What’s New with ECM in SharePoint 2013 Hands-On Lab · In SharePoint 2013, there are new ECM features that help you keep your personal space organized. These features, such as the

2013

What’s New with ECM in

SharePoint 2013

Hands-On Lab

Lab Manual

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Contents

WHAT’S NEW WITH ECM IN SHAREPOINT 2013 .................................................................................................. 2 Lab Objectives ........................................................................................................................................................ 2 Audience ................................................................................................................................................................ 2 Scenario ................................................................................................................................................................. 2 Getting Started ....................................................................................................................................................... 2

Connect to the Lab Environment ....................................................................................................................... 2 Open the Lab Environment ................................................................................................................................ 2

Exercise 1 – Keeping Organized ............................................................................................................................ 4 Scenario ............................................................................................................................................................. 4 Task 1 – Using the Newsfeed ............................................................................................................................ 4 Task 2 – Using the Following Capability ............................................................................................................ 5 Task 3 – Working with SkyDrive Pro ................................................................................................................. 6 Task 4 – Understanding Task Rollup ................................................................................................................. 9

Exercise 2 – Managing Team Sites ..................................................................................................................... 11 Scenario ........................................................................................................................................................... 11 Task 1 – Understanding the User Experience ................................................................................................. 11 Task 2 – Using the Site Mailbox ...................................................................................................................... 12

Exercise 3 – Managing Organizations ................................................................................................................. 13 Scenario ........................................................................................................................................................... 13 Task 1 – Using Search ..................................................................................................................................... 13 Task 2 – Using People Search ........................................................................................................................ 15 Task 3 – Using Query Rules ............................................................................................................................ 15 Task 4 – Exploring the Research Center ......................................................................................................... 16

Exercise 4 – Understanding the Prodiance Add-In .............................................................................................. 18 Scenario ........................................................................................................................................................... 18

Summary .............................................................................................................................................................. 20

Hands-on Lab What’s New with ECM in SharePoint 2013

Microsoft Confidential Page 2

What’s New with ECM in SharePoint 2013

Estimated time to complete this lab: 30 minutes

Lab Objectives

The goal for this HOL is an end-to-end tour of the new Enterprise Content Management (ECM) features in SharePoint 2013. After completing this lab, you will be better able to:

Understand newsfeeds, which are personalized for individual users.

Understand what following means.

Work with SkyDrive Pro.

Work with the new user experience improvements such as the drag-and-drop feature and multiple edits. Multiple edits allow you to edit multiple list items.

Use site mailboxes.

Use search and search-driven experiences such as knowledge portals.

Use the Inquire tab that relies on technology from Prodiance.

Audience

Business decision makers and SharePoint IT professionals

Scenario

In this lab, you will explore some of the new ECM features in SharePoint 2013 as they apply to personal, team, and organizational spaces. This lab does not cover every new feature – for example, eDiscovery requires a bit more time to understand, so take a look at HOL020 to learn about it. The Record Center and document lifecycle management in general, are also not covered in this lab. This is a broad subject that includes, among other features, workflows, routing rules, multi-stage retention, and hierarchical file plans. Please visit http://SharePoint.Microsoft.com for more information.

Getting Started

Connect to the Lab Environment

Log on to the SharePoint (SP) virtual machine (VM) as Garth Fort, with the credentials CONTOSO\GarthF, pass@word1. After you have logged on to the VM, open Internet Explorer, navigate to the demo home page at http://intranet.contoso.com/Sites/Contoso, and log on to SharePoint as Garth Fort with the following credentials:

Username: CONTOSO\GarthF Password: pass@word1

Open the Lab Environment

1. Start Outlook 2013 and minimize the window. 2. From the demo home page, click Newsfeed. Garth’s newsfeed page appears.

Note: There may be a small delay before the newsfeed appears. If the newsfeed is not displaying as expected, try clicking on the User's About Me page for an alternative way to see

http://sharepoint.microsoft.com/

http://intranet.contoso.com/



the newsfeed. You can access About Me by clicking the user logon name at the top-right of the screen. Look for the “XT2000 documents” discussion (another discussion will also serve to refresh the newsfeed). Add a reply, then delete the reply to refresh the conversation. After refreshing the conversation, return to the Newsfeed page.

You can also try the following to update the newsfeed: in the top navigation, next to Mentions, click the ellipsis and then click Activities.



Exercise 1 – Keeping Organized

Estimated time to complete this exercise: 10 minutes

Scenario

In SharePoint 2013, there are new ECM features that help you keep your personal space organized. These features, such as the newsfeed and the following capability, help you keep track of all the information streams and locations that you use most often, and to make them easily accessible. You’ll find that it’s now much easier to manage the constantly increasing numbers of SharePoint sites, documents, people, and tasks that you use to get your job done. In this task, you’ll take a tour of a newsfeed, which has been personalized for Contoso employee Garth Fort.

Task 1 – Using the Newsfeed

The newsfeed is your central location in SharePoint 2013 for social activities. It keeps you updated on what’s happening and what tasks you need to address. A newsfeed is a rich microblog that goes beyond simple posts and replies. It is a powerful discovery tool that helps keep you current on what you and your co-workers are doing. In this task, you will explore the most common social features found on the newsfeed page.

1. In the top navigation of Garth’s page, click Newsfeed. The newsfeed appears. Here is an example of what you might see.

2. In the Share with everyone field at the top, post a status update and click Post. The post appears in the newsfeed.



3. Scroll down to any comment by Alex Darrow and click Follow Alex Darrow. Refresh the page. Alex Darrow’s name is added to the list of people that Garth Fort is following.

4. Scroll down to find a PowerPoint document in one of the newsfeed posts.

5. Click Preview, which is under the document title. The PowerPoint Web App opens. Scroll through a slide or two.

Note: Inline preview also works for videos that are stored in SharePoint or that stream from services such as YouTube.

6. Explore the various posts from people that have, for example, updated a document or tagged something.

Task 2 – Using the Following Capability

The challenge with many social solutions is discoverability. SharePoint makes discoverability easy with the following activity, which is an active tool that provides relevant information as you work and provide it with more data. This is because SharePoint 2013 has integrated the new unified search engine with the following capability to create custom recommendations for you. You can follow not only people but sites, documents, or even hash tags. In this task, you will explore the different following capabilities available in SharePoint 2013.

1. Scroll up to the top of the newsfeed page, and under I’m following, click the number above documents.



2. Note the documents listed on the Docs I’m following page. The following screenshot is an example of what you might see.

As you work, SharePoint will begin to suggest other documents based on the documents you have intentionally followed as well as on the search and browse histories of you and your colleagues.

3. In the top navigation, click Sites. Garth’s page appears.

4. The big tiles at the top, such as Sales and Marketing, are known as promoted sites and they are defined by the administrator. The rest of the sites that are listed are ones that Garth is following. Recommendations such as the Suggested sites to follow section are provisioned in the same way as the suggested documents section that you saw in step 2.

Task 3 – Working with SkyDrive Pro

What would a tour of the SharePoint personal space be without examining the individual documents that a user owns and manages? In this task, you’ll explore Garth’s personal document library, which is stored on a device known as SkyDrive Pro. You will learn about sharing documents, the drag-and-drop feature, and how to sync a library to the desktop.



5. In the top navigation, click SkyDrive. The documents that Garth has stored on SkyDrive Pro appear. This screenshot is an example of what you might see.

6. Scroll up and down the document list to familiarize yourself with what you might keep in your personal library.

7. Sharing documents has never been easier in SharePoint! Most of the documents you see are private to Garth, but to share a document all you need to do is click on the lock and then invite people. Click the lock icon in the Sharing column for one of the documents in the list. (This icon signifies that the document is private.) The Shared With dialog box appears.



8. Click Invite People. A dialog box appears.

9. Enter the name Molly Dempsey in the Invite People field and then click Share.

10. The Documents page appears. Notice that, for the document you selected, the icon in the Sharing column has changed from the lock to two people, which signifies that the document is shared.

11. Resize the SharePoint Internet Explorer window to take up the right half of screen (use the Windows 7 snap feature).

12. From the Start menu, open Windows Explorer. Click Documents Library and snap it to the left half of the screen.

13. Drag a file into the SharePoint browser window (on top of the existing documents). Let go to drop the file into the window. You will see the page change to show the new document. You can use the drag-and-drop feature to move a document into SkyDrive Pro or into any other library in SharePoint. You can also sync the library to your desktop.

14. Minimize the local Documents folder and maximize the SharePoint Documents page.

15. On the SharePoint Documents page, click Sync.



16. The following Microsoft SkyDrive Pro message appears. (Click to accept any prompts displayed while the files are syncing.)

17. The SkyDrive Pro icon appears on the task bar.

Task 4 – Understanding Task Rollup

In this task, you will explore the new My Tasks functionality that is included in SharePoint 2013. The Tasks item is an integrated list of everything you need to do. This list actually includes tasks from across the SharePoint farm – tasks from your team sites and Project sites roll up into this one view. One way that you can view your task list is as a personalized timeline.

1. Navigate to http://intranet.contoso.com/Sites/Contoso. Click Newsfeed in the top navigation. Garth Fort’s page appears.

http://intranet.contoso.com/Sites/Contoso



2. In the left navigation, click Tasks. Garth’s My Tasks page appears and displays a timeline. (The timeline may not exactly match the screen shot).

Examine the tasks. You can easily drag items in the timeline to rearrange the callouts. Experiment with adding new tasks by clicking new task. (While you can create your own tasks, they can also be created by workflows.)

3. You can sync your task list to Outlook. On the My Tasks page, click the Tasks tab in the ribbon. Click Sync to Outlook.

4. The Sync task with Microsoft Outlook dialog box appears. Make sure that Sync tasks is selected. Click OK.

5. Switch to Outlook and in the bottom navigation, click Tasks to view the new tasks.



By completing this exercise, you learned how the newsfeed is the central location for social activities in SharePoint 2013. It gives you current information on what's happening and what tasks you need to address. You have also learned how you can follow a site, a document or even a hash tag using the following feature. You learned how to share documents, and how to use the drag-and-drop feature to move documents between your local drive and SkyDrive Pro. You also learned how to sync the library to the desktop. Finally, you learned how the task list is an integrated list of everything that you need to do. You saw how to view it as a timeline, and how to sync it with Outlook.

Exercise 2 – Managing Team Sites


Scenario

So far, you’ve examined how the new ECM features help you to manage your personal space on SharePoint. Now you’ll look at ECM features that work at the team or project level, which is where most collaboration happens. ECM features are embedded at all levels so that individuals, teams, and organizations can take advantage of them. In this exercise, you will explore some of the new ways ECM is used in SharePoint 2013 to help teams stay organized and focused.

Task 1 – Understanding the User Experience

This task demonstrates how SharePoint 2013 gives users an easy way to move between SharePoint and other Office applications. You learned about the drag-and-drop feature earlier. This task demonstrates the multiple edit capability that exists in libraries. This capability allows you to easily edit multiple list items.

1. Go to the Contoso home page at http://intranet.contoso.com/Sites/Contoso. In the Departments

drop-down menu, click Finance.

2. In the left navigation, click Investor Relations Handbooks.

3. In the left navigation, click Documents.

4. Click the Library tab in the ribbon.

5. In the ribbon, click Quick Edit.

6. The library opens in a worksheet view.

7. Click in the VTeam Department column of a document row, delete the current contents, and enter Copy Editing.

8. Press ENTER to keep the changes.

http://intranet.contoso.com/Sites/Contoso



9. Drag and fill from the entry you just edited across two or three adjacent documents (like you can do in Excel)

10. Below the ribbon, click Stop editing this list.

Task 2 – Using the Site Mailbox

Team collaboration doesn’t always happen on websites. A new feature in SharePoint 2013 is the site mailbox. With site mailboxes, you have a central location where you can access and work with SharePoint documents and a variety of Exchange content such as email and Microsoft Lync conversations. In this task, you’ll see how to use site mailboxes from Outlook.

1. Open Outlook.

2. In the left navigation, scroll down to the Project Phoenix site mailbox.

3. Expand it and click Inbox to see its contents. This screenshot is an example of what you might see.

4. In the Outlook ribbon, click New Email.

5. In the To: field, type Project Phoenix. The name should appear in the drop-down box.

6. Close the new message without saving the changes.

7. In the left navigation, click GarthF’s Inbox.

8. Select an email and drag it to the Project Phoenix Site Mailbox Inbox. By dragging relevant content to the site mailbox, you provide a point of central access. All team members can access



the site mailbox, so you don’t have to forward messages or documents to the individual members.

9. Outlook also provides a documents folder that is synched to the appropriate SharePoint document library. In the Outlook left navigation, switch to the Investor Relations Handbook site mailbox.

10. Click the Documents folder. A list of documents appears.

11. Optional: These optional steps show you how to open a document directly from Outlook:

Expand the Investor Relations Handbooks Document folder, and click Documents.

Double click the Excel worksheet whose title is in blue. This means that the document is unread. The Excel client opens and displays the document. If any security warnings appear, accept them. If you have to log on again, do so as Contoso\garthf with the password pass@word1.

View the document in Excel, and then close the document. If presented with a save dialog, click Don’t Save.

In Outlook, notice that the document title is no longer in blue. This means that the document is read. Right-click on the document and click Mark as Unread. The document’s title is once again in blue.

12. Close Outlook.

By completing this exercise, you learned how you can use the quick edit feature to change multiple list items in a library. You also learned about site mailboxes, which provide a central location for accessing and working with documents and email. If you want to learn more about working with site mailboxes, see HOL019 – Working with Site Mailboxes in SharePoint 2013.

Exercise 3 – Managing Organizations


Scenario

In this exercise, you’ll learn about some of the SharePoint 2013 ECM features for working with organizations and data. Examples of these features are search centers and knowledge management features. These features help information workers find data that they might not normally include in their standard searches.

Task 1 – Using Search

The search box provides a simple, clean interface to help you quickly search for the right data. Unlike conventional search technology, the search center provides actionable, useful content based on your perceived goals and not just on simple keyword matches. If you are researching a broadly defined topic, the search feature can help you find relevant data that you might otherwise overlook.

1. In Internet Explorer, go to http://intranet.contoso.com/sites/contoso.

http://intranet.contoso.com/sites/contoso



2. Click Sites in the top navigation, and click the Contoso Search promoted site tile.

3. The Search page appears.

4. In the Search box, enter HCI and click the search icon.

5. On the Everything page, you will see a number of documents.



6. Hover over one of the PowerPoint entries to see a preview of the document. Click the document title to open the document in the PowerPoint Web App.

7. Close the PowerPoint Web App. You should still have the page that displays the search results open.

8. Take some time to examine the other results.

9. Underneath the Search box, click the Conversations refiner and examine the results.

10. Click the Videos refiner.

11. While on the Videos refiner page, click the ellipsis (…) under one of the images. In the preview window, the video should begin to play, or else select the Play button. Close the preview window when you are ready.

Task 2 – Using People Search

People search is much improved in SharePoint 2013. Results are based not only on skills, but on other factors as well, such as the documents people have authored, and conversations they have had.

1. Underneath the Search box, click the People refiner.

2. Hover over Molly Dempsey. Examine the information in the hover card, including the files in the Authored documents section. Notice the amount of information you can learn about Molly.

Task 3 – Using Query Rules

In this task, you’ll perform another search. This time, by using HCI Research as the search parameter, a query rule will execute and trim the results according to the site administrator’s policy settings. A query rule is a new SharePoint 2013 capability that defines the ranking or display of search results. For example, a query rule can promote specific results or result types that would not otherwise rank near the top of a list if they were ranked only by relevance. This task will show you how adding the word Research to the HCI query triggers a query rule that promotes results from Contoso’s research center. The research center is a site that uses a set of new features that you’ll learn about in Task 4.

1. On the search page, click Everything to get back to the main search results page.

2. Change the query to HCI Research and click the search icon.



3. Notice that the results from the knowledge center are promoted to appear at the top of the page. Also, there is a bracket along the left side of the knowledge center results. This indicates that these are promoted results.

4. Keep this page open.

Task 4 – Exploring the Research Center

In this task, you’ll learn about the research center. This is a knowledge management portal where employees can learn about their organization’s products, strategies, and research efforts. Anyone who needs to can get all the latest information, which is organized to be readily accessible. Notice that the site is branded. The design was created with Dreamweaver and ported directly into SharePoint. The page contents are a mix of automatically generated content that SharePoint found, and human-curated content that experts have chosen and recommended.

This site is an example of a search-driven site. It uses a content search web part to expose content as you click in the left navigation. The left navigation is driven by taxonomy. Together, the content search web part and the left navigation are a powerful combination.



1. On the HCI Research search results page, click the link to the Research home page.

2. In the left navigation, under Research, point to Computer sciences, and click HCI.

3. The content search web part shows videos and other content that has been organized and trimmed to conform to the taxonomy item you selected (HCI).

4. Scroll up and down to see the different types of content.

5. Click on a video. The video plays in a Silverlight view.

6. Notice the DOWNLOAD link on right side that enables you to download a copy of the video to your desktop or work area.



7. Click the embed icon at the bottom right of the video (it looks like </>)

8. Click the URL from the address bar. You can post this URL to your newsfeed and it will render inline.

By completing this exercise, you learned about some of the SharePoint ECM features that apply to organizations. Examples of these features are search and the knowledge center. You learned that the search features provide actionable, useful content. You have also learned that people search is much improved and you get results not only based on skills but on a much broader range of information, such as documents authored and conversations people have had. Finally you learned that knowledge centers use a content search web part to surface content as you click in the navigation, which is driven by taxonomy.

Exercise 4 – Understanding the Prodiance Add-In


Scenario

Data and spreadsheets are central to most organizations' operations, yet they are frequently created in uncontrolled environments. The Prodiance capabilities that are integrated with Microsoft Office products help organizations discover, analyze, and mitigate risks to critical business information. With Prodiance, organizations can improve data compliance and maintain environments that conform to organizational policies. In this exercise, you’ll use the Inquire tab in Excel to analyze a spreadsheet for potential problems.

1. Browse back to http://intranet.contoso.com/sites/contoso and do a search for the HCI-Events-Budget spreadsheet.

2. Open the spreadsheet in Excel, checking it out if necessary.

3. In the top navigation, click Inquire.

http://intranet.contoso.com/sites/contoso



4. In the ribbon, click Workbook Analysis. If a warning appears, don’t save any changes. Notice that the analysis identifies a variety of items, including hidden sheets.

5. Close the report window.

6. Click Worksheet Relationship.

7. A map of how the worksheets contained in the workbook are related to each other appears.

8. Close the Worksheet Relationship diagram.

9. Close Excel without saving anything.



By completing this exercise, you learned how the Prodiance add-in helps customers analyze worksheets for anomalies and possible problems. You also learned how it helps improve data compliance and control. You used the Inquire tab in Excel to analyze a spreadsheet for potential issues and to see a map of the relationships that exist within the workbook.

Summary

In this lab, you completed a survey of some of the new ECM features in SharePoint 2013. Specifically,

you learned to:

Stay organized through greatly enhanced newsfeed options.

Access and sync content between SkyDrive Pro and your local documents folder.

Organize and monitor your work using your task list and task timeline.

Use the new site mailbox to organize emails, documents, and tasks and sync them to Outlook.

Use enhanced Search features to find documents, social content, and people with specific expertise.

Explore the new content by using a knowledge center library.

Preview and open documents and multimedia content in client or web applications, or in Silverlight.

Use the Prodiance add-in to analyze an Excel workbook for potential security or data compliance issues.