dates, that are not related to a specific time interval. If you are using an e-mail or calendar program that is compatible with Windows SharePoint Services 3.0, you can view and update your Microsoft® SharePoint® team calendar from the calendar program. You can also copy events from your personal calendar onto the team calendar and vice versa. For example, you can compare and update your calendar on the SharePoint site with dates from your Microsoft Office Outlook® 2007 calendar, by viewing both calendars side by side or overlaid with each other in Office Outlook 2007. In addition, you can enable e- mail integration for this type of list and send meeting requests to your team site calendar so that team meetings are automatically added to the team calendar. • Contacts Use a contacts list to store information about people or groups that you work with. If you are using an e-mail or contact management program
  49. 49. 49 that is compatible with Windows SharePoint Services 3.0, you can view and update your contacts from your SharePoint site in the other program. For example, you can update a list of all your organization's suppliers from Office Outlook 2007. A contacts list doesn't actually manage the members of your site, but it can be used to store and share contacts for your organization such as a list of external vendors. • Custom Although you can customize any list, you can also start with a custom list and then customize that list by adding only the columns you want. You can also create a list that is based on a spreadsheet, if you have a spreadsheet program that is compatible with Windows SharePoint Services 3.0 or Windows SharePoint Services 2.0, and Microsoft Internet Explorer. For example, you can import a list from one that you created with Microsoft Office Excel® 2007 to store and manage contracts with vendors. • Discussion boards Use a discussion board to provide a central place to record and store team discussions. The format of a discussion board is similar to an Internet news group. If your administrator has enabled lists on your site to receive e-mail, discussion boards can store e-mail discussions from most common e-mail programs. For example, you can create a discussion board for your organization's new product release. If you are using an e-mail program that is compatible with Windows SharePoint Services 3.0, you can view and update your discussion board while working in the other program. • Issue tracking Use an issue-tracking list to store information about specific issues, such as support issues, and track their progress. You can assign issues, categorize them, and relate issues to each other. For example, you can create an issue-tracking list to manage customer service problems and solutions. You can also comment on issues each time you edit them, creating a history of comments without altering the previous comments about the issue. For example, a customer service representative can record each step taken to resolve a problem and the results. • Links Use a links list as a central location for links to the Web, your company's intranet, and other resources. For example, you might create a list of links to your customers' Web sites. • Project tasks To store information that is similar to a task list (see below) but also provide a visual or Gantt view with progress bars, use a project task list. You can track the status and percentage complete as a task moves toward completion. If you are using an e-mail or task management program that is compatible with Windows SharePoint Services 3.0, you can view and update your project tasks from your SharePoint site in your other program. For example, you can create a task list on your SharePoint site to identify and assign the work

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