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Planning and architecture for WindowsSharePoint Services 3.0 technology,
part 1
Microsoft Corporation
Published: March 2007
Author: Windows SharePoint Services IT User Assistance ([email protected])
Abstract
This book provides information and guidelines to lead a team through the steps of planningthe deployment of a solution based on Microsoft Windows SharePoint Services 3.0. Theaudiences for this book are business application specialists, line-of-business specialists,information architects, IT generalists, program managers, and infrastructure specialists whoare planning a solution based on Windows SharePoint Services 3.0. This book alsoincludes links to planning worksheets for recording information related to your planning anddeployment activities.
This book is the first part of a two-part series. You can find the other part at the followinglink:
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 Servicestechnical 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.
http://go.microsoft.com/fwlink/?LinkId=85553&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=81199http://go.microsoft.com/fwlink/?LinkId=81199http://go.microsoft.com/fwlink/?LinkId=85553&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=81199http://go.microsoft.com/fwlink/?LinkId=81199 -
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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.
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ContentsPlanning and architecture for Windows SharePoint Services 3.0 technology, part 1 ..... ....... 1
Contents ..................................................................................................................... ........ 3
Planning worksheets for Windows SharePoint Services 3.0 .............................................. .. 7
Planning worksheets by task ........................................................................ .............. ..... 7
Planning worksheets by title ....................................................................... ..... .............. 10
I. Determine organization and user needs ..................................................................... ....14
Chapter overview: Determine organization and user needs .............................................. 15
Determine objectives for sites ................................................................................... ..... ... 16
Identify primary objectives for sites .................................................................. ..... ..... ....16
Identify primary environments for sites ........................................................................... 18
Worksheet.....................................................................................................................20
Determine user needs and features to use ........................................................................ 21
Determine user needs ..................................................................................... .............. 21
Special considerations ...................................................................................................22
Map user needs to features and determine which features to use ................................. .22
Worksheet.....................................................................................................................26
Determine number of users and user types ....................................................................... 27
Determine number of users ..................................................................................... ..... .27
Identify how users will interact with sites ........................................................................28
Determine user access requirements ............................................................................. 28
Worksheet.....................................................................................................................29
II. Plan Web site structure and publishing .............................................. ..... .............. ..... ... 30
Chapter overview: Plan Web site structure and publishing ...............................................31
Determine paths for sites .................................................................................................32
Specific paths ............................................................................................................... .32 Additional paths .............................................................................................................32
Worksheet.....................................................................................................................33
Determine sites and subsites needed ............................................................................. .34
Determine number of sites and site collections .............................................. ..... ..... ...... 34
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Decide whether to use individual site collections or subsites within one site collection .. . 35
Design site hierarchy ............................................................................................... ..... .36
Worksheets ...................................................................................................................37
Plan site navigation .......................................................................................................... 38
Create a site navigation diagram ................................................................... ..... ..... ...... 38
Understanding shared navigation .............................................................. .............. ..... .39
Determine which sites share the top link bar .................................................................. 40
Determine which additional links to add manually to the top link bar ................... ..... ...... 41
Worksheets ...................................................................................................................41
Determine individual site content needs and structure .......................................................42
Formal: Survey stakeholders and users ..................................................................... ....43
Informal: Rough organization with room to evolve ....................................................... ... 44
III. Plan for content and search ................................................................................... ..... .45
Chapter overview: Plan for content and search .................................................. .............. 46
Plan lists .......................................................................................................................... 47
Included lists .................................................................................................................47
About working with lists ................................................................................................ . 49
Plan for custom lists .............................................................................................. ..... ... 50
Worksheet.....................................................................................................................52
Plan document libraries ........................................................................................... ........ 53
Plan libraries ........................................................................................................... ......53
Plan versioning, content approval, and check-outs .................................... .............. ..... .54
Plan Information Rights Management ...................................................................... ..... .57
Plan content types ....................................................................................................... ....59
What are content types? ................................................................................................ 59
About column templates .......................................................................................... ..... .60
About folder content types .......................................................................................... ... 61
Planning document content types ................................................................................. .61
Planning list content types .......................................................................................... ... 62
After planning content types: next steps ........................................................ ..... ..... ...... 63
Plan workflows .................................................................................................................65What are workflows? ............................................................................................ ..... ....65
Plan for search ................................................................................................................. 67
About search in Windows SharePoint Services version 3 ...................................... ..... ... 67
Plan for search administration ......................................................................... ..... ..... ....68
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Link to worksheet.......................................................................................................... 69
Security considerations for search ................................................................... ..... ..... ...... 70
Sharing data across Web Parts .................................................................... ..... ............70Specify content as no crawl........................................................................................... 70
IV. Plan site and content security ........................................................................ .............. 72
Chapter overview: Plan site and content security .............................................................73
Plan site security ..............................................................................................................74
About site security elements .......................................................................................... 75
About assigning permissions .........................................................................................76
About fine-grained permissions and permission inheritance ...........................................77
Choose which levels of site security to use ........................................................ ............78
Plan for permission inheritance ......................................................................................79Worksheet.....................................................................................................................80
Determine permission levels and groups to use ...............................................................81
Review available default groups ................................................................ .............. ..... .81
Review available permission levels ................................................................................ 83
Determine whether you need additional permission levels or groups ......... .............. ..... .83
Worksheet.....................................................................................................................85
Define custom permission levels ........................................................................... ..... ...... 86
Customize an existing permission level.........................................................................86
Copy an existing permission level..................................................................................86
Create a permission level.............................................................................................. 87
Choose which security groups to use ...............................................................................88
Determine which Windows security groups and accounts to use for granting access to
sites ........................................................................................................ ..... .............. 88
Decide whether to use all authenticated users ........................................................... ....89
Decide whether to allow access to anonymous users ................................... ..... ............89
Worksheet.....................................................................................................................90
Choose administrators and owners for the administration hierarchy .................................91
Levels of administration ..................................................................................... ............91
Worksheet.....................................................................................................................92
V. Plan communication ......................................................................................................93
Chapter overview: Plan communication .................................................................. .........94
Communications components ........................................................................................94
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Plan presence integration ............................................................................................ ....95
About online presence ...................................................................................................95
Advantages of incorporating online presence ............................................... ..... ............96
Organizational considerations ..................................................................................... ... 96
Software requirements .......................................................................................... ..... ... 96
E-mail account requirements ......................................................................... ..... ..... ...... 97
Plan incoming e-mail ........................................................................................................98
About incoming e-mail.................................................................................................. .98
Key decisions for planning incoming e-mail...................................................................98
Configuration options and settings modes ................................................. .............. .... 102
Before configuring incoming e-mail....................................................................... ....... 103
Plan the Microsoft SharePoint Directory Management service .............................. ....... 104
Worksheet................................................................................................................... 105
Plan outgoing e-mail ............................................................................................... ....... 106
About outgoing e-mail.................................................................................................. 107
General requirements ...................................................................................... ..... ....... 107
Outbound SMTP server ............................................................................................... 107
From and Reply-to addresses ...................................................................................... 108
Character set ........................................................................................................ ....... 108
VI. Plan for site creation and maintenance ....................................................... ..... .......... 109
Chapter overview: Plan for site creation and maintenance ................................. ............110
Plan process for creating sites ........................................................................................ 111Determine who can create sites and a method for site creation .................................. .. 111
Plan for Self-Service Site Management........................................................................ 112
Plan for custom site creation processes ....................................................................... 114
Worksheet................................................................................................................. .. 114
Plan for site maintenance and management ...................................................................115
Plan for site maintenance .............................................................................................115
Plan for managing site collections ................................................................................116
Worksheet................................................................................................................. .. 118
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Planning worksheets for WindowsSharePoint 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
overview:
Determine
organization and
user needs[Windows
SharePoint
Services]
Site objectives and environments worksheet
(http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409)
List sites to
create, goals
for each site,
and
environmentsin which sites
will be used.
Users and user types worksheet
(http://go.microsoft.com/fwlink/?LinkID=73270&clcid=0x409)
Record
number of
users, types
of users, and
user access
requirements.
7
http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=73270&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=73270&clcid=0x409 -
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For this task Use this worksheet To do this
Chapter
overview: PlanWeb site
structure and
publishing
[Windows
SharePoint
Services]
Site hierarchy choices worksheet
(http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409)
Identify
shared orunique
elements, and
decide
whether to
create
subsites or
site
collections.
Site hierarchy planning tool (http://go.microsoft.com/fwlink/?
LinkId=73144&clcid=0x409)
Create a site
hierarchydiagram in
Microsoft
Office Visio.
Site paths worksheet (http://go.microsoft.com/fwlink/?
LinkId=73149&clcid=0x409)
Record
managed
paths that
need to be
created for
hosting
collaboration
sites.
Site objectives and environments worksheet
(http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409)
List sites to
create, goals
for each site,
and
environments
in which sites
will be used.
Chapter
overview: Plan
for content and
search
(Windows
SharePoint
Services)
Content type worksheet (http://go.microsoft.com/fwlink/?
LinkId=73311&clcid=0x409)
Plan a
content type.
8
http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73144&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73149&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73311&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73144&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73149&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73311&clcid=0x409 -
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For this task Use this worksheet To do this
Document libraries worksheet
(http://go.microsoft.com/fwlink/?LinkId=73312&clcid=0x409)
Plan libraries
based onsites and on
document
types.
Chapter
overview: Plan
site and content
security
[Windows
SharePoint
Services]
Administrators and owners worksheet
(http://go.microsoft.com/fwlink/?LinkId=73128&clcid=0x409)
Record
owners for
each site
collection and
site.
Custom permission levels and groups worksheet
(http://go.microsoft.com/fwlink/?LinkId=73133&clcid=0x409)
Record
custom
permission
levels and
groups that
need to be
created.
Site and content security worksheet
(http://go.microsoft.com/fwlink/?LinkId=73136&clcid=0x409)
Record
inherited and
uniquepermissions;
record which
groups need
what level of
access.
Plan
communication
Plan for site
creation and
maintenance
Site creation worksheet (http://go.microsoft.com/fwlink/?
LinkId=73139&clcid=0x409)
Record a plan
for creating
sites.
9
http://go.microsoft.com/fwlink/?LinkId=73312&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73128&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73133&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73136&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73139&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73312&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73128&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73133&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73136&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73139&clcid=0x409 -
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For this task Use this worksheet To do this
Site maintenance worksheet (http://go.microsoft.com/fwlink/?
LinkId=73145&clcid=0x409)
Record the
plan formaintaining
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
(http://go.microsoft.com/fwlink/?LinkId=73128&clcid=0x409)
Chapter
overview:
Plan site and
content
security
[Windows
SharePoint
Services]
Record
owners for
each site
collection and
site.
Content type worksheet(http://go.microsoft.com/fwlink/?
LinkId=73311&clcid=0x409)
Chapter
overview:
Plan for
content and
search
(Windows
SharePoint
Services)
Plan a
content type.
10
http://go.microsoft.com/fwlink/?LinkId=73145&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73128&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73311&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73311&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73145&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73128&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73311&clcid=0x409 -
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Use this worksheet For this task To do this
Custom permission levels and groups worksheet
(http://go.microsoft.com/fwlink/?LinkId=73133&clcid=0x409)
Chapter
overview:Plan site and
content
security
[Windows
SharePoint
Services]
Record
custompermission
levels and
groups that
need to be
created.
Document libraries worksheet
(http://go.microsoft.com/fwlink/?LinkId=73312&clcid=0x409)
Chapter
overview:
Plan for
content andsearch
(Windows
SharePoint
Services)
Plan libraries
based on
sites and on
documenttypes.
Site and content security worksheet
(http://go.microsoft.com/fwlink/?LinkId=73136&clcid=0x409)
Chapter
overview:
Plan site and
content
security
[Windows
SharePoint
Services]
Record
inherited and
unique
permissions;
record which
groups need
what level of
access.
Site creation worksheet(http://go.microsoft.com/fwlink/?
LinkId=73139&clcid=0x409)
Plan for site
creation and
maintenance
Record a plan
for creating
sites.
Site hierarchy choices worksheet
(http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409)
Chapter
overview:
Plan Web site
structure and
publishing
[Windows
SharePoint
Services]
Identify
shared or
unique
elements, and
decide
whether to
create
subsites or
site
collections.
11
http://go.microsoft.com/fwlink/?LinkId=73133&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73312&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73136&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73139&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73139&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73133&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73312&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73136&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73139&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409 -
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Use this worksheet For this task To do this
Site hierarchy planning tool(http://go.microsoft.com/fwlink/?
LinkId=73144&clcid=0x409)
Chapter
overview:Plan Web site
structure and
publishing
[Windows
SharePoint
Services]
Create a site
hierarchydiagram in
Microsoft
Office Visio.
Site maintenance worksheet(http://go.microsoft.com/fwlink/?
LinkId=73145&clcid=0x409)
Plan for site
creation and
maintenance
Record the
plan for
maintaining
sites,including
quota values
and automatic
deletion
choices.
Site objectives and environments worksheet
(http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409)
Chapter
overview:
Determine
organization
and user
needs
[Windows
SharePoint
Services]
Chapter
overview:
Plan Web site
structure and
publishing
[Windows
SharePointServices]
List sites to
create, goals
for each site,
and
environments
in which sites
will be used.
12
http://go.microsoft.com/fwlink/?LinkId=73144&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73144&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73145&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73145&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73144&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73145&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=73269&clcid=0x409 -
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Use this worksheet For this task To do this
Site paths worksheet(http://go.microsoft.com/fwlink/?
LinkId=73149&clcid=0x409)
Chapter
overview:Plan Web site
structure and
publishing
[Windows
SharePoint
Services]
Record
managedpaths that
need to be
created for
hosting
collaboration
sites.
Users and user types worksheet
(http://go.microsoft.com/fwlink/?LinkID=73270&clcid=0x409)
Chapter
overview:
Determine
organizationand user
needs
[Windows
SharePoint
Services]
Record
number of
users, types
of users, anduser access
requirements.
Workflows worksheet (http://go.microsoft.com/fwlink/?
LinkId=73315&clcid=0x409)
Record
workflow
name, type,
purpose, and
details.
13
http://go.microsoft.com/fwlink/?LinkId=73149&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73149&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=73270&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73315&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73149&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=73270&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73315&clcid=0x409 -
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I. Determine organization and user needsIn 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
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Chapter overview: Determineorganization 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.
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Determine objectives for sitesIn 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 sitesSharePoint 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 shareideas 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
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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, seePlan 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.
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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 environmentsworksheet (http://go.microsoft.com/fwlink/?
LinkID=73269&clcid=0x409) to record which site
types you want to create.
Identify primary environments for sitesTo 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 environments, the mix of users
interacting in the environment might influence your choices.
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Consider which of the environments described in the following table are applicable to your
sites.
Type of site Factors that influence the
number of sites or type of
sites
Examples
Intranet The size of your organization Small organization
or small business
Department or group
within a larger
organization
Medium or large
organization
Extranet The mix of users, and use of
hosting
Combination 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
Internet The mix of users, and use of
hosting
Internet site
supported by the
organization
Internet site
supported by an external
hosting company
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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.
WorksheetUse the following worksheet to determine objectives for sites:
Site objectives and environments worksheet(http://go.microsoft.com/fwlink/?
LinkID=73269&clcid=0x409)
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Determine user needs and features touse
In this article:
Determine user needs
Special considerations
Map user needs to features and determine which features to use
Worksheet
In theDetermine objectives for sites article, you identified the objectives for the sites youwant 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 needsPreviously, 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.
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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 considerationsYour 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 determinewhich 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 reviewthe 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.
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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
list, or to communicate with
all site members.
Requires an SMTP mail
server to authenticate users,
filter spam, and provide virusprotection for e-mail
messages. For more
information, seePlan
incoming e-mail (Windows
SharePoint Services).
Survey Gather data from site
members.
Presence Find out which site members
are online and ready to
communicate.
Requires a client application
to process the presence
information (such asWindows 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.
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Document storage and workflow features
Feature Description Special planning
considerations
Document library Store, share, present, and
track documents.
Consider content types and
metadata that you want to
support.
Picture library Store and share pictures.
Tasks Assign and track tasks.
Recycle Bin Recover deleted items,
documents, and lists.
Consider whether to turn on
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
and find out what is
new.
Requires RSS client application.
Auditing Flag what is
happening on the
site.
If you want specific auditing reports, you can
create them by using the object model. For
more information, see the Windows SharePoint
Server V3: Software Development Kit
(http://go.microsoft.com/fwlink/?LinkId=72207).
Offline Take documents or
lists offline to
continue working.
Requires client application.
Mobile View and
participate in the
site from mobile
devices.
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Feature Description Special planning considerations
Data connection Pull in data from
other applicationsand Web Parts to
display content
from other
systems.
Search Find information
within a specific
site, list, or
document library, or
across all sites in a
site collection.
For more information, see Plan for search
(Windows SharePoint Services).
Special site types
Feature Description Special planning
considerations
Blog Publish your thoughts and
ideas to share with the
community.
Permissions for blog sites
are configured differently
from other sites to prevent
people who can comment on
blog posts from creating
posts.
Wiki Participate in group content
authoring.
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Feature Description Special planning
considerations
Document Workspace Publish a document forreview or discussion.
Document Workspace sitescan 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,notes, and follow up tasks in
one site.
Meeting Workspace sitescan also be created from
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)
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Determine number of users and usertypes
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 manyusers 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 yourSharePoint 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.
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Identify how users will interact with sitesStep 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 requirementsStep 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?
Anonymous users Do you require users to be able access the site
anonymously?
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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.
WorksheetUse 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)
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II. Plan Web site structure and publishing
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Chapter overview: Plan Web sitestructure 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.
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Determine paths for sitesIn this article:
Specific paths
Additional paths
Worksheet
Specific pathsYou 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 pathsYou 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.
In general, the /sites path should be sufficient for most installations. However, consider
using other paths for the following situations:
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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 pathsyou 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.
WorksheetUse the following worksheet when you determine paths for sites:
Site paths worksheet (http://go.microsoft.com/fwlink/?LinkId=73149&clcid=0x409)
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Determine sites and subsites neededIn 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 notdesigning or creating the sites, you can skip this article and continue on with the planning
process.
Determine number of sites and site collectionsSharePoint 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.
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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 sitecollections or subsites within one sitecollection
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 betweentwo 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.
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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 hierarchyDevelop 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.
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WorksheetsUse 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)
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Plan site navigationIn 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 diagramMake 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.
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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 navigationThe 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 they
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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 barIf 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 Barpage
in Site Settings for the affected sites.
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Determine which additional links to addmanually 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 Barpage 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.
WorksheetsUse 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)
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http://go.microsoft.com/fwlink/?LinkID=72207&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73144&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73144&clcid=0x409http://go.microsoft.com/fwlink/?LinkID=72207&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73140&clcid=0x409http://go.microsoft.com/fwlink/?LinkId=73144&clcid=0x409 -
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Determine individual site content needsand 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 theDetermine 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.
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Formal: Survey stakeholders and usersIf 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 theappropriate 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.
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Informal: Rough organization with room toevolve
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
"must have" 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.
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III. Plan for content and search
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Chapter overview: Plan for content andsearch
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 tocreate, 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.
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Plan listsA 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 listsMicrosoft 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 that is
compatible with Windows SharePoint Services 3.0, you can view and update your
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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 discussio