Module 3: Configuring Sharepoint Products and Technologies On A Single Server

Contents Overview Lesson: Organizing Content Lab A: Configuring Content in a Single Server Deployment Lesson: Configuring Content Searching
and Indexing Lesson: Adding Content and Configuring Search Lesson: Managing User Searches Lab B: Configuring Content Searching and Indexing 1 2 15 20 37 52 59
Module 3: Configuring SharePoint Products and Technologies on a Single Server
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Instructor Notes
Presentation: 3 hours Labs: 1 hour and 30 minutes This module provides students with the requirements and best practices for configuring a single-server deployment of Microsoft SharePoint Products and Technologies. The module introduces concepts and procedures surrounding the ways in which you can manage content and configure search settings. To practice these skills and concepts covered in this module, you will complete several lab exercises. After completing this module, students will be able to:
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Organize content for user access. Configure the search engine and portal indexing. Add content to the search engine. Manage the content that users can search.
Required materials
To teach this module, you need the following materials:

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Microsoft PowerPoint file 2012B_03.ppt. Instructor computer with Cardiff and Glasgow virtual computers. SharePoint Portal Server 2003 and Microsoft SQL Server 2003 Developers Edition installed.
Important It is recommended that you use PowerPoint 2002 or later to display the slides for this course. If you use PowerPoint Viewer or an earlier version of PowerPoint, all the features of the slides may not be displayed correctly. Preparation tasks To prepare for this module:
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Read all of the materials for this module. Complete the practices and labs.
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How to Teach This Module

This section contains information that will help you to teach this module.
Lesson: Organizing Content

This section describes the instructional methods for teaching this lesson. Instructor-Led Practice: Managing Portal Site Structure The intent of the instructor-led practices is to familiarize the students with the user interface. The goal for the student is not to complete the process but to be prepared for the lab exercises. Follow a few of the options to show the extent of the UI. At the end of each day in the classroom, keep the virtual computers running for use in the next days class. Restarting the computers will require a minimum of 30 minutes. Areas Instructor-Led Practice: Creating Areas Be very clear with the students about the differences between Areas, Lists, Document Libraries and Sites. There is a pre-configured a separate area on Cardiff called Other-Partners. This can be used instead of creating a Partners area on Cardiff. You do not have to complete all of the steps in the ILP. However, if you do not complete those steps, you need to use Other-Partners instead of Partners wherever required throughout the rest of the course. Be very clear with the students about the differences between Areas, Lists, Document Libraries and Sites. Be very clear with the students about the differences between Areas, Lists, Document Libraries and Sites. Emphasize that targeting content for personal sites is managed in the same way as targeting content for the default portal page. Instructor-Led Practice: Creating Areas, Lists and Document Libraries Point out that in step 4 of this instructor-led practice, students could also create Lists.
Managing Top-level Lists and Document Libraries Managing Personal Sites
Lab A: Configuring Content in a Single Server Deployment

Exercise 1: Creating Areas Exercise 2: Area Security Exercise 3: Creating Lists and Document Libraries In this exercise, students will create one area, and then repeat the steps to create three sub-areas. These areas will be used in later labs. In this exercise, students will create a secure area with a limited list of users. These security settings will be used in later labs In this exercise, students will create a new document library in the Sales News area. This document library will be used in later labs.
Lesson: Configuring Content Searching and Indexing

This section describes the instructional methods for teaching this lesson. Make sure that you have started Search on the Cardiff virtual computer. Selecting File Types for Search Training the Topic Assistant Instructor-Led Practice: Editing Search Settings Instructor-Led Practice: Server Name Mapping Instructor-Led Practice: Creating a Search Schedule Instructor-Led Practice: Editing a Search Schedule Managing Search Properties from Crawled Documents Instructor-Led Practice: Managing Keywords Explain that the administrator can configure the search by limiting file types and site path rules. This is not an instructor-led practice, since we do not have enough items available to train the topic assistant. Make sure that you have started Search. Point out that this is used to avoid problems caused by referring to a local drive such as File://c:/documents. Point out that students can schedule searches to minimize impact on their systems while keep their search content current. Explain that students can keep updating search schedules as conditions change.
Explain that SharePoint Products and Technologies list the properties of crawled documents so that students can use them to organize searches. The intent of the instructor-led practices is to familiarize the students with the user interface.
Lesson: Adding Content and Configuring Search

This section describes the instructional methods for teaching this lesson. Enabling Advanced Search Administration Mode Site Directory Site Restrictions and Site Path Rules Adding Content Sources Be sure the students understand that when they go to advanced mode, they cannot return to the default mode. Point out that the Site Directory is the easiest way to add content to the portal site for searching, but does not offer the control of content sources. Emphasize that the students must be careful not to make rules mutually exclusive. Explain that adding a content source enables users to search for content that is not stored in the portal site. This allows better control than the Site Directory, but is not as easy. Unless your students request instructor-led practices of the other procedures, only practice the procedures to:
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Instructor-Led Practice: Adding a Content Source
Add a content source. Add a file share. Start and update.
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Instructor-Led Practice: Adding Content from SPS 2001 Content Source Security Considerations
Do not complete this procedure, since the classroom computers contain no content from SharePoint Portal Server 2001. Point out that if the crawl account does not have sufficient rights, it will not crawl documents to which the users do have rights.
Lesson: Managing User Searches

This section describes the instructional methods for teaching this lesson. Instructor-Led Practice: Managing Search Scopes Using a Search Scope from another Portal Site Only practice how to add a new search scope. Do not practice how to edit an existing search scope. Explain that this function only works in a shared services environment
Lab B: Configuring Content Searching and Indexing

As the instructor, if you do not want to participate in the lab exercise, then keep the Cardiff virtual computer running and do not start up the Dublin virtual computer. Exercise 1: Associate Portal Exercise 2: Topic Assistant Exercise 3: Site Directory This Associate Portal will be used will be used in later labs. This exercise ends in an error as the student computers do not have access to enough content to truly train the Topic Assistant. The note on logging is a best practice for all logging of data; only record the critical data unless you are actively debugging something. The files can grow huge and cause performance issues.
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Lab Results
Performing the labs in this module introduces the following configuration change:
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Lab A: Configuring Content in a Single Server Deployment Exercise 1: Creating Areas In this exercise, students will create an area called Sales News under which they would have also created sub areas New Sales, Pipeline and Competition News. Students can view the results by following these steps. i. Open the URL, http://dublin and click on Site Settings. (They can also get to this page directly by typing http://dublin/_layouts/1033/default.aspx.) ii. On the Site Settings page, in the Portal Site Content section, click Manage Portal Site Structure. iii. On the Portal Site Map page, they will see the area and sub-area that they have created. Exercise 2: Area Security In this exercise, students will create a secure area on Dublin with a limited list of users called Corporate Governance Body that would now appear on the home page http://dublin. Students will give secured access to this area only to members that belong to the Corporate Governance Body of Adventure Works. Exercise 3: Creating Lists and Document Libraries In this exercise, students will create a new document library on the portal http://dublin called Sales Inquiry where all sales related inquiries for Adventure Works are categorized and organized. Students can view this document library by clicking on Manage top-level lists and document libraries from the portal site Content section on the Site Settings page. Here they can see Sales Inquiry under the list of documents.
Lab B: Configuring Content Searching and Indexing: Exercise 1: Associate Portal In this exercise, students will associate this portal site with the search scope of another portal site. Search results on the associated portal site will then include the contents of this portal site. Exercise 2: Topic Assistant In this exercise, students will use the Topic Assistant to organize items into areas. This exercise ends in an error since the student computers do not have access to enough content to truly train the Topic Assistant. Exercise 3: Site Directory In this exercise, students will change the default behavior for new sites by setting the Logging Options and Search Behavior.
Overview
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction This module discusses concepts and procedures surrounding managing content and configuring search settings. To practice the skills and concepts covered in this module, you will complete several lab exercises throughout this module. After completing this module, you will be able to:
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Objectives
Organize content for user access. Configure the search engine and portal indexing. Add content to the search engine. Manage the content that users can search.
Lesson: Organizing Content
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction In this lesson, you will learn how to organize content on the server. You will learn how to manage your portal site structure, top-level lists, document libraries, and personal sites, and you will learn the importance of areas. The opportunity to practice organizing content will be presented in the lab component of this lesson. After completing this lesson, you will be able to:
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Lesson objectives
Discuss the portal site structure hierarchy. Create areas. Manage top-level lists and document libraries. Manage your personal site, My Site.
Instructor-Led Practice: Managing Portal Site Structure
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction The portal site map is a visual representation of the structure of your portal site content. You can use this map to manage the structure of your portal site content. The portal site map is organized into different levels. Home is at the top level of the map; Topics, News and Sites occupy the next level. To see the sub-levels, click on one of these areas. In this instructor-led practice, use the following values:
Variable Virtual Computer Virtual Computer - Domain controller Virtual Computer- SQL server Value Cardiff Glasgow Melbourne
Accessing the portal site map
! To access the portal site map

1. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click Manage Portal Site from the Quick Launch bar. From the site map, you can: Change the navigation on the portal by dragging existing areas and items to other locations. Create new areas and sub-areas. Filter the content according to different criteria. Create a view that shows just the content you want to see, organized the way that you want it.
Accessing additional pages
You can access additional pages about your areas from this portal site map. These additional pages allow you to manage details about the areas and perform a variety of actions within the area, such as create a sub-area, change area settings, or manage area security.
! To access these detailed pages

1. Right-click on the link to see a list of actions. -OR2. Click on the area link to display a full page about the area. The actions you can perform are listed in the column on the left side of the page.
! Virtual computer set-up

Keep the Glasgow, Cardiff, and Melbourne virtual computers running for use in the next instructor-led practice.
Areas
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction In SharePoint Portal Server, areas serve three purposes:
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They provide an intuitive navigational structure or map of the portal site and related content. The areas under Topics help users who are unfamiliar with other areas of the portal site find what they need. By adding, moving, or deleting areas, you can change the view of the portal site for users.
They provide a centralized structure for information browsing. Areas direct readers to the information they seek through an organized hierarchy of topics.
Areas provide a flexible way to both describe and find documents. Areas can include documents stored in SharePoint Portal Server and include links to information from additional content sources such as Web sites or file shares. It is recommended that you keep only one copy of a document. However, to publicize a document to the organization, you can use listings in several areas on the portal that link to that document.
Managing Areas
As a site administrator, you can add a user to the content manager site group. By default, content managers can approve or reject content requests, manage area settings, and add users to site groups for this area. You can configure each SharePoint area with a document library and a corresponding list component that can display customizable views of the metadata for each document. With SharePoint Portal Server, you can associate documents and other content in a site with one or more areas. Areas provide an alternative way to navigate and search content in a SharePoint Portal Server portal site. Areas are similar to Categories in SharePoint Portal Server 2001. In a Microsoft SharePoint Products and Technologies configuration that uses only Microsoft SQL Server content stores, major version numbers are used to track document revisions (minor version numbers are not supported), and a single-step moderator approval mechanism is used to approve documents.
Instructor-Led Practice: Creating Areas
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction In this instructor-led practice, use the following values:
Variable Virtual Computer Virtual Computer - Domain controller Virtual Computer- SQL server area_title area_users area_admin user_rights admin_rights Value Cardiff Glasgow Melbourne Partners ADVWORKS\DonHa, ADVWORKS\JamesSmit ADVWORKS\ClairH View Area, View Pages, Add Items, Edit Items All Advanced Rights
Creating an area
! To create an area
1. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click Site Settings (upper-right corner), and then in the Portal Site Content section, click Manage portal site structure. 3. On the Portal Site Map page, in the Actions column (left side), click Create Area. 4. On the Create Area page, in the Title and Description section, type the area_title in the Title box.
5. In the Publishing Dates section, you can set the Start date and Expiration date. To specify a start date, type the date you want this area to appear on the portal site in the Start date box. The default date is todays date. To specify an end date, type the date on which you no longer want this area to appear on the portal site in the Expiration date field. You can leave this blank to display the area indefinitely. 6. In the Location section, verify that the Home option is selected, and then click OK. Any area added at the top level, under the home area, will appear as a navigation link on the primary navigation bar. Managing security for an area
! To manage the security for an area

1. On the Portal Site Map page, click Partners. 2. On the Partners page, in the Actions column, click Manage Security. 3. On the Manage Security Settings for Area Partners page, click New User. 4. On the Add User to Area Partners (Simple) page, perform the following steps: a. In the Users or groups section, in the Users and groups box, type the area_users. b. In the Rights section, click Advanced rights, select the user_rights, and then click OK. Note If you select more than one user or group, the changes you make apply to all of them. 5. On the Manage Security Settings for Area Partners page, click New User. 6. On the Add User to Area Partners (Simple) page, perform the following steps: a. In the Users or groups section, in the Users and groups box, type area_admin. b. In the Rights section, click Advanced Rights, select the admin_rights by clicking Select All, and then click OK. Note Rights for an area apply to the area and to any sub-areas that inherit from this area. 7. Click Home.

Managing Top-level Lists and Document Libraries
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction You can manage your sites libraries, lists, discussion boards, and surveys from the Documents and Lists page. When you click the name of a library or list, the contents of the library display. You can add new items, edit items, and check out items to and from these lists. You can also view and modify version history and settings, add alerts, modify the library settings, and add links to the items on these lists. You can create lists to display a variety of information, including announcements, contacts, events, tasks, issues, and custom lists for other types of information. One nice feature is the ability to use Microsoft Office Excel 2003 and Microsoft Office Access 2003 to view and edit data stored in SharePoint lists. These tools enable you to share information with other users, make use of information that is already published, and provide standardized lists of information (for example, product names or company departments) that can be used throughout the company. When Office 2003 is installed on your desktop computer, you can import the data from a list on a SharePoint site into Excel 2003. You can then view, analyze, refresh, and otherwise manipulate the data in Excel. If you have the correct permissions on the SharePoint site, you can also use your Excel data to refresh the online data with the push of a button. Additionally, you can export data from Excel 2003 or Access 2003 to create a list on a SharePoint site, and you can use Access 2003 to create a database table that is linked to list data on a SharePoint site. To create or import a list, you must be a member of a site group with the Manage Lists right for that SharePoint site.
Editing Lists
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You can use a form library to start Microsoft InfoPath 2003 and automatically aggregate data from a group of similar InfoPath documents stored on a SharePoint site. For example, if several InfoPath status report documents are stored in a form library, you can aggregate those documents into a rollup status report. To create a form library, you must be a member of a site group with the Manage Lists right for that SharePoint site. Note For more information on Managing Top-level Lists and Document Libraries, see http://www.microsoft.com/sharepoint/ and http://www.sharepointcustomization.com.
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Managing Personal Sites
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction As a site administrator, you can target content to the personal sites of portal users. Users who click My Site on the navigation bar to view their personal sites see all of the content that is targeted to their sites for the audiences to which they belong. You target content to personal sites by adding listings to the Targeted links on My Site area or News area, and then editing the display properties of the listings to target specific audiences. Users see the content that is targeted to them in the Links for You and News for You Web Parts on their personal sites. Content added to the Targeted links on My Site area is displayed in the Links for You Web Part. Content added to the News area is displayed in the News for You Web Part. Note Users can also see targeted content on the home page of the portal site and in areas in the portal site map. Content added to the Home area is displayed on the home page of the portal site. Targeted content added to other areas appears in only those areas in the portal site map. Though as an administrator you can manage targeted content for personal sites from the portal site map just as you do targeted content for the default portal page, you can also manage targeted content from the Targeted Links on My Site page. This page is a list view of all listings in that area.
Managing targeted links on My Site
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Views
By default, the Targeted links on My Site page uses a view that organizes all of the content targeted to personal sites by groups. You also have the following views:
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All Items. This view shows all items. New Requests. This view shows items that are requested by users, but not yet rejected or approved. Rejected Content. This view shows items that are rejected. Archived Content. This view shows expired items that you are saving, possibly to use again at a later date. Expired Content. This view shows items that passed their expiration date, and have yet to be deleted or moved to the archive. Suggestions. This view shows items that are suggested as being relevant to this area by the topic assistant.
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Note For more information on Managing Top-level Lists and Document Libraries, see http://www.microsoft.com/sharepoint/ and http://www.sharepointcustomization.com.
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Instructor-Led Practice: Creating Lists and Document Libraries
Variable Virtual Computer Virtual Computer - Domain controller Virtual Computer- SQL server library_name library_description Value Cardiff Glasgow Melbourne Partner Documents Non-disclosure and product development agreements
Creating a document library
! To create a new document library in the Partners area

1. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click the Partners area on the horizontal navigation bar. 3. Click Manage Content on the Quick Launch bar. 4. On the Documents and Lists page, click Create. 5. On the Create Page page, in the Document Libraries section, click Document Library. 6. On the New Document Library page, type the library_name and the library_description (the purpose of the library). Entering a description is optional. 7. In the Navigation section, verify that a link to this list will appear on the Quick Launch bar.
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8. In the Document Versions section, click Yes to create a backup copy of a file each time that file is checked into the library. 9. In the Document Template section, verify that Microsoft Office Word document is selected from the drop-down list to specify the type of file used as a template for new files in this document library. 10. Click Create. 11. To view the results of these changes, click the Partners area on the horizontal navigation bar, and then click Manage Content on the quick launch bar. The newly created Partner documents document library is listed in the Document Libraries section.

1. Keep the Glasgow virtual computer running for use in the following lab. 2. Shut down the Cardiff and Melbourne virtual computers. 3. Start up the Dublin virtual computer.
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Lab A: Configuring Content in a Single Server Deployment
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Objective Prerequisites After completing this lab, you will be able to manage and organize the portal site structure, lists, and document libraries. Before working on this lab, you must have:
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Introductory-level knowledge of portals. A working knowledge of SharePoint Portal Server. It is also recommended that you have a fairly good idea of how you would like to organize content in your portal site, sub-sites, and areas.
Scenario
You are Clair Hector, a site administrator for the Sales team. You must create an area on the portal to communicate news related to Sales, such as new sales, pipelines, new partners, and so on. For this lab, you should only have the following virtual computers running: 1. 2012_0-Glasgow_DomainController. 2. 2012_1-Dublin_Simple SPS Server.
Lab Setup
Estimated time to complete this lab: 45 minutes
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Exercise 1 Creating Areas

You can create areas or sub-areas within a site to present information such as news, content, discussions, calendar, and so on. In this exercise, you will learn to create a new area, create lists and document libraries, and also manage security for an area.
! Create a portal area

1. Log the Dublin virtual computer onto the ADVWORKS domain as Administrator with a password of P@ssw0rd, and then navigate to http://dublin using Internet Explorer. 2. When the Connect to dublin dialog box displays, log on as Administrator with a password of P@ssw0rd. 3. Click Site Settings (upper-right corner), and then in the Portal Site Content section, click Manage portal site structure. 4. On the Portal Site Map page, click Create Area on the Quick Launch bar. 5. On the Create Area page, in the Title and Description section, type Sales News in the Title box. 6. In the Publishing Dates section, leave the default Start date and Expiration date. The default Expiration date field will be blank. To specify a start date, type the date you want this area to appear on the portal site in the Start date box. The default date is todays date. To specify an end date, type the date you no longer want this area to appear on the portal site in the Expiration date box. You can leave this blank to display the area indefinitely. 7. In the Location section, click Change location. 8. On the Change Location page, verify that the Home option is selected, click OK, and then click OK again. 9. Repeat steps 4 through 8 to create areas titled New Sales, Pipeline, and Competition News, and change the location for all three to Sales News. Note Any area added at the top level, under the Home area, will appear as a navigation link on the primary navigation bar. 10. Click Home.
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Exercise 2 Area Security

In this exercise, you will create an area, give specific users access to it, and then configure the area security settings.
! Create a portal area and manage its security

1. If you have not already, log the Dublin virtual computer onto the ADVWORKS domain as Administrator with a password of P@ssw0rd, and then navigate to http://dublin using Internet Explorer. 2. Click Site Settings (upper-right corner), and then in the Portal Site Content section, click Manage portal site structure. 3. On the Portal Site Map page, in the Actions column, click Create Area. 4. On the Create Area page, in the Title and Description section, type Corporate Governance Body in the Title box, and leave the Publishing Dates at their default values. 5. In the Location section, click Change location. 6. On the Change Location page, verify that the Home option is selected, and then click OK, and then click OK again. 7. On the Portal Site Map page, click Corporate Governance Body. 8. On the Corporate Governance Body page, in the Actions column, click Manage Security. 9. On the Manage Security Settings for Area Corporate Governance Body page, click New User. 10. On the Add User to Area Corporate Governance Body (Simple) page, perform the following steps: a. In the Users or Groups section, in the Users and groups box, type ADVWORKS\JudyLe; ADVWORKS\JanMi; ADVWORKS\PaulWe; ADVWORKS\SMartinez b. In the Rights section, click Advanced rights, then select View Area, View Pages, Add Items, Edit Items, and then click OK. Note If you select more than one user or group, the changes you make apply to all of them.
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11. On the Manage Security Settings for Area Corporate Governance Body page, click New User. 12. On the Add User to Area Corporate Governance Body (Simple) page, perform the following steps: a. In the Users or groups section, in the Users and groups box, type ADVWORKS\ClairH b. In the Rights section, click Advanced Rights, then click Select All, and then click OK. Note Rights for an area apply to the area and to any sub-areas that inherit from this area. 13. Click Home.
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Exercise 3 Creating Lists and Document Libraries

In this exercise, you will create a library of documents, which you can categorize and use to organize your content. You can also create lists using these same steps.
! Create a new document library

1. If you have not already, log the Dublin virtual computer onto the ADVWORKS domain as Administrator with a password of P@ssw0rd, then navigate to http://dublin using Internet Explorer. 2. Click the Sales News area on the top link bar. 3. Click Manage Content on the Quick Launch bar. 4. Click Create. 5. On the Create Page page, in the Document Libraries section, click Document Library. 6. On the New Document Library page, in the Name and Description section, type Sales Inquiry in the Name box, and then, in the Description box, type Sales Inquiry, RFP, RFI, documents (as a description of the purpose of the library). Note Entering a description is optional. 7. In the Navigation section, verify that Yes is selected to make a link to this list on the Quick Launch bar. 8. In the Document Versions section, click Yes to create a backup copy of a file each time that file is checked into the library. 9. In the Document Template section, verify that Microsoft Office Word Document is selected from the drop-down list to specify the type of file used as a template for new files in this document library. 10. Click Create. 11. To view the results of these changes, click the Sales News area on the top link bar. Click Manage Content on the Quick Launch bar. The newly created Sales Inquiry document library is listed in the Document Libraries section.

1. Keep the Glasgow virtual computer running for use in the next instructorled practice. 2. Shut down the Dublin virtual computer. 3. Start up the Cardiff and Melbourne virtual computers.
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Lesson: Configuring Content Searching and Indexing
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Use the links under Component Configuration on the SharePoint Portal Server Central Administration page to manage search settings, configure single signon, manage shared services, configure usage analysis, HTML viewer settings and configure diagnostic settings. If you have installed the optional document library component, you can configure document libraries (Web Storage Systembased) from here. After completing this lesson, you will be able to:
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Lesson objectives
Discuss file types when searching. Understand and train the Topic Assistant. Edit the search settings. Understand server name mapping. Create and edit a search schedule. Manage search properties from crawled documents. Manage keywords.
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Selecting File Types for Search
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction You can specify file types, indicated by file extensions, to include in the content index when crawling content sources. For example, you might want to include files with .abc and .def extensions in the index. The inclusion of a file type applies only to content that is stored outside the portal site and included in the content index through content sources. The inclusion of a file type does not apply to content stored in the portal site. If a file type has an IFilter associated with it, the IFilter must be registered on the computer running SharePoint Portal Server and crawling that file type. Additionally, IFilter needs to be installed on every Index server in a farm that has a content source that includes documents that use that IFilter. After the IFilter is registered, documents of that file type can be crawled and included in the index. If it does not already exist, you will need to add the document extension to the list of indexed file types. If you add a file type but no filter is registered, only the file properties are included in the index. The procedure to register an IFilter varies, depending on the particular IFilter you are registering. IFilter connection interfaces provide or consume a filter value. Use the IFilterProvider interface with Web Parts that need to pass a collection of filter values to a consuming Web Part. Use the IFilterConsumer interface with parts that need to consume a collection of one or more filter values. The events of IFilterProvider IFilterConsumer were designed for setting and clearing multiple filter values. For example, the SharePoint List Web Part supports IListProvider, IRowProvider and IFilterConsumer. Because IRowProvider can connect to IFilterConsumer, two different SharePoint lists can be connected to one another. This allows one list to filter the other connected list.
IFilters
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SharePoint Portal Server includes filters for the following:

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Microsoft Office documents. Microsoft Publisher files. Visio files (The Visio filter is not shipped with SharePoint Portal Server 2003 but is available for download). HTML, XML, MIME, and MHT files. Tagged Image File Format (TIFF) files. Text files.
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Note SharePoint Portal Server also accepts third-party IFilters for custom file types. Rules that include or exclude content You can create rules that include or exclude content from the content index. These rules are called site restrictions and site path rules. A site restriction is the main rule for a site. You can show or hide the other rules for a site by clicking the plus sign (+) or minus sign (-) next to the site restriction. The other rules for a site are called site path rules. The site restriction defines the overall rules for a site, and the site path rules are rules for specific parts of the site. For example, a site restriction might apply to the whole site example.microsoft.com, and the site path rules for that site apply to http://example.microsoft.com/ and http://example.microsoft.com/*. If no site path rule applies to a path in a site, then the site restriction applies.
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Training the Topic Assistant
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction The Topic Assistant provides a way for you to easily organize items in the portal into areas based on the areas used by existing items. This reduces the time and effort it takes to manage areas, allowing items in the portal to appear in search results and the portal site map according to the areas to which they belong. To use the Topic Assistant to organize items into areas, you must train it to recognize areas for items based on a training set of items that you select. That set of items is then used as a sample to suggest areas for other items in the portal. New items created after training are automatically suggested for areas based on this training set.
Training the Topic Assistant
! To get a good working training set of items for the Topic Assistant,
complete the following steps 1. In the portal site map, create areas based on the needs of your organization. 2. Some areas are already created for you, but generally, every organization must add additional areas to reflect the content used in that organization. 3. Add and organize items into areas in the portal site map until you have a variety of areas and a good idea as to what areas are most common. 4. The items in each area should cover as many aspects of the area as possible. Also, individual items can and should be added to multiple areas. 5. On the Search tab of the properties page for areas, include areas in the training set until you have an adequate training set. 6. The minimum training set includes two areas with at least ten documents each, but the Topic Assistant becomes more accurate as you add more areas to your training set. It is important that the areas in the training set represent the most common areas with the most frequently used and the highest number of documents. 7. Train the Topic Assistant on the Use Topic Assistant page.
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Areas are suggested by the Topic Assistant the next time the content index is crawled. The examples in your training set are used to organize other items into areas based on the words and properties of those examples. The more similar the words and properties of other items are to those in certain areas of the training set, the more likely those items are to be placed in the same area by the Topic Assistant. A single item is often added to more than one area. The items organized by the Topic Assistant are displayed in the areas selected by the Topic Assistant, but must first be approved by an area manager before they can be used in searches and targeted content. This enables you to avoid the automatic approval of items that do not belong in the area suggested by the Topic Assistant.
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Instructor-Led Practice: Editing Search Settings
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Users can suggest that sites they add or link to the Site Directory be searchable. You can specify the way those sites appear in the content index. You can specify that the sites are automatically crawled, automatically not crawled, or require approval before being crawled. By default, a site will be included in the index for the Site Directory content source in the Non_Portal_Content index. If you enable advanced search administration mode, you can also create a Site Directory content source and specify the content index that will include the content source. Once a site is crawled, the content is available for searching. The settings for default search behavior do not affect how the sites are listed on the Sites page of the portal site. In this instructor-led practice, use the following values:
Specifying search behavior for the Site Directory
! Specify the search behavior for the Site Directory

1. Log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click Site Settings. 3. On the Site Settings page, in the Search Settings and Indexed Content section, click Configure search and indexing.
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4. On the Configure Search and Indexing page, in the Site Directory section, do one of the following: To specify crawling options for new sites, click the link next to Default behavior for new sites. The Edit Search Settings page displays. To specify crawling options for new links, click the link next to Default behavior for new links. The Edit Search Settings page displays. Note When the Configure Search and Indexing page is displayed, you may see a warning that reads For enhanced security, portal site Web Part Pages are currently excluded from the index. You may continue on with the practice. 5. In the Site Directory Crawling section, do one of the following: In the New sites drop-down list, select from Crawl suggested sites, Require approval for crawling, or Do not crawl suggested sites. In the Linked sites drop-down list, select from Crawl suggested sites, Require approval for crawling, or Do not crawl suggested sites. 6. Click Cancel. You would ordinarily click OK to apply these settings, but the current configuration on Cardiff needs to be preserved for use in later practices and labs. Specifying logging options In simple search administration mode, you can specify the information, in addition to errors, to include in the gatherer log.

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Instructor-Led Practice: Server Name Mapping
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction You can create server name mappings to override how SharePoint Portal Server displays search results or how users access content after you create a content index. You can use a server mapping to circumvent problems caused by referring to a local drive. For example, if you use a local address such as file://C:/Documents in the portal site to direct users to a document, access problems may occur. However, if you create a server name mapping to map the local address to an http:// protocol or to any other protocol, no access problems occur. A server name mapping matches all URLs that conform to a general expression (such as file://) and replaces the matched expression with another expression (such as http://). Add a server name mapping to override how SharePoint Portal Server displays search results or how users access content after you create a content index. The mapping will not be effective until you update the content source or index that contains the content you are crawling. In this instructor-led practice, use the following values:
Variable Virtual Computer Virtual Computer - Domain controller Virtual Computer- SQL server index_address results_address Value Cardiff Glasgow Melbourne http://www.msn.com http://advworks
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Adding a server name mapping
! To add a server name mapping

1. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click Site Settings. 3. On the Site Settings page, in the Search Settings and Indexed Content section, click Configure search and indexing. 4. On the Configure Search and Indexing page, in the General Content Settings and Indexing Status section, click the link to the right of Server name mappings. Note When the Configure Search and Indexing page is displayed, you may see a warning that reads For enhanced security, portal site Web Part Pages are currently excluded from the index. You may continue on with the practice. 5. On the Map Server Names page, click New Mapping. 6. On the Add Server Name Mapping page, in the Address in index box, type index_address. This will be the address at which the content will be crawled. 7. In the Address in search results box, type results_address. This will be the address that will appear in search results. It will also be the address from which a user can access the content. 8. Click OK.

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Instructor-Led Practice: Creating a Search Schedule
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction By creating a schedule for updates, you can customize how often SharePoint Portal Server updates the information in an individual content source or in a content index. You can create overlapping schedules to allow for the most effective update of information. For example, you can create a full update that runs every day at midnight, and you can create incremental updates which run continuously every day. In this instructor-led practice, use the following values:
Creating a search schedule
! To create an update schedule for a search

1. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click Site Settings. 3. On the Site Settings page, in the Search Settings and Indexed Content section, click Configure search and indexing.
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4. On the Configure Search and Indexing page, in the General Content Settings and Indexing Status section, click Manage search schedules. Note When the Configure Search and Indexing page is displayed, you may see a warning that reads For enhanced security, portal site Web Part Pages are currently excluded from the index. You may continue on with the practice. 5. On the Manage Search Schedules page, click New Search Schedule. 6. On the Edit Search Schedule page, click the drop-down list in the Content area field and select Portal Content. 7. In the Content source drop-down list, verify that All content sources is selected. This will apply the schedule to the entire index. You can select specific content sources if you know that certain content needs to refresh faster than other content. 8. Click the drop-down list in the Update type field, and then select Full. 9. Click the Schedule type drop-down list, and then select Weekly. Verify that the Starting time is set to 12:00 AM, that the Repeat task box is unchecked, and that 1 is displayed in the Schedule Interval (in weeks) box. Clear the checkboxes for each day, and then select only the Sunday checkbox. This is how you schedule content updates. 10. Click Cancel. You would ordinarily click OK to apply these settings, but the current configuration on Cardiff needs to be preserved for use in later practices and labs.

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Instructor-Led Practice: Editing a Search Schedule
Variable Virtual Computer Virtual Computer - Domain controller Virtual Computer- SQL server content_area content_source update_type schedule_type Value Cardiff Glasgow Melbourne Non-Portal Content Site directory Incremental Daily
Editing a search schedule
! To edit the schedule for an update

1. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click Site Settings. 3. On the Site Settings page, in the Search Settings and Indexed Content section, click Configure search and indexing. 4. On the Configure Search and Indexing page, in the General Content Settings and Indexing Status section, click Manage search schedules. Note When the Configure Search and Indexing page is displayed, you may see a warning that reads For enhanced security, portal site Web Part Pages are currently excluded from the index. You may continue on with the practice.
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5. On the Manage Search Schedules page, point to the name of the content_area for the schedule that you want to change, click the arrow that appears, and then select Edit this schedule. 6. On the Edit Search Schedule page, in the Content area field, verify the content_area you want to edit is selected on the drop-down list. 7. In the Content source box, verify the content_source you want to edit is selected on the drop-down list. If you want the schedule to apply to the entire index, select All content sources. 8. In the Update type box, verify the update_type you want to edit is selected on the drop-down list. If you want all content for this area, select Full. 9. In the Schedule type box, verify the schedule_type you want to edit is selected on the drop-down list. You can also change the Starting time and Schedule interval if need be. 10. Click Cancel. You would ordinarily click OK to apply these settings, but the current configuration on Cardiff needs to be preserved for use in later practices and labs.

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Managing Search Properties from Crawled Documents
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction SharePoint Portal Server displays a list of the properties of items crawled by the content index server on the Manage Properties of Crawled Content page. SharePoint Portal Server displays most properties within groups according to the schema outlined for search. You can change the display name of these properties, or map them to other properties. SharePoint Portal Server crawls some of these properties but hides them if no options are selected. You can decide whether to map a property, force it to be hidden, or select how it should be used in search and alerts. Tasks for managing searches for crawled documents You can perform the following tasks to manage searches for crawled documents:
!
Showing and hiding excluded properties. By default, excluded properties are hidden and do not appear on the list. SharePoint Portal Server formats the name of excluded properties as strikethrough text.
! ! ! ! !
Changing the display name of a property. Viewing Source documents for a property. Viewing property mappings for a property. Mapping this property to another property. Excluding a property from the content index. SharePoint Portal Server hides properties that are not set to be used in search or alerts. These are typically system properties of documents. You can decide to exclude any property. This can help improve performance during searches by excluding unnecessary information.
Changing the search options. You can choose how properties are displayed in search. Changing the alerts options.
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Instructor-Led Practice: Managing Keywords
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Keywords are used to mark specific items as more relevant for a particular word included in search, so that they show up more prominently in search results. Administrators create keywords for common searches, and then add keyword Best Bets for each keyword that is most relevant to that search. You can create additional keywords under existing keywords based on subject matter. This is useful for organizing keywords, but the keyword Best Bets for lower-level keywords do not appear in search results for the higher-level keywords. When a user types a keyword or synonym for a keyword in the search box, its keyword Best Bets are shown with the highest relevance in search results. These items are also identified with a distinctive icon as keyword Best Bets. To create keywords, you must have the Create Area right. To edit and delete keywords, you must have the Manage Area right. To add, edit, and delete keyword best bets, you must have the Add Items, Edit Items, and Delete Items rights. Approval and publishing Keyword Best Bets must be approved before they can be used by search. Keyword managers can choose to approve new keyword Best Bets automatically or require an approval process. Keyword Best Bets can be in several different states depending upon their approval status and publishing dates. The status of keyword Best Bets is shown in particular ways depending upon how you are viewing keywords and keyword Best Bets. In this instructor-led practice, use the following values:
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Creating and managing keywords
You can create keywords and add keyword Best Bets from the Actions section of the action pane. You can also add, edit, and delete keywords and keyword Best Bets by clicking existing keywords or keyword Best Bets, and then clicking the appropriate action.
! To manage keywords
1. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click Site Settings. 3. In the Search Settings and Indexed Content section, click Manage keywords. 4. On the Keywords page, in the Views section of the action pane, you can change the view of keywords and keyword Best Bets: Keywords This view shows all keywords that are created for this server. By default, the items that are selected as keyword Best Bets are shown under the appropriate keywords. Keyword Best Bets are marked with icons to show their status. You may choose to show only the keywords by clicking Keywords Only in the Show drop-down list on the toolbar. Keyword Best Bets This view shows a flat list of all keyword Best Bets. You can view information about the keyword for a keyword Best Bet by clicking the keyword property for the keyword Best Bet. This also displays contact information for the person who created the keyword. Each keyword Best Bet in the list shows the keyword with which it is associated, the user who created it, and its status. You can organize the list into groups by using any of these properties. To organize by groups, click the property in the Group by list. To filter the view to show only items with a particular status, click Filter on the toolbar, and then click a status in the Status drop-down list that appears on the page. To choose whether to include the description for each keyword Best Bet, click Show More or Show Less on the toolbar. To add a keyword Best Bet, click Add Keyword Best Bet on the toolbar. To edit or delete keyword Best Bets, or change the status of a keyword Best Bet, click the item and then click the appropriate action.
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Pending This is similar to the Keyword Best Bets view, but displays only keyword Best Bets that are marked as pending approval. Rejected This is similar to the Keyword Best Bets view, but displays only keyword Best Bets that are rejected. Archived This is similar to the Keyword Best Bets view, but displays only keyword Best Bets that are marked for archiving.

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Lesson: Adding Content and Configuring Search
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction This lesson provides you with the skills and knowledge necessary to add content and configure the search function. You will learn various aspects of searching such as enabling advanced search modes, and using the site directory, site restrictions, and site path rules for searching. Furthermore, you will learn how to import content from SharePoint Portal Server 2001. After completing this lesson, you will be able to:
! ! ! ! ! !
Lesson objectives
Enable the advanced search administration mode. Understand the site directory. Use site restrictions and site path rules. Add a content source. Add content from SharePoint Portal Server 2001. Understand content source security considerations.
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Enabling Advanced Search Administration Mode
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Advanced search administration mode enables you to create and manage additional indexes. A list of indexes is useful for large scale crawling and custom query scoping, but maintaining it is complex. After you configure a portal site for advanced search administration mode, you cannot return to the standard or default mode. In the default search administration mode, two content indexes are used for portal and non-portal content. You cannot delete these indexes. All site directory content and new content sources are crawled and included in the nonportal content index. Advanced search administration capabilities Advanced search administration enables you to do the following:
!
Create multiple Site Directory content sources. This allows you to have multiple scopes over sites in the Site Directory. Organize content sources into source groups. This allows an installation with a long list of content sources to deal with them in groups. Source groups display in the user interface for scope definition. Scopes are defined based on source groups and not individual sources. This results in improved performance for queries over these sets, since the query checks for a source group instead of using multiple checks for each content source.
Additional advanced search administration mode tasks
If you enable advanced search administration mode, you can do the following additional tasks that are not available in the default search administration mode:
! ! ! ! !
Create an index. Reset an index. Delete an index. Specify the index in which a content source is included. Manage indexes.
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Site Directory
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction The Site Directory is the easiest way to add content to the portal site for searching. When a user adds a site, they have the option to include its contents in search results. A search administrator can have sites automatically approved for searching or can manage approval for each site. After approval, a site is included in the index and its contents appear in search results. However, content sources offer more control over what is searched. SharePoint Portal Server can crawl the following types of content sources:
!
Types of content sources
Exchange Server folder - messages, discussions, and collaborative content in a Microsoft Exchange 2000 Server public folder. File share - the contents of a file share, such as \\myserver\shareddocs\ or file://myserver/shareddocs/. Web page or Web site - any Web content (from a single Web page to an entire Web site); any SharePoint Portal Server site; and any Windows SharePoint Services site, including its HTML content, documents, and lists. Site Directory - the sites listed in the Site Directory. Lotus Notes database - any Lotus Notes database. To create a Lotus Notes content source, you must first configure the index management server with the Lotus Notes client and then configure the Lotus Notes protocol handler.
! !
Some content source types, such as Exchange Public Folders and Lotus Notes databases, cannot be included in the Site Directory. You can define content sources for content that is not included in the Site Directory or that requires a special update schedule. A special type of content source is the This Portal content source. Since it is a system content source, you cannot delete it. It controls indexing of all of the portal site internal content.
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Site Restrictions and Site Path Rules
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Restrictions and Rules Site restrictions and site path rules may be used to control content in an index. You can use site restrictions and site path rules to:
!
Override the settings for the default content access account when crawling a specific site or path. Specify the granularity for crawling lists. Allow crawling of sites where addresses pass parameters, i.e., the address includes a question mark (?). Allow sites to be traversed for links without content being added into the index. Exclude an area from the index completely.
! !
Rules can use general expressions and wild cards, as shown in the following examples:
"http://server1/folder*" applies to all Web resources that have a URL that starts with "http://server1/folder" "http://server?web*" applies to resources such as "http://serveraweb2/file.htm" and "http://serverbweb3/file.htm" "*/*.doc" applies to every Microsoft Word document encountered
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Document shortcuts are subject to the same site and path restrictions as other documents and content sources in the portal site. If a user adds a document shortcut to the portal site, SharePoint Portal Server updates that shortcut in the same way as other content sources. If site or file type restrictions prohibit the inclusion of a shortcut in the index, SharePoint Portal Server does not include content from that document shortcut in the index. The settings described by these rules will become effective only after a new crawl occurs. If you change rules during a crawl, any content that has not been crawled yet and that is described by the rule will be affected by the changes. Caution When using multiple rules, be careful not to create mutually exclusive rules that exclude all content.
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Adding Content Sources
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction A content source is a starting point that SharePoint Portal Server uses to create an index of information stored in a particular location. This content can be located on the same server, on another server on your intranet, or on the Internet. After SharePoint Portal Server includes these documents in the index, they are available for users to search for and view on the portal site. Examples of content sources include Web sites, file systems, other SharePoint Portal Server computers, Windows SharePoint Services sites, and Lotus Notes databases. The easiest way to add content to the portal site for searching is by adding a site to the Site Directory and suggesting it for search. However, content sources offer more control over what is searched. In advanced search administration mode, you can:
!
Adding a content source
Select a content index for the content source. If you select an index that resides on an index management server on which you have installed the Lotus Notes client and configured the protocol handler, the Lotus Notes content source type is available. If you select an index that resides on a server without this configuration, the Lotus Notes content source type is not available.
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SharePoint Portal Server can also crawl Lotus Notes databases. To create a Lotus Notes content source, you must first configure the index management server with the Lotus Notes client and then configure the Lotus Notes protocol handler. Note For information about configuring the protocol handler, see Configuring the Lotus Notes Protocol Handler on http://www.microsoft.com/sharepoint/.
! !
Specify a source group for the content source. Create a Site Directory content source. Note For more information about advanced search administration mode, see http://www.microsoft.com/sharepoint/.
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Instructor-Led Practice: Adding a Content Source
Variable Virtual Computer Virtual Computer - Domain controller Virtual Computer- SQL server file_share_address file_share_description Value Cardiff Glasgow Melbourne \\cardiff\shareddocs Shared documents on cardiff
Adding a content source
! To add a content source

1. If you have not already, log the Melbourne virtual computer onto the MELBOURNE (this computer) as Administrator with a password of P@ssw0rd. 2. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 3. Click Site Settings. 4. On the Site Settings page, in the Search Settings and Indexed Content section, click Configure search and indexing. Note When the Configure Search and Indexing page displays, you may see a warning that reads For enhanced security, portal site Web Part Pages are currently excluded from the index. You may continue on with the practice.
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5. On the Configure Search and Indexing page, do one of the following: In the General Content Settings and Indexing Status section, click Add content source. In the Other Content Sources section, click Add content source. In the Other Content Sources section, click Manage content sources. Then, on the Manage content sources page, click Add content source. Note If you have enabled advanced search administration mode, on the Add Content Source page, in the Select a content index box, click the drop-down list and select a content index for this content source. 6. The Add Content Source page displays. For the purpose of this instructorled practice, you will add a file share as a content source. Adding a file share as a content source
! To add a file share as a content source

1. In continuation from the above procedure, select the File share option, then click Next. 2. On the Add Content Source: File share page, in the Address and Description section: In the Address box, type the file_share_address to include in the content index. In the Description box, type the file_share_description. In the Crawl Configuration section: Verify that the This folder and all subfolders option is selected. To include this content source in adaptive updates, verify the Include content source in adaptive updates check box is selected. Note With the Include content source in adaptive updates option selected, changes will show up more quickly in search results but updates will use more server resources. If you enabled advanced search administration mode from the Configure Search and Indexing page, you can select a source group on the Add Content Source page. In the Source Group section, do one of the following: If you want to create a new source group for this content source, in the Source Group box, type a description of the source group for this content source. If you want to use an existing source group for this content source, click one of the existing source groups. 3. Click Finish. After the content source is created, the Created File share Content Source page displays. You can use this page to further configure the content source.
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Adding an Exchange Server as a content source
The following procedure is not necessary to complete as part of the instructorled practice.
! To add an Exchange Server folder as a content source

1. To create a content source that crawls an Exchange Server folder, navigate to the Add Content Source page, click the Exchange Server public folder radio button, and then click Next. 2. On the Add Content Source: Exchange Server public folder page, in the Address and Description section: a. In the Address box, type the address of the Exchange Server folder to include in the content index. For example, http://exchangeserver/public/folder/subfolder. b. In the Description box, type the description of the Exchange Server folder. 3. In the Crawl Configuration section: a. Click the This folder and all subfolders or the This folder only radio button. b. Verify the Include content source in adaptive updates check box is selected. Note If you select Include content source in adaptive updates, changes will show up more quickly in search results but updates will use more server resources. 4. If you enabled advanced search administration mode from the Configure Search and Indexing page, you can select a source group on the Add Content Source page. In the Source Group section: If you want to create a new source group for this content source, in the Source Group box, type a description of the source group for this content source. If you want to use an existing source group for this content source, click one of the existing source groups. 5. Click Finish.
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Add a Web page or Web site, SharePoint Portal Server portal site, or Windows SharePoint Services site as a content source
! To create a content source that crawls a Web page or Web site,
SharePoint Portal Server portal site, or Windows SharePoint Services site
1. Navigate to the Add Content Source page, click Web page or Web site, and then click Next. 2. On the Add Content Source: Web page or Web site page, in the Address and Description section: a. In the Address box, type the address of the Web site, portal site, or SharePoint site to include in the content index. For example, http://example.microsoft.com/mypage.htm or http://example.microsoft.com. b. In the Description box, type the description of the content source. 3. In the Crawl Configuration section, do one of the following: Click This site - follow links to all pages on this site. Click This page only. Click Custom - specify page depth and site hops. Note If you are creating a content source for a portal site or a SharePoint site, you should select the default This site - follow links to all pages on this site option. If you click the Custom option, you can limit the page depth and the site hops. To do this, select the Limit page depth and Limit site hops check boxes, and then specify the limits. The page depth is the number of links followed within sites. A site hop occurs when a link from one Web site leads to another Web site. If you specify the number of site hops on a Web site content source to be unlimited, SharePoint Portal Server can access an unlimited number of sites through the initial site. If you choose to reduce the page depth, three full updates must occur before any previously-crawled pages are excluded. 4. To include this content source in adaptive updates, select the Participate in adaptive updates check box. Note If you select Participate in adaptive updates, changes will show up more quickly in search results, but updates will use more server resources.
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5. If you enabled advanced search administration mode from the Configure Search and Indexing page, you can select a source group on the Add Content Source page. In the Source Group section: If you want to create a new source group for this content source, in the Source Group box, type a description of the source group for this content source. If you want to use an existing source group for this content source, click one of the existing source groups. 6. Click Finish. After the content source is created, the Created Web page or Web site Content Source page displays. You can use this page to further configure the content source. Starting an update
! To start an update immediately

1. On the Created content_source_type Content Source page, select the Start full update check box. 2. Click OK. Note The default content access account and proxy setting must be specified correctly for a content source to be crawled. These settings are typically specified during the installation process.

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Instructor-Led Practice: Adding Content from SharePoint Portal Server 2001
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction The content import tool is used to import data from SharePoint Portal Server 2001 document libraries as part of the process of upgrading to SharePoint Portal Server 2003. Before you can run the content import tool, you must complete the other steps of upgrading to SharePoint Portal Server 2003, including exporting data from SharePoint Portal Server 2001. Some data from SharePoint Portal Server 2001 is imported during upgrade, but cannot be used in SharePoint Portal Server 2003. This includes portal customization, and most SharePoint Portal Server 2001 custom Web Parts. To use the document management capabilities of SharePoint Portal Server 2001, you must install the optional components for backwards-compatible document libraries. Backward-compatible document libraries that you import from SharePoint Portal Server 2001 are called workspaces in SharePoint Portal Server 2001. They are distinct from the document libraries provided by Windows SharePoint Services and SharePoint Portal Server 2003. Note For more information on upgrading from SharePoint Portal Server 2001 to SharePoint Portal Server 2003, see Upgrading from SharePoint Portal Server 2001 on http://www.microsoft.com/sharepoint/. You must be a member of the SharePoint administrators group or the local administrators group to complete this procedure.
Completing the upgrade to SharePoint Portal Server 2003
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In this instructor-led practice, use the following values:

Importing data
! To import data from SharePoint Portal Server 2001

1. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click Site Settings. 3. On the Site Settings page, in the Portal Site Content section, click Import Microsoft SharePoint Portal Server 2001 data. 4. On the Import SharePoint Portal Server 2001 Data page, type the location of the import file, and then click OK.

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Content Source Security Considerations
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Most content source types that ship with SharePoint Portal Server have custom protocol handlers that enable SharePoint Portal Server to determine which users have rights to access documents. The exception to this is the content source for Web pages or Web sites. When crawling a page or site that uses the HTTP or HTTPS protocol, SharePoint Portal Server cannot determine which users can access documents. If HTTPS or other restricted HTTP content is successfully crawled (that is, if the crawling account has access to the content), the content, including a document summary, is returned in search results. Users may see results for documents that they do not have rights to access. These users will be prompted to enter credentials if they click the results for which they do not have access. This exception does not apply to the following content that uses the HTTP or HTTPS protocol:
! !
Security exception
When you are crawling a workspace in SharePoint Portal Server 2001. When you are crawling a SharePoint Team Services 1.0 site or Windows SharePoint Services site and the crawling account is an administrator on the SharePoint site.
These crawls, although using the HTTP or HTTPS protocols, are able to determine which users can access documents so that content is not exposed to unauthorized users in search results.
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Lesson: Managing User Searches
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction This lesson provides you with the skills and knowledge to manage search scope, including using search scope from another portal site. As a site administrator, you are able to create search scopes to help the users narrow their searches. After completing this lesson, you will be able to:
! !
Lesson objectives
Manage Search Scope. Use Search Scope from another portal site.
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Instructor-Led Practice: Managing Search Scopes
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Search scopes allow users to narrow their searches based on the topics, areas, and content sources of items on the portal. Search scopes appear to all users in a list next to the portal search box. Site administrators create the search scopes that appear in the list next to the portal search box. These search scopes are typically limited to specific topics and content sources that the site administrator has decided are important and common enough to make them useful to users in the organization. Search scopes may be limited by either topics and areas or the type of content sources where content outside the portal can be found. Content sources outside the portal can be grouped into certain types, and you may want to limit your search scope to exclude or include particular content source groups. Note To view the Manage Search Scopes page, in Site Settings in the Search Settings and Indexed Content section, click Manage search scopes. Search scopes appear in a list next to the search box on the portal site. By default, there is a scope for All sources. Other search scopes can be added by site administrators. In this instructor-led practice, use the following values:
Variable Virtual Computer Virtual Computer - Domain controller Virtual Computer- SQL server name Value Cardiff Glasgow Melbourne Partner search
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Adding a new search scope
! To add a new search scope

1. If you have not already, log the Cardiff virtual computer onto the CARDIFF (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://cardiff using Internet Explorer. 2. Click Site Settings. 3. On the Site Settings page, in the Search Settings and Indexed Content section, click Manage search scopes. 4. On the Manage Search Scopes page, click New Search Scope on the toolbar. 5. On the Add Search Scope page, type the name of the search scope in the Name box. 6. Decide whether you want to limit the scope by topics or other portal areas. In this case, you would like to limit the search scope. Note If you do not wish to limit the search scope by topic or area, then in the Topics and Areas section, verify the Include all contents radio button is selected. To limit this search scope by topic or area: a. Select Limit the search scope to items in the following topics or areas and then click Change areas. b. On the Change Location dialog box, select the Partners area to use for this search scope. Note You may select one or more areas, but each selected area includes all of its sub-areas. Only items in the selected areas show up in search results when using this search scope. c. Click OK. d. On the Add Search Scope page, in the Content Source Groups section, verify the Include all content sources option is selected. The search scope will not be limited to certain groups of content sources. Note Select Exclude all content sources to limit the search scope to only the default content source for this portal. To limit the search scope to particular content source groups, select Limit the search scope to the following groups of content sources, and then select the content source groups that apply. 7. Click OK.
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Editing an existing search scope
! To edit an existing search scope

1. Launch Internet Explorer. 2. From the Home page, click Site Settings. 3. On the Site Settings page, in the Search Settings and Indexed Content section, click Manage search scopes. The Manage Search Scopes page contains a list of currently defined search scopes. To reorganize the order of this list, point to the name of the search scope, click the arrowhead that appears, and then click Move Up or Move Down. To make a search scope the default search scope in the portal, point to the name of the search scope, click the arrowhead that appears, and then click Use as Default Scope. 4. On the Manage Search Scopes page, point to the search scope you want to edit, click the arrowhead that appears, then click Edit. 5. On the Edit Search Scope page, you can type a new name for this search scope. 6. Decide whether you want to limit the scope by topics or areas, then do one of the following: If the search scope is not limited by topic or area, in the Topics and Areas section, select Include all contents. If the search scope should not include any area or topic contents, select Include no topic or area in this scope. To limit this search scope by topic or area, select Limit the search scope to items in the following topics or areas, and then click Change areas. On the Change Location page, select areas to use for this search scope. You may select one or more areas, but each selected area includes all of its sub-areas. Only items in the selected areas show up in search results when using this search scope. When you are finished selecting areas, click OK. 7. In the Content Source Groups section, do one of the following: To limit the search scope to only the default content source for this portal, select Exclude all content sources. If this search scope is not limited to certain groups of content sources, select Include all content sources. To limit the search scope to particular content source groups, select Limit the search scope to the following groups of content sources, and then select the content source groups that apply. 8. Click OK.
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1. Keep the Glasgow virtual computer running for use in the following lab. 2. Shut down the Cardiff and Melbourne virtual computers. 3. Start up the Dublin virtual computer.
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Using a Search Scope from Another Portal Site
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Shared services are portal site services that are shared across server farms. The services are centrally managed from a single portal site for one or more portal sites on one or more server farms. You can configure shared services on any of the following topologies:
! ! ! !
Large server farm. Medium server farm. Small server farm. Single server with Microsoft SQL Server 2000.
You cannot configure shared services on the stand-alone configuration. Note On the child portal sites, ensure that site group rights that affect access to shared services are the same rights as those on the parent portal site. In a shared-services environment, you can associate this portal site with the search scope of another portal site. Search results on the associated portal site will then include the contents of this portal site.
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Using a search scope from another portal site
! To use a search scope from another portal site

1. On the Site Settings page for the parent portal site, in the Search Settings and Indexed Content section, click Use search scope from another portal site. 2. On the Associate Portal Site page, in the Associating Portal section, do one of the following: If you do not want to associate this portal site with the search scope of another portal site, click Do not associate this portal. If you want to associate this portal site with the search scope of another portal site: i. Click Associate this portal to the following portal. ii. In the URL box, type the URL of the associated portal site. 3. Click OK.
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Lab B: Configuring Content Searching and Indexing
*****************************ILLEGAL FOR NON-TRAINER USE****************************** Objective Prerequisites After completing this lab, you will be able to configure which content will be available when searching from the portal. Before working on this lab, you must have:
! ! !
Introductory-level knowledge of portals. A working knowledge of SharePoint Portal Server. An idea of how you will organize content in your portal site, subsites, and areas.
Scenario
You are Suzan Fine, and you must associate the search scope of this portal to the MSN portal. You will also enable the Topic Assistant, train it and set its precision to Medium High. In addition, you are required to change the default behavior for new sites to log each document successfully retrieved, and you must include any indexing warnings and select Crawl Suggested Sites as new sites and linked sites in the content index. To complete this lab, you should only have the following virtual computers running: 1. 2012_0-Glasgow_DomainController. 2. 2012_1-Dublin_Simple SPS Server.
Lab Setup
Estimated time to complete this lab: 45 minutes
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Exercise 1 Associate Portal

In this exercise, you will use a search scope from another portal site. Scenario In a shared-services environment, you can associate this portal site with the search scope of another portal site. Search results on the associated portal site will then include the contents of this portal site. Perform the following procedure on the parent portal site.
! Use a search scope from another portal site

1. If you have not already, log the Dublin virtual computer onto the ADVWORKS domain as Administrator with a password of P@ssw0rd, and then navigate to http://dublin using Internet Explorer. 2. When the Connect to dublin dialog box displays, log on as Administrator with a password of P@ssw0rd. 3. Click Site Settings (upper-right corner), and then in the Search Settings and Indexed Content section, click Use search scope from another portal site. 4. On the Associate Portal Site page, in the Associating Portal section, select Associate this portal to the following portal. In the URL box, type http://www.msn.com/ as the URL of the associated portal site. Note Since your virtual computer does not have access to the Internet, you will not be able to successfully connect to MSN as part of this exercise; the URL is simply provided as an example of an associated portal site. 5. Click OK. 6. Click Home.
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Exercise 2 Topic Assistant

In this exercise, you will use the Topic Assistant to organize items into areas. You must train the Topic Assistant to recognize areas for items based on a training set of items that you select. That set of items is then used as a sample to suggest areas for other items in the portal. New items created after training are automatically suggested for areas based on this training set, and you can set the precision to control the accuracy of the matches.
! Enable and train the Topic Assistant

1. If you have not already, log the Dublin virtual computer onto the ADVWORKS domain as Administrator with a password of P@ssw0rd, and then navigate to http://dublin using Internet Explorer. 2. Click Site Settings (upper-right corner), and then in the Portal Site Content section, click Use Topic Assistant. 3. On the Use Topic Assistant page, in the Enable Topic Assistant section, select the Enable Topic Assistant check box. Verify that the other controls on the page are now available. 4. In the Precision section, select Medium High as the precision of the Topic Assistant. Read the resulting warning in red ink. Note Higher precision results in fewer documents organized into areas and lower precision results in more documents with less accuracy. 5. In the Training Status section, the most recent training time and the current status of the Topic Assistant are normally listed. (If this is a first-time install of SharePoint Portal Server, you should see Last trained: The Topic Assistant has not been trained and Status: Training has not been run.) Click Train Now for the new precision setting to take effect. Items are not automatically categorized until the next time you crawl the content index. 6. Verify that in the Training Status section, the Status message displays: Training is in progress. This page will refresh in 1 minute. The Training process may take longer than one minute and require several automatic refreshes before the final status message displays. Verify that the following Status error message is displayed: There were not enough keywords in the sample documents to train the Topic Assistant. Try again when more sample documents are available. Important This error message is due to the fact that your virtual computer has no Internet access; normally you will see a Training is complete message if the associated portal (such as http://www.msn.com) is of sufficient size. 7. Verify that the Precision is set to Medium high. 8. Click OK. 9. Click Home.
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Exercise 3 Site Directory

When users add a link to a site in the Site Directory, they can choose to include the site in search results. In this exercise, you will change the default behavior for new sites by setting the Logging Options and Search Behavior.
! Specify logging options when using simple search administration mode

1. If you have not already, log the Dublin virtual computer onto the ADVWORKS domain as Administrator with a password of P@ssw0rd, and then navigate to http://dublin using Internet Explorer. 2. Click Site Settings (upper-right corner), and then in the Search Settings and Indexed Content section, click Configure search and indexing. 3. On the Configure Search and Indexing page, in the General Content Settings and Indexing Status section, click the link next to Log settings. (If this is a first-time install of SharePoint Portal Server, Log settings should read: Do not log success; Do not log excluded URLs.) 4. On the Edit Search Settings page, in the Log Settings section, select the Log each document successfully retrieved and any indexing warnings check box to log each document successfully retrieved. 5. Select the Log each document excluded from this content index check box to see which documents are being excluded from the crawl. Note Logging excluded items can create several times the number of entries that logging successes creates. It is recommended that you log excluded items only when investigating problems. 6. Click OK. 7. Click Home.
! Specify default search behavior for the Site Directory

1. If you have not already, log the Dublin virtual computer onto the ADVWORKS domain as Administrator with a password of P@ssw0rd, and then navigate to http://dublin using Internet Explorer. 2. Click Site Settings (upper-right corner), and then in the Search Settings and Indexed Content section, click Configure search and indexing. 3. On the Configure Search and Indexing page, in the Site Directory section, click the link next to Default behavior for new sites to specify crawling options for new sites. (If this is a first-time install of SharePoint Portal Server, the Default behavior for new sites should read: Index under Site Directory (System).)
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4. On the Edit Search Settings page, in the Site Directory Crawling section, do the following: a. In the New sites drop-down list, verify that Crawl suggested sites is selected as the default behavior for new sites added to the Site Directory. b. In the Linked sites drop-down list, select Require approval for crawling from the drop-down list as the default behavior for links to existing sites added to the Site Directory. 5. Click OK. 6. Click Home.

1. Keep the Glasgow virtual computer running for use in the next module. 2. Shut down the Dublin virtual computer. 3. Start up the Cardiff and Melbourne virtual computers.
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Contents Overview Lesson: Organizing Content Lab A: Configuring Content in a Single Server Deployment Lesson: Configuring Content Searching

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Module 3: Configuring SharePoint Products and Technologies on a Single Server

To teach this module, you need the following materials:

Module 3: Configuring SharePoint Products and Technologies on a Single Server

How to Teach This Module

Lesson: Organizing Content

Managing Top-level Lists and Document Libraries Managing Personal Sites

Lab A: Configuring Content in a Single Server Deployment

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Lesson: Configuring Content Searching and Indexing

Lesson: Adding Content and Configuring Search

Instructor-Led Practice: Adding a Content Source

Add a content source. Add a file share. Start and update.

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Lesson: Managing User Searches

Lab B: Configuring Content Searching and Indexing

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Lesson: Organizing Content

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Instructor-Led Practice: Managing Portal Site Structure

Accessing the portal site map

! To access the portal site map

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Accessing additional pages

! To access these detailed pages

! Virtual computer set-up

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Instructor-Led Practice: Creating Areas

Module 3: Configuring SharePoint Products and Technologies on a Single Server

! To manage the security for an area

! Virtual computer set-up

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Managing Top-level Lists and Document Libraries

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Managing Personal Sites

Managing targeted links on My Site

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Instructor-Led Practice: Creating Lists and Document Libraries

Creating a document library

! To create a new document library in the Partners area

Module 3: Configuring SharePoint Products and Technologies on a Single Server

! Virtual computer set-up

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Lab A: Configuring Content in a Single Server Deployment

Estimated time to complete this lab: 45 minutes

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Exercise 1 Creating Areas

! Create a portal area

Module 3: Configuring SharePoint Products and Technologies on a Single Server

Exercise 2 Area Security

! Create a portal area and manage its security

Module 3: Configuring SharePoint Products and Technologies on a Single Server