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Wrox Programmer to ProgrammerTM Microsoft® SharePoint® 2007 for Office 2007 Users Get your team working together using SharePoint’s collaboration tools Martin W. P. Reid Updates and Wrox technical support at www.wrox.com ffirs.indd ii 3/30/09 10:21:31 AM 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 ffirs.indd i 3/30/09 10:21:31 AM ffirs.indd ii 3/30/09 10:21:31 AM Microsoft® SharePoint® 2007 for Office 2007 Users ffirs.indd iii 3/30/09 10:21:32 AM ffirs.indd iv 3/30/09 10:21:32 AM Microsoft® SharePoint® 2007 for Office 2007 Users Martin W.P. Reid Wiley Publishing, Inc. ffirs.indd v 3/30/09 10:21:32 AM 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 http://www.wiley.com/go/permissions. 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 not engaged in rendering legal, accounting, or other professional services. If professional assistance is required, the services of a competent professional person should be sought. Neither the publisher nor the 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 publisher endorses the information the organization or Web site may provide or recommendations it may make. Further, readers should be aware that Internet Web sites listed in this work may have changed or disappeared between when this work was written and when it is read. For general information on our other products and services please contact our Customer Care Department within the United States at (877) 762-2974, outside the United States at (317) 572-3993 or fax (317) 572-4002. 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. ffirs.indd vi 3/30/09 10:21:32 AM 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. ” ffirs.indd vii 3/30/09 10:21:32 AM ffirs.indd viii 3/30/09 10:21:32 AM 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 ( http://sharepoint.microsoft.com/blogs/getthepoint ) . ffirs.indd ix 3/30/09 10:21:33 AM ffirs.indd x 3/30/09 10:21:33 AM Credits Acquisitions Editor Production Manager Katie Mohr Tim Tate Development Editor Vice President and Executive Group Publisher Brian Herrmann Richard Swadley Technical Editor Vice President and Executive Publisher Todd Meister Barry Pruett Senior Production Editor Associate Publisher Debra Banninger Jim Minatel Production Editor Project Coordinator, Cover Kathleen Wisor Lynsey Stanford Copy Editor Proofreader Foxxe Editorial Services David Parise, Word One Editorial Manager Indexer Mary Beth Wakefield J & J Indexing ffirs.indd xi 3/30/09 10:21:33 AM ffirs.indd xii 3/30/09 10:21:33 AM 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! ffirs.indd xiii 3/30/09 10:21:33 AM ffirs.indd xiv 3/30/09 10:21:33 AM 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?