SharePoint Portal Server 2001 Planning and Installation Guide
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On This Page
Welcome to Planning and Installation
Before You Begin
SharePoint Portal Server Overview
Client, Server, and Network Planning
Security Planning
Administration and Maintenance
Backup, Restore, and Server Duplication
Deployment Scenarios
Install SharePoint Portal Server
Accessibility for People with Special Needs
Glossary
Welcome to Planning and Installation
This online documentation is designed to provide you with information about planning your deployment and installing SharePoint Portal Server.
For information to assist you in the day-to-day administration of SharePoint Portal Server, see Administrator's Help.
Before You Begin
Microsoft® SharePoint™ Portal Server 2001 combines document management with a rich, customizable dashboard site to enable users to locate, write, review, and manage content in their organization.
This documentation is designed to provide you with information about planning your deployment and installing SharePoint Portal Server. For information about the day-to-day administration of the server, see Administrator's Help.
About This Guide
Planning and Installation introduces you to the features, concepts, and terminology of SharePoint Portal Server. This guide also provides installation information to get you started. This is not a how-to book. This guide provides the background information you need to plan how to install SharePoint Portal Server for your organization.
This guide provides essential planning and installation information for novice and intermediate administrators who want to start using SharePoint Portal Server. It assumes that administrators and planners read this guide from start to finish before using SharePoint Portal Server. With the exception of backup and restore instructions and installation procedures, the content in this guide is conceptual. Often, a concept in one chapter depends on content in an earlier chapter. Therefore, it is recommended that you read the entire guide before you install SharePoint Portal Server.
For planning information that has become available since this guide was printed, see the Microsoft Web site at https://www.microsoft.com.
Documentation Roadmap
Users can view Help documentation from the User's Help page in the workspace or from the Tours and User's Help quick link on the default home page of the dashboard site. There is an additional link to Help documentation from the Getting Started page in the Management folder, which is accessible to the users who administer the workspace. A link to Getting Started is also on the default home page of the dashboard site.
Documentation Provided with SharePoint Portal Server
Managing Content. An overview of the product along with information about planning and configuring the workspace and the dashboard site.
Planning and Installation. Basic information about installation, product use, and features.
Administrator's Help. Online documentation providing information about SharePoint Portal Server Administration in Microsoft Management Console (MMC). Additional information is provided about maintenance, performance, and troubleshooting.
Dashboard Site Help. Online documentation providing information about configuring and managing the dashboard site and searching for and using documents.
User's Help. Online documentation providing procedures for configuring and using the workspace. Describes how to use Web folders to access SharePoint Portal Server.
SharePoint Portal Server Tours. An introduction to SharePoint Portal Server, highlighting key document management and search features.
Readme. Important information that may not be covered in other documentation.
Product Overview for International Customers. An overview of the product for use in countries/regions that do not have a localized version of SharePoint Portal Server.
Resources Available on the World Wide Web
Microsoft Product Support Services. Latest service packs, fixes, white papers, and frequently asked questions (FAQ), plus a searchable knowledge base that contains technical support information and self-help tools. See https://support.microsoft.com/directory/.
SharePoint Portal Server Web site on www.microsoft.com. A central source of information about SharePoint Portal Server. See https://www.microsoft.com/sharepoint.
Training and Certification. Information about training and certification. See https://www.microsoft.com/trainingandservices.
Course 2095, "Building Knowledge Management Solutions Using Microsoft SharePoint Portal Server," is a three-day, instructor-led, Microsoft Official Curriculum course. The course provides students with the architectural concepts and the skills necessary to deploy SharePoint Portal Server as a search and document management solution as well as a dashboard site.
To take this course in the United States and Canada, find a training provider on the Web site and register with a Microsoft Certified Partner(s) for Learning Solutions. Outside the United States and Canada, contact your Regional Education Service Center.
MSDN Newsgroups. Web-based forums in which you can share information about developing with Microsoft products, including SharePoint Portal Server. See https://msdn.microsoft.com/wss.
TechNet. Web-based resource to help you deploy, maintain, and support SharePoint Portal Server. See https://www.microsoft.com/technet/prodtechnol/sppt/sharepoint/default.mspx.
Software Development Kit. Information about developing applications for SharePoint Portal Server will be available after product release. It will be part of the Microsoft Developer Network (MSDN®) Platform Software Development Kit available on MSDN.
Digital Dashboard Resource Kit. Technical reference guide with tools. See https://www.microsoft.com/business/default.mspx.
Documentation Available Through Microsoft Press
Resource Kit. Technical reference guide with tools. This documentation will be available after product release. The kit includes:
Deployment Guide for migration and integration information.
Resource Guide for in-depth technical information.
See https://www.microsoft.com/mspress/.
Document Conventions
To help you easily locate and interpret information, the Planning and Installation guide uses the following conventions.
Convention |
Description |
|---|---|
ALL CAPITALS |
Acronyms, names of certain commands, and keys on the keyboard. |
Bold |
Menus and menu commands, command buttons; tab and dialog box titles and options; command-line commands, options, and portions of syntax that must be typed exactly as shown. |
Initial Capitals |
Names of applications, programs, files, servers, and named windows; directory names and paths. |
Italic |
Information that you provide, terms that are being introduced, and book titles. |
Monospace |
Examples, sample command lines, program code, and program output. |
Microsoft Product Support Services Worldwide
If you are outside the United States and have a question about a Microsoft product, you can get assistance by doing one of the following tasks:
Check the information in Help or the product manual.
Check the Readme files that come with your product compact discs. These files provide general information that became available shortly before the product was released.
See the Microsoft Product Support Services Web site at https://support.microsoft.com/directory/.
If you cannot find a solution, you can receive information about how to obtain product support by contacting the Microsoft subsidiary office in your area.
Contacting a Subsidiary
When you call your local Microsoft subsidiary, be at your computer and have the appropriate product documentation available. Be prepared to provide the following information:
Product version
Type of hardware, including network hardware, if applicable
Operating system
Exact wording of any messages that appeared on your screen
A description of what happened and what you were doing when the problem occurred
A description of how you tried to solve the problem
Important: Phone numbers for Microsoft subsidiaries are subject to change. For the most recent listing, see the Product Support Services Web site at https://support.microsoft.com/directory/. If there is no Microsoft subsidiary office in your country/region, contact the establishment from which you obtained your product.
Microsoft Subsidiaries
Argentina
Microsoft de Argentina S.A.
Customer Service:
Phone: (54-11) 4316-4600
Fax: (54-11) 4316-1922
Technical Support:
Phone: (54-11) 4316-4664
Armenia
See Russia
Australia
Microsoft Pty. Ltd.
Phone: (61) 13 20 58
Fax: (61) 2 9023 5021
Technical Support:
Phone: (61) 13 20 58
Austria
Microsoft Ges.m.b.H.
Phone: (43) 1 610 64-0
Fax: (43) 1 610 64-200
Information Services:
Phone: 08000-123 345
Fax: (43) 2236-64595
E-mail: mailto: InfoService@microsoft.at
Direct Services:
Phone: (43) 1 795 67028
Fax: (43) 1 795 67029
E-mail: mailto: austria@msdirectservices.com
Standard Support:
Installation and handling: (43) 1 50222-2255
Azerbaijan
See Russia
Belgium
Microsoft NV
Phone: +32 2 7043000
Fax: +32 2 7043535
TechNet Subscription: +353 1 703 8738
MSDN Subscription: +32 2 5138684
Microsoft Information Center: +32 2 5133113
Technical Support:
Phone: +32 2 513 32 74 (Dutch speaking)
Phone: +32 2 502 34 32 (English speaking)
Phone: +32 2 513 22 68 (French speaking)
Belorussia
See Russia
Bolivia
See Uruguay
Brazil
Microsoft Informatica Ltda.
Phone: (55) (11) 5514-7100
Fax: (55) (11) 5514-7106/5514-7107
Technical Support:
Phone: (55) (11) 5504-2155
Fax: (55) (11) 5504-2227
Automatic Fax: (55) (11) 5506-8506
Technical Support Bulletin Board Service: (55) (11) 5506-1234
Customer Service:
Phone: (55) (11) 822-5764
Fax: (55) (11) 822-6227
Canada
Microsoft Canada Co.
Head Office Phone: 1 (905) 568-0434
Customer Information Centre: 1 (800) 563-9048
Technical Support:
Desktop Systems including Microsoft Windows® 95: (905) 568-4494
Microsoft Office and Office Components: (905) 568-2294
Other Standard Technical Support: (905) 568-3503
Priority Support Information: (800) 668-7975
Text Telephone (TTY/TDD): (905) 568-9641
Caribbean
Microsoft Caribbean, Inc.
Phone: (809) 273-3600
Fax: (809) 273-3636
Technical Support:
Phone: (408) 953-8086
E-mail: mailto: mscasup@microsoft.com
Customer Service:
Phone: (800) 297-5982, for area codes 787 and 809 only
E-mail: mailto: msccatus@microsoft.com
Central America
Technical Support:
Phone: (506) 298-2020
Support E-mail: mailto: mscasup@microsoft.com
Customer Service:
Phone: (506) 298-2000
E-mail: mailto: mscarsup@microsoft.com
Chile
Microsoft Chile S.A.
Phone: 56-2-330-6000
Fax: 56-2-330-6190
Customer Service:
Phone: 56-2-800-330600
Personal Operating System and Applications:
Phone: 56-2-330-6222
Fax: 56-2-341-1439
Colombia
Microsoft Colombia
Phone: (571) 326 4700
Fax: (571) 317 3494
Technical Support:
Línea de Respuesta Microsoft
Phone: (571) 524 0404
Other Cities: 9800 5 10595 y 9800 5 10595
Fax: (091) 524-0405
Croatia
Microsoft Hrvatska d.o.o.
Phone: (+385) (1) 4802 500
Fax: (+385) (1) 4843 688
Product Support:
Phone: (+385) (1) 393539
E-mail: mailto: hot-line@microsoft.hr
Customer Service:
Phone: (+385) 0800 300 300
E-mail: mailto: info-line@microsoft.hr
Czech Republic
Microsoft s.r.o.
Phone: (+420) (2) 611 97 111
Fax: (+420) (2) 611 97 100
Technical Support:
Phone: (+420) (2) 2150 3222
Denmark
Microsoft Denmark
Phone: (45) 44 89 01 00
Fax: (45) 44 68 55 10
Technical Support:
Phone: (45) 44 89 01 11
Customer Service:
Phone: (45) 44 89 01 90
Dominican Republic
See Central America
Ecuador
Corporation Microsoft del Ecuador S.A.
Phone: (593 2) 460453
Fax: (593 2) 463093
Technical Support:
Phone: (593 2) 258025
Customer Service:
Phone: (593 2) 258025
Egypt
Microsoft Egypt
Phone: 20 2 594 2445
Fax: 20 2 594 2194
Technical Support:
Phone: 20 2 3388724 / 94
Fax: 20 2 3604976
E-mail: mailto: mssupport@gbrands.com
England
See United Kingdom
Estonia
Technical Support:
Phone: (+372) 650 49 99
Finland
Microsoft OY
Phone: +358-(0)9-525 501
Fax: +358-(0)9-878 8778
Technical Support:
Phone: +358 (0)9-525-502-500
Customer Service:
Phone: +358 (0)9-525 5026
France
Phone: (33) 825 827 829*
Fax: (33) 01 64-46-06-60
Telex: MSPARIS 604322
Technical Support:
Phone: (33) 825 827 829* access code 1020
Fax: (33) 1 69 28 00 28
Customer Service:
Phone: (33) 0 825 827 829*
*Indigo number
French Polynesia
See France
Georgia
See Russia
Germany
Microsoft GmbH
Phone: ++49 (89) 3176-0
Fax: ++49 (89) 3176-1000
Microsoft Info Service:
Phone: ++49 (1805) 25 11 99*
Fax: ++49 (1805) 25 11 91*
Personal Support (Installation and Handling):
Phone: ++49 (1805) 67 22 55*
*There is a charge for this call
Greece
Microsoft Hellas, S.A.
Phone: (30)(1)61 51 200
Fax: (30)(1)61 06 780
Technical Support:
Phone: (30) (1) 9499100 option 2
Fax: (30) (1) 6109528
Hong Kong SAR
Fax: (852) 2560-2217
Microsoft Information Hotline: (852) 2388-9600
Technical Support:
Personal: (852) 2804-4222
Professional: (852) 2388-9600
Hungary
Microsoft Hungary
Phone: (+36) (1) 437-2800
Fax: (+36) (1) 437-2899
Technical Support:
Phone: (+36) (1) 267-7846 (2MSSUGO)
Customer Service:
Phone: (+36) (1) 267-4636 (2MSINFO)
Iceland
See Denmark
India
Microsoft India
Phone: (91) (80) 559-5733, (91) (11) 629-4600, 629-4601, (91) (22) 285-0193
Fax: (91) (80) 559-7133, (91) (11) 629-2650
Indonesia (SP)
Microsoft Indonesia-Jakarta
Technical Support:
Phone: 62 21 570 42 54
Fax: 62 21 520 81 22
Ireland
See United Kingdom
Technical Support:
Phone: 706 5353
Israel
Microsoft Israel Ltd.
Reception:
Phone: +972-9-952-5353
Fax: +972-9-952-5333
Customer Service & Information Center:
Phone: +972-9-952-5400
Fax: +972-9-952-5411
Technical Free Support for Windows, Office and Microsoft Fun:
Phone: +972-9-952-5400
Fax: +972-9-952-5403
Italy
Microsoft Srl
Phone: (39) (2) 70-398-398
Fax: (39) (2) 7039-2020
Microsoft Rome Office:
Phone: (39) (6) 5095-01
Fax: (39) (6) 5095-0600
Technical Support:
Phone: (39) (2) 70-398-398
Customer Service:
Phone: (39) (2) 70-398-398 (new product information, product literature)
Operatori del Settore IT (Customer Service for IT):
Phone: (39) (2) 70-398-398
Microsoft Consulting Service:
Phone: (39) (2) 70-398-398
Japan
Microsoft Asia Ltd.
Customer Information Center: (81) 3 5354-2300
Product Support (available only in an initial limited period):
Desktop applications, Home products, and Hardware: (81) 3 5354-4500
Internet Explorer and Outlook Express: (81) 3 5354-4543
Windows 95/98 and Other Personal OS: (81) 3 5354-4598
Windows NT Workstation/2000 Professional: (81) 3 5354-4568
Developer Products: (81) 3 5354-4538
Products for Macintosh: (81) 3 5354-4509
Technical Support Services:
Personal/Professional/Premier/Alliance (81) 3 5354-4700
Kazakhstan
See Russia
Kingdom of Saudi Arabia
Microsoft Arabia
Phone: 966 1 218-0808
Fax: 966 1 218-0809
Technical Support:
Phone: 800 124-2255 (toll free)
Fax: 966 1 218-0821
E-mail: mailto: saudimss@microsoft.com
Kirgizia
See Russia
Korea
Microsoft CH
Phone: (82) (2) 531-4500
Fax: (82) (2) 531-1724
Customer Satisfaction Center:
Phone: 080-985-2000 (toll free domestic only), (82) (2) 558-8161
Technical Support Center:
Phone: (82) (2) 508-0040
Microsoft FastTips: (82) (2) 3453-7555
Support Sales: (82) (2) 531-4544
Latin America
Microsoft Latin American Headquarters (U.S.A.)
Phone: (305) 489-4800
Fax: (305) 491-1616
Technical Support:
Phone: (214) 714-9100
Customer Service:
Phone: (425) 936-8661
Liechtenstein
See Switzerland
Luxembourg
Microsoft NV
Phone: +32-2-730 39 11
Microsoft Support Network Information Center: +31-800-9977-57
TechNet subscription: +353-1-703 8738
MSDN subscription: +353-1-708-8690
Microsoft Information Center: +32-2-481 52 52
Bulletin board: +32-2-726 85 45
(1200/2400/9600/14400 bd, 8N1, ANSI)
Technical Support:
Phone: +32-2-513 32 74 (Dutch speaking)
Phone: +32-2-502 34 32 (English speaking)
Phone: +32-2-513 22 68 (French speaking)
Malaysia (SP)
Microsoft (Malaysia) Sdn Bhd:
Phone: +6 (03) 757-2266
Fax: +6 (03) 757-2265
Technical Support:
Phone: +6 (03) 793-9595
Fax: +6 (03) 295-2065
Customer Services:
Phone: (Toll-free) 1-800-88-3249
Fax: +6 (03) 758-5011
México
Microsoft México, S.A. de C.V.
267-2110 Atencion a Distribuidores
265-3380 Atencion a Clientes
265-3399 Soporte Sistemas Operativos y Applicaciones de Escritorio
267-2190 Soporte de Servidores y Herramientas de Desarrollo
FastTips: (52)(5) 2612199
Microsoft BBS 628-6200/02 MSMEXICO sin password
Morocco
Microsoft North and West Africa
Phone: 212 2 95 80 80
Fax: 212 2 95 85 85
Customer Service Center:
Phone: 212 2 95 88 88
Fax: 212 2 95 85 85
Email: mailto: msnafweb@microsoft.com
Personal Support:
Phone: 212 24 10 41
Fax: 971 4 397 2304
E-mail: mailto: msnafweb@microsoft.com
Netherlands
Product Support:
Netherlands (Dutch): (020) 5001005
Netherlands (English): (020) 5001053
Belgium (Dutch): +32 2 513 3274
Belgium (French): +32 2 513 22 68
Belgium (English): +32 2 502 34 32
Luxemburg (French): +32 2 513 2268
Luxemburg (English): +32 2 502 3432
Microsoft Consulting Services Benelux:
Netherlands, Belgium and Luxemburg: +31 (0)20 5001005
Information Services and Subscriptions:
TechNet:
Netherlands: (020) 5001035
Belgium: +32 2 5022176
Luxemburg: +32 2 5022176
Microsoft Developer Network:
Netherlands: (020) 5001037
Belgium: +32 2 5138684
Luxemburg: +32 2 5138684
New Zealand
Microsoft New Zealand Ltd.
Phone: 64 (9) 357-5800
Fax: 64 (9) 358-3726
Technical Support:
Phone: 64 (9) 357-5575
Fax: 64 (9) 357-5577
Northern Ireland
See United Kingdom
Norway
Microsoft Norway AS
Phone: +(47) 22 02 25 00
Fax: +(47) 22 95 06 64
Product Support:
Phone: + (47) 22 02 25 50
Customer Service:
Phone: +(47) 22 02 25 80
Panama
Technical Support:
Phone: (506) 298 2020
E-mail: mailto: mscasup@microsoft.com
Customer service:
Phone: (506) 298 2000
E-mail: mailto: msccatus@microsoft.com
Papua New Guinea
See Australia
Paraguay
See Uruguay
People's Republic of China
Microsoft (China) Co. Ltd.
6/F, Beijing Sigma Center
No. 49, Zhichun Road, Haidian District
Beijing, 100080, P.R.C
Phone: 011-86-10-6261 7711
Fax: 011-86-10-6253 6630
Microsoft Asia Regional Engineering Center
19th - 20th Floor, Metro Tower
No. 30 Tian Yao Qiao Road,
Shanghai, 200030, P.R.C.
Phone: 011-86-21-64691188/ 011-86-21-6469 8899
Fax: 011-86-21-6469 1166 / 011-86-21-6469 9900
Peru
Phone: (511) 421-1200
Fax: (511) 421-7307
Technical Support:
Phone: (511) 215-5002, (511) 215-5005
Philippines (SP)
Microsoft Support Services:
Phone: (632) 886-5658
Fax: (632) 886-5657
Toll Free Line: 1-800-1-88-87884 (accessible only from outside Metro Manila)
E-mail: mailto: philpss@microsoft.com
Poland
Microsoft Sp. z o.o.
Phone: +(48-22) 661-54-00
Fax: +(48-22) 661-54-34
Information Service: +(48-22) 865-99-33
Technical Support:
Phone: +(48-22) 865-99-66
Portugal
Microsoft Portugal MSFT, Lda.
Phone: (351) 21 4409200
Fax: (351) 21 4412101
Technical Support:
Phone: (351) 21 4409280
Fax: (351) 21 4411655
Puerto Rico
Technical Support:
Phone: (408) 953 8086
E-mail: mailto: mscarsup@microsoft.com
Customer service:
Phone: (800) 297 5982, for area codes 787 and 809 only
E-mail: mailto: msccatus@microsoft.com
Romania
Microsoft s.r.l.
Phone: (+40) (1) 224 42 21
Fax: (+40) (1) 224 48 16
Technical Support:
Phone: (+40) (1) 203 61 61
E-mail: mailto: ro-pss@microsoft.com
Russia
Microsoft Z.A.O.
Microsoft Information Center:
Phone:
Moscow: +7 (095) 916-7171
St. Petersburg: +7 (812) 118-3636
Novosibirsk: +7 (3832) 119-019
Kiev +380 (044) 2305101
Fax:
Moscow: +7 (095) 916-7112
Technical Support:
Phone:
Moscow: +7 (095) 745-5445
St. Petersburg: +7 (812) 118-3636
Novosibirsk: +7 (3832) 119-019
Kiev +380 (044) 2305102
Fax:
Moscow: +7 (095) 916-7112
Scotland
See United Kingdom
Singapore
Microsoft Singapore Pte Ltd
Phone: (65) 337-6088
Fax: (65) 337-6788
Customer services:
Phone: (65) 324-5255
Fax: (65) 324-6181
Product Support Services:
Phone: (65) 378-3600
Slovak Republic
Microsoft Slovakia s.r.o.
Phone: +421-7-5341 9841
Fax: +421-7-5341 9840
Hotline: +421-7-67 296 296
Infoservice: +421-7-67 296 297
Y2K Infoservice: +421-7-67 296 200
Slovenia/Slovenija
Microsoft d.o.o., Ljubljana
Phone: (+386) (0)1 5800 800
Fax: (+386) (0)1 5800 822
Tehnicna podpora: (+386) (0)1 5853 449
South Africa
Microsoft South Africa
All services
Phone: (27) 11 257 0000 or 0860225567 (inside South Africa)
Fax: (27) 11 257 0257
Technical Support:
Fax: (+27)11 257-0424
South East Africa and Indian Ocean Islands
See South Africa
Spain
Microsoft Iberica SRL
Inside Spain
Phone: 902 197 198
Fax: 91 803 8310
Technical Support: 902 197 198
Customer Service: 902 197 198
Fax Back Telephone: 902 197 198
Outside Spain
Phone: (34) 91 353 69 60
Fax: (34) 91 803 8310
Technical Support: (34) 91 353 69 60
Customer Service: (34) 91 353 69 60
Fax Back Telephone: (34) 91 353 69 60
Sweden
Microsoft AB
Phone: +46-(0)8-752 56 00
Fax: +46-(0)8-750 51 58
Customer Service: +46-(0)8-752 56 30
Product Support: +46-(0)8- 752 09 29
Switzerland
Microsoft AG
Phone: 01-839 61 11
Fax: 01-831 08 69
Customer Service:
Phone: 0848-858-868
Microsoft Info-Service:
Fax: 01 311-72-27
Technical Support:
Phone: 0848 80-2255 (German speaking) Installation and Handling
Phone: 022-738 96 88 (French speaking)
Phone: 0848-80-2330 General information about Microsoft Support in Central Europe
Tadzhikistan
See Russia
Taiwan
Phone: (886) (2) 2504-3122
Fax: (886) (2) 2504-3121
Technical Support:
Phone: (886) (2) 2508-9501
Fax: (886) (2) 2508-9575
Thailand
Microsoft (Thailand) Limited
Phone: (662) 266-3300
Fax: (662) 266-3310
Product Support:
Phone: (662) 632-0860 through 632-0863
Fax: (662) 632-0258
Turkey
Microsoft Turkey
Phone: 90 (212) 258 59 98
Fax: (90 (212) 258 59 54
Support Hotline:
Phone: 90 (212) 275 2466
Fax: 90 (212) 272 7755
Turkmenistan
See Russia
United Arab Emirates
Microsoft Gulf and Eastern Mediterranean
Phone: 971 4 397 3888
Fax: 971 4 397 2244
Customer Service Center:
Phone: 971 4 397 5752
Fax: 971 4 397 2304
Email: gemcs@microsoft.com
Personal Support:
Phone: 971 4 397 5443
Fax: 971 4 397 2304
E-mail: mailto: mswsgulf@microsoft.com
United Kingdom
Microsoft Limited
Switchboard: (0870) 60 10 100
Fax: (0870) 60 20 100
Technical Support:
Desktop Applications, Home Products, Personal Operating Systems and Hardware: 0870 60 10 100
Developer Products: 0870 50 10 200
Business Systems: 0870 50 10 300
Customers phoning from Ireland should dial 706 5353 for technical support
Uruguay
Technical Support:
Phone: (598) (2) 774934
Fax: (598) (2) 774935
Uzbekistan
See Russia
Venezuela
Microsoft Venezuela
Phone: (582) 276-0500
Fax: (582) 276-0600
Technical Support:
Phone: (582) 993-6755
Wales
See United Kingdom
SharePoint Portal Server Overview
As an organization creates and collects information, employees spend valuable time searching, organizing, and managing that information. Microsoft® SharePoint™ Portal Server 2001 integrates document management and search functions with the tools you use every day. SharePoint Portal Server works with Microsoft Windows® Explorer, Microsoft Office applications and Web browsers to help you create, manage and share content throughout your organization.
Document Management and Publishing
Employees may find large and complex information sources, such as multiple file shares, difficult to organize and use because there is little or no organizational framework in place. The difficulty increases with the addition of information sources such as Web sites, e-mail servers, and databases.
Employees might also have difficulty collaborating with others on documents, controlling access to those documents, and publishing documents in their organization. Important documents can also be lost, overwritten, or hard to find. SharePoint Portal Server offers a number of features to help streamline your document development and avoid these common problems.
To help you manage documents, SharePoint Portal Server offers:
Version tracking to record the history of documents
Application of descriptive, searchable information to identify a document
Document publishing control
Automated routing of documents to reviewers
Web discussions for online comments by multiple document reviewers
Control of document access based on user roles
SharePoint Portal Server helps you collaborate with others, receive feedback from reviewers, identify the document with descriptive information such as keywords, and publish the document to a wide audience.
Version History
SharePoint Portal Server records a document's history to help you track changes and eliminate the possibility of people overwriting another user's modifications. To edit a document, you must check it out first. This prevents others from changing it until you check it in. Every time you check in a document, a new version number is assigned to the document and the previous version is archived. When you check out a document, you retrieve the most recent version unless you select an earlier version.
Document Profiles
Document profiles offer a way to add searchable information pertaining to a document. This information can help describe or identify the document more clearly. By default, a profile includes basic properties such as Author and Title. You can easily add custom properties such as Account Number or Project Manager to capture additional information that makes it easier to organize and find documents in your organization.
Document Publishing
Published documents are available for users to search or view on the dashboard site. SharePoint Portal Server supports both private and public versions of a document. You can publish a document automatically each time you save it to the server or you can choose to maintain private document drafts and publish the document when it is complete. You can generate as many drafts as you want before publishing a version of a document.
Approval Routing
Approval routing is an easy way to ensure that a document is adequately reviewed before it is published. When an author chooses to publish a document, it can be routed automatically to one or more people for review before publishing it. Each of these people, called approvers, has the option of approving or rejecting the document. Approvers receive e-mail notification when a document requires review.
Discussions
Using Web discussions, you can conduct online discussions about a document without modifying the document. Instead of using e-mail to discuss a document or trying to capture conversations about a document, authors and reviewers can now communicate with each other through Web discussions. Simultaneous discussions about a document can occur even if one person has the document checked out. Comments are stored as threaded conversations, grouping comments and replies together.
Role-based Security
SharePoint Portal Server uses roles to control access to content. You can assign the coordinator, author, and reader roles to users based on the tasks they perform. Each role identifies a specific set of permissions: coordinators handle management tasks, authors add and update files, and readers have read-only access to published documents. SharePoint Portal Server also offers the option of denying a user access to specific documents.
Indexing and Search Services
In many organizations, valuable documents are stored in many different locations, in a variety of formats. Many server infrastructures do not allow searches across multiple information sources and often only limited text searches. It can also be difficult to determine quickly if the information you seek is included in the search results list. SharePoint Portal Server offers several features that make searches faster and more successful.
To make information easier to find, SharePoint Portal Server offers:
A single location to search for information stored in many different places
Keyword searches that search the full text of a document and the document's properties
Browsing by topic (categories) to find information
Automatic categorization of documents
Best Bet classification for documents that are highly relevant to a search
Subscriptions to keep you up-to-date on useful information
Whether you are searching for specific information or just want to browse through a group of related documents, SharePoint Portal Server makes finding information easy.
Content Sources
SharePoint Portal Server improves search efficiency by enabling you to search across multiple information sources at the same time. Organizations keep information in a variety of places such as Web sites, file systems, mail servers, and databases. By using a wizard to add a content source, you identify the location of the content you want to make available for searching in order to link that content to your dashboard site. SharePoint Portal Server then indexes information from each content source for quick searches from the dashboard site. With the addition of content sources, the dashboard site is the easiest place to find information, regardless of its location or format.
Full-text Search
The dashboard site provides a full-text search option to search document text and document properties for the keywords you enter. SharePoint Portal Server finds all documents that match your search and returns a list of results. For a more specific search, you can use the advanced search option to add document properties, such as Author, to your search criteria. You can also use a search scope to search only a specific set of documents, such as a folder for press releases or a supplier's Web site.
Categories
You can organize information in the dashboard site by using categories to group similar documents. This allows users to browse through information by topic. For users who are unfamiliar with where documents are stored, categories help them find what they need. Another advantage is that a document can appear in several different categories. Categories can include documents stored in SharePoint Portal Server and information from additional content sources.
Category Assistant
Categories are an excellent way to organize your information. However, if you have a large number of documents, categorizing them can be a time-consuming task. To simplify the process, SharePoint Portal Server provides an automated categorization tool called the Category Assistant. After you have categorized a few representative documents for each category, the Category Assistant compares those sample documents to the uncategorized documents, and then automatically selects the best category matches.
Best Bets
Best Bets enhance search efficiency and provide guidance to users by directing them to documents considered particularly relevant to their search. A Best Bet is a document selected as the best recommendation for a category or specific keyword. SharePoint Portal Sever displays Best Bets at the top of a search results list.
Subscriptions
Subscriptions notify you about new or updated information on topics that match your interests. You can subscribe to content you find useful: a specific document, all documents in a folder, all documents assigned to a category, or a set of search results. After you subscribe to content, SharePoint Portal Sever notifies you when the content is modified, if a new document matching your criteria is available, or if Web discussion comments about the content are added. You can view your subscription notifications on the dashboard site. You can also choose to receive notifications by e-mail.
The Dashboard Site
SharePoint Portal Server provides a Web site, called the dashboard site, which is created automatically during installation. It offers a centralized access point for finding and managing information. You can use a Web browser to perform document management tasks and searches through the dashboard site. It provides access to information stored inside and outside your organization, allowing users to find and share documents regardless of location or format.
You can customize the home page of the dashboard site to display organizational news and other important information. From the dashboard site, users can perform tasks such as:
Search for information
Browse through information by categories
Subscribe to new or changing information
Check documents in and out
Review a document's version history
Approve documents for publication
Publish documents
The dashboard site uses Microsoft Digital Dashboard technology to organize and display information. A digital dashboard consists of reusable, customizable Web Parts such as Search, Categories, News, and Announcements. You can easily add or remove Web Parts to customize the dashboard site for your organization.
Client, Server, and Network Planning
This chapter discusses client, server, and network planning considerations. It also includes a section about character limitations in Microsoft® SharePoint™ Portal Server 2001. The last section in this chapter discusses language considerations. This section is important if you are planning to deploy the client components of SharePoint Portal Server in multiple languages.
Client Planning
The client components of SharePoint Portal Server are extensions to Microsoft Windows® Explorer and Microsoft Office applications. There is no individual client application. Instead, SharePoint Portal Server commands are integrated in the menus of Windows Explorer, Microsoft Word, Microsoft Excel, and Microsoft PowerPoint®. You can use other applications to create documents, but you cannot access SharePoint Portal Server commands from the menus within those applications. You must use Windows Explorer or a Web browser to perform SharePoint Portal Server document management tasks on documents created by using those applications.
Documents are stored in a workspace. A workspace is an organized collection of documents, content sources, management folders, categories, document profiles, subscriptions, and discussions. By using the client components, you can perform either document management or workspace management functions, depending on your role. Assigning a specific role to a user gives that user permission to perform specific tasks in the workspace, such as checking in documents, configuring security on folders, or publishing documents. For more information about roles, see Chapter 4, "Security Planning."
Using a Web browser, users can access most SharePoint Portal Server features through the dashboard site without having the client components installed on their computers. The dashboard site allows users to perform document management tasks and search functions. Users who will be managing the workspace must install the client components on a computer running Microsoft Windows 2000 to provide complete workspace management functions, including the ability to configure security and to create and manage content sources. Users can access Help for the dashboard site by clicking Help from any page. Users must install the client components to access all other SharePoint Portal Server Help. For information about the browser requirements for viewing the dashboard site, see Chapter 8, "Install SharePoint Portal Server."
After you have installed the client components, you must add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name.
Note: The procedure for adding a Web folder varies depending on the operating system you are using. For detailed instructions, see your operating system Help. For example, on Windows 2000 Professional, go to My Network Places and use the Add Network Place Wizard to add a Web folder that points to https://server_name/workspace_name. On Windows 98, go to Web Folders in My Computer, and then use Add Web Folder to add a Web folder that points to https://server_name/workspace_name.
For more information about client hardware and software requirements, see Chapter 8, "Install SharePoint Portal Server."
Server Planning
This section discusses server tasks, planning considerations, and server configurations. For more information about server hardware and software requirements, see Chapter 8, "Install SharePoint Portal Server."
Overview of Server Tasks
You can use SharePoint Portal Server to complete the following tasks:
Document management. You can use SharePoint Portal Server to store and manage content in the workspace.
Creating or updating indexes. SharePoint Portal Server crawls, or reads through, content to create an index of the content. You can use SharePoint Portal Server to crawl and create indexes for content such as Web sites and pages, file servers, Lotus Notes version 4.6a and R5 databases, computers running Microsoft Exchange Server 5.5 and Exchange 2000 Server, and other SharePoint Portal Server computers.
Searching. After indexes are created, you can use SharePoint Portal Server to search for content.
A single server can perform all these tasks, or you can distribute these tasks across multiple servers to enhance performance. For more information about the different server configurations, see "Server Configurations" later in this chapter.
Document Management
You can use SharePoint Portal Server as you would use a file system for storing and managing content in the workspace. SharePoint Portal Server allows you to track changes to documents (version control), add additional descriptive information for a document (document profiles), publish documents, and approve documents. After a document is public, you can search for documents by using keywords that might not be included in the text of a document.
If you have a large number of documents, you can deploy a separate server dedicated to document management. For more information about configuring a server for document management, see "Server Configurations" later in this chapter.
Creating Indexes
To enable searching, SharePoint Portal Server creates an index of workspace content. In addition, SharePoint Portal Server can crawl and create indexes for content stored outside the workspace. The server accesses this content by using content sources that are created by a coordinator. A content source represents a location, indicated by a URL, where such content is stored and can be accessed for indexing. This content can be located in a different workspace on the same server, on another server on your intranet, or on the Internet.
What Is an Index?
A full-text index facilitates quick searching of the following content:
Documents stored in the workspace. Documents must be published to be included in the index.
Content that is stored outside the workspace (for example, Web sites) that you make available with one or more content sources. Content sources are the starting points for crawling Web sites and pages, file servers, Lotus Notes version 4.6a and R5 databases, computers running Exchange Server 5.5 and Exchange 2000 Server, and other SharePoint Portal Server computers. Content sources are stored in the Content Sources folder located in the Management folder in the workspace.
Retrievable properties associated with a document (for example, title and author).
How Is an Index Created?
When you create a workspace, SharePoint Portal Server automatically creates an index for that workspace. When you add documents to the workspace or modify existing documents, SharePoint Portal Server modifies the index to include the changes. When you add content sources or change their settings, you must crawl the content source to update the index. You can update an index manually by using SharePoint Portal Server Administration in Microsoft Management Console (MMC) or by using Web folders. Alternatively, you can schedule SharePoint Portal Server to update your indexes automatically.
Note: You do not need to update the index manually for a content source that updates the index automatically by sending notifications. Notifications are available only for file shares located on an NTFS file system partition on a computer running Microsoft Windows NT® 4.0 or Microsoft Windows® 2000. For more information, see "Managing the Workspace" in User's Help. If you have the client components installed, you can access User's Help from the Help menu in Windows Explorer when browsing the workspace.
SharePoint Portal Server includes a document in the index by:
Filtering the document. Filters remove formatting and extract the text of the document and any properties defined in the file. SharePoint Portal Server includes filters for Microsoft Office documents, HTML files, Tagged Image File Format (TIFF) files, and text files.
Note: SharePoint Portal Server has a limit of 16 megabytes (MB) of text data that it filters from a single document. After this limit is reached, SharePoint Portal Server enters a warning in the gatherer log and the document is considered successfully indexed. Note that the 16 MB limit applies only to the text in the document. The file size of the document does not matter. For example, you can have a document containing graphics that has a file size of 32 MB. However, the 16 MB limit applies only to the text in that document.
Word breaking the document. A word breaker is a component that determines where the word boundaries are in the stream of characters in the query or in a document being crawled. SharePoint Portal Server provides word breakers for English, French, Spanish, Japanese, Thai, Korean, Chinese Traditional, and Chinese Simplified. The Windows 2000 Server Indexing Service word breakers are used for Dutch, Italian, Swedish, and German. When SharePoint Portal Server crawls multiple-language documents, the customized word breaker for each language enables the resulting terms to be more accurate for that language. If no word breaker is available for a particular language, a neutral word breaker is used. Words are broken at neutral characters such as spaces and punctuation marks. The code for determining the point at which words are broken is built in to the Microsoft Search (MSSearch) service and cannot be changed.
Creating and updating an index uses processor and disk resources intensively. The indexing process can take a significant amount of time if there is a large amount of text in the content being crawled.
What Is an Index Workspace?
An index workspace is designed to manage only content sources. The index workspace does not use the document management capabilities of SharePoint Portal Server, such as checking in or checking out documents or versioning, nor does it provide a dashboard site.
Because creating and updating an index is a resource-intensive process, you can choose to have a separate server that is dedicated to creating and updating indexes. The workspace on this server is an index workspace. This workspace contains only content sources. Typically, you have an index workspace only on a server that is dedicated to indexing.
The index for the index workspace is propagated to only one workspace on another server (typically a server that is primarily used for searching). You can use propagation to distribute your resources by limiting the resource-intensive processes to the server that is dedicated to indexing without affecting the performance of your server that is dedicated to searching. Indexes can be propagated only from index workspaces. You can propagate up to four indexes to a destination workspace from a server that is dedicated to indexing (that is, a workspace can accept up to four different propagated indexes). This allows you to centralize indexes from multiple index workspaces onto a single dashboard site on a SharePoint Portal Server computer that is dedicated to searching.
For more information about configuring a server dedicated to indexing, see "Server Configurations" later in this chapter. For procedural information about propagating an index, see "Managing Indexes" in Administrator's Help.
Searching
You can use the dashboard site to search for content. The content can be stored in the workspace, or it can be stored outside the workspace and linked to it by a content source. The search results return all indexed content.
When you create a workspace:
SharePoint Portal Server automatically creates a dashboard site as well. This dashboard site is an intranet site that offers a centralized access point for finding and managing information. Through the dashboard site, users with appropriate permissions can search for and share documents, regardless of location or format.
SharePoint Portal Server creates a subfolder for that workspace in the Applications folder. SharePoint Portal Server automatically adds the new subfolder in Applications to the list of folders to be included in the index and searched for this workspace. This subfolder can include applications designed for the Microsoft Web Storage System, making these applications searchable by SharePoint Portal Server. For more information about the Applications folder, see "Managing Workspaces" in Administrator's Help.
You can use the search feature to find something quickly by specifying criteria that narrow the number of search results returned. You can also use the folder and category hierarchies to browse through the documents in the workspace to find what you need.
For more information about configuring a server for searching, see "Server Configurations" later in this chapter.
Server Planning Considerations
Before you determine how many servers you need, consider how your organization will use SharePoint Portal Server. When doing so, it is a good idea to plan for your current requirements as well as for your future needs.
Planning Estimates
Your server configuration depends on how you intend to use SharePoint Portal Server. Before selecting a configuration, consider the following questions:
How many users will use SharePoint Portal Server primarily for document management?
How many users will use SharePoint Portal Server primarily for searching?
How many documents do you expect to maintain?
How many concurrent users do you expect on a server?
How many workspaces do you expect to maintain on a single server? The recommendation is to have no more than 15 workspaces per server.
What content do you want to crawl for the index, and where is it located? For example, do you want to crawl other SharePoint Portal Server computers, Exchange 5.5 or Exchange 2000 Server computers, Lotus Notes databases, file servers, or Web sites?
Sample single server and multiple server configurations are provided in the "Server Configurations" section later in this chapter. You can use the sample configurations as starting points for developing a customized solution for your own needs. For more information, see https://www.microsoft.com/sharepoint.
Planning for Growth
The following questions will assist you in considering your future needs:
How many workspaces will you eventually host?
Do you expect the number of users for a specific workspace to increase significantly? If so, you may want to consider hosting that workspace on its own server.
Will you need to increase the number of servers to dedicate individual servers to specific tasks? If you expect to crawl large numbers of content sources, you may want to dedicate one server to creating and updating indexes and another server to searching.
Server Configurations
After reviewing your planning considerations, choose a server configuration for SharePoint Portal Server that meets the needs of your organization.
The following sections describe single server and multiple server configurations. A single server provides all SharePoint Portal Server functionality. A configuration with more than one server allows you to scale your deployment to encompass additional users, a larger quantity of documents, or to increase performance.
Sample configurations are provided in each section. These sample configurations are examples of common scenarios.
Single Server Scenarios
A single server provides all document management and search functionality. This section presents two sample configurations: Group Document Management and Group Search. Both of these sample configurations use the document management and search functionality, but in the first configuration, the emphasis is on document management, and in the second configuration, the emphasis is on search.
Sample Scenario: Group Document Management
This configuration supports a group that primarily needs to manage documents but also crawls some content stored outside the workspace.
A department uses SharePoint Portal Server for document creation, version control, and publishing documents in the group. In this example, the workspace consists almost entirely of content that is stored in the workspace. The amount of content stored outside the workspace is small and might consist of content sources pointing to one or two competitors' Web sites. The emphasis is on document management rather than searching.
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With this deployment option, you have:
One server. This server stores the workspace content and provides the dashboard site associated with the workspace. The workspace contains stored content and possibly a few content sources.
Primarily document management. The group primarily uses the publishing and versioning functionality of SharePoint Portal Server and searches for documents stored in the workspace.
For more information about deploying a single server for document management, see "Small Deployment: Group Collaboration" in Chapter 7, "Deployment Scenarios."
Sample Scenario: Group Search
This configuration supports an intranet site for a group that needs to search for content across their organization and on the Internet but also has limited document management needs.
For example, a group uses SharePoint Portal Server to search content stored on its file servers, database servers, and a competitor's Web site. The dashboard site is also used to display organization-wide communication such as announcements, holiday schedules, and human resources information.
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With this deployment option, you have:
One server. This server stores content sources and provides the dashboard site associated with the workspace. In addition to the content sources that link to documents stored outside the workspace, the workspace itself can contain documents.
Primarily search functionality. The group primarily searches its own content. There may be limited searching on Internet sites. Document management is needed only for the documents stored in the workspace. The only users performing document management tasks are those responsible for the dashboard site.
Multiple Server Scenarios
If you have a large group of users or a large quantity of documents, or if you want to increase performance, you may want to have more than one server in your configuration. This section provides two sample configurations: Corporate Search (in which the required search functionality is more extensive than in the Group Search configuration discussed in the previous section) and Search and Aggregated Document Management.
Sample Scenario: Corporate Search
This configuration supports an intranet site for an organization that needs to perform extensive searches but has limited document management needs. This deployment uses two servers: a server dedicated to creating and updating indexes and a server dedicated to searching.
For example, an organization uses SharePoint Portal Server to search content stored on its file servers, Lotus Notes database servers, intranet sites, and the Web sites of several competitors. The server dedicated to indexing creates an index of this content and then propagates the index to the server dedicated to searching. The server dedicated to searching provides the dashboard site and stores documents displayed on the dashboard site, such as announcements, holiday schedules, and organization information.
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With this deployment option, you have:
Two servers. One server is a server dedicated to searching and the other is the server dedicated to creating and updating indexes.
The server dedicated to searching stores workspace content and provides the dashboard site associated with the workspace. The workspace also contains the index propagated from the server dedicated to indexing.
The server dedicated to indexing stores indexes associated with content sources only. This server is dedicated to indexing because creating an index of content stored outside the workspace is a resource-intensive task. After the index is created, it is propagated to the server dedicated to searching. The index can be propagated immediately after it is created, or you can schedule propagation to coincide with low network traffic times.
Extended search functionality. Searches encompass both intranet and Internet content. Document management is needed only for the documents stored in the workspace. The only users performing document management tasks are those responsible for configuring the dashboard site.
For more information about deploying two servers for search services, see "Medium Deployment: Search Services" in Chapter 7, "Deployment Scenarios."
Sample Scenario: Search and Aggregated Document Management
This configuration supports an organization that requires robust search capability and aggregated document management. Document management may be spread across many users or locations, requiring multiple servers dedicated to document management. In addition, there can be multiple servers dedicated to crawling the document management servers and propagating indexes to the one server dedicated to searching.
This deployment includes at least three servers: a server dedicated to searching, one or more servers dedicated to creating and updating indexes, and one or more servers dedicated to document management. To apply this example you must include a sufficient number of servers dedicated to document management to support those users that require the document management functionality (for example, each division in a large organization might have a server dedicated to document management).
Each server dedicated to document management stores documents in its workspace. Each server dedicated to indexing creates an index of all of the content on each server dedicated to document management as well as other content from the intranet and Internet. Each server dedicated to indexing then propagates its index to the server dedicated to searching. The server dedicated to searching provides the dashboard site and stores documents displayed on the dashboard site, such as announcements, holiday schedules, and organization information.
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With this deployment option, you have:
At least three servers. One server is a server dedicated to searching, at least one server is dedicated to creating and updating indexes, and at least one server is dedicated to document management.
The server dedicated to searching provides the dashboard site associated with the workspace. The workspace on the server dedicated to searching contains the index propagated from the server dedicated to indexing.
Each server dedicated to indexing stores indexes associated with content sources only. This server is dedicated to indexing because of the large volume of content to be crawled. After the index is created, it is propagated to the server dedicated to searching. The index can be propagated immediately after it is created, or you can schedule propagation to coincide with low network traffic times.
Each server dedicated to document management stores documents for users requiring document management functionality.
Both document management and search functionality. Users require robust search capability and aggregated document management.
Important: In a multiple-server scenario, the security credentials must be shared across all servers (by using single domain or trust relationships, for example). The search service and document management share security attributes. Document management stores Windows NT users and groups in SharePoint Portal Server roles, which facilitates administration. The search service matches Windows NT access control lists (ACLs) at the time of a query to determine whether to include a document in search results displayed to a particular user. For more information about user roles, see Chapter 4, "Security Planning."
For more information about deploying multiple servers for document management and search services, see "Large Deployment: Aggregated Document Management and Search" in Chapter 7, "Deployment Scenarios."
Network Planning
Before implementing SharePoint Portal Server, you must address the network concerns described in the following sections.
Protocol
You must be running TCP/IP on your network.
Domain
You can install SharePoint Portal Server in Windows NT version 4.0 or Windows 2000 domains. SharePoint Portal Server honors the trust relationships between domains. Note that if you want to use a fully qualified domain name (FQDN) and index workspace propagation together, both the server dedicated to creating and updating indexes and the destination server must be in Windows 2000 domains.
For information about crawling content located on a server in a different domain, see "Content Security" in Chapter 4, "Security Planning."
Proxy Server
A proxy server enhances the security of your intranet by preventing unauthorized access by someone on the Internet. A proxy server also enhances performance by caching recently accessed Web pages, minimizing download time.
If your organization uses proxy servers, you should plan where to place the proxy servers in relation to your servers. Index propagation uses the standard Windows file sharing protocol. If you are using index propagation, ensure that there is no proxy server between the server dedicated to creating and updating indexes and the server dedicated to searching, or ensure that any proxy server between the two servers allows Windows file share access.
SharePoint Portal Server uses the Hypertext Transfer Protocol (HTTP) verbs, the Distributed Authoring and Versioning (DAV) set of HTTP extensions, and a custom SharePoint Portal Server verb called INVOKE. If you use a proxy server, it must be configured to pass these verbs.
By default, SharePoint Portal Server uses the proxy server settings of the default content access account, taken from the current proxy server settings in Microsoft Internet Explorer. Changes to the proxy settings for the server do not affect other applications on the server. For example, you can configure the server to use a specific proxy server without affecting Internet Explorer.
The client components and the dashboard site communicate with the server by using HTTP. As a result, the proxy setting for Internet Explorer on the client can affect how the client and dashboard site communicate with the server.
The dashboard site uses a special server-side object called ServerXMLHTTP to make HTTP requests. These requests are necessary to return the correct page to the client. The ServerXMLHTTP object has its own proxy settings. If the dashboard site is behind a proxy server, you must use a tool called proxycfg.exe to configure proxy settings for the ServerXMLHTTP object. For more information, see "Advanced Topics" in Administrator's Help.
The client components and the server communicate by using Distributed Component Object Model (DCOM). If you are using SharePoint Portal Server over the Internet and DCOM is not enabled between the client and the server computers, the Category Assistant feature of SharePoint Portal Server does not function on the client computer. In addition, the user is unable to manage updates or content sources. For information about using SharePoint Portal Server over the Internet, see Chapter 4, "Security Planning," and the "Configuring Security" section in Administrator's Help.
Fully Qualified Domain Names
In addition to accessing the SharePoint Portal Server computer on your intranet by using the computer name, you can specify an FQDN for your server. You can then access the server by using the FQDN either on your intranet or on the Internet.
A fully qualified domain name is that portion of an Internet URL that fully identifies the server to which an Internet request is addressed and its location in the domain namespace tree. Fully qualified domain names differ from relative names in that they typically are stated with a trailing period (.), for example, "host.example.microsoft.com," to qualify their position to the root of the namespace.
On your intranet, you access the server by using https://server_name/workspace_name. If you want to use an FQDN, you access the server by using https://server_name.domain/workspace_name. For example, the FQDN of a server named Works on the adventure-works.com domain would be Works.adventure-works.com.
If you want to use SharePoint Portal Server with FQDNs, you must use the proxycfg.exe tool located under the SharePoint Portal Server \Bin directory to exclude access to the SharePoint Portal Server computer through the proxy server. The location of this directory depends on where you installed SharePoint Portal Server. The procedures for this are documented in "Configuring Security" in Administrator's Help.
Character Limitations
The SharePoint Portal Server system has some limitations as to which special characters it supports. High ASCII, double-byte character set (DBCS), and Unicode are supported for all languages, except for the limitations shown in the following sections.
Limitations on URLs, Folder, and Item Names
SharePoint Portal Server supports the same conventions that the file system supports for naming folders and items. Folder and item names can consist of all Unicode characters except: # : \ ? * < > % / | " ~
Limitations on Workspace Names
Workspace names can consist of characters from lower ASCII except: # : \ ? * < > % / | " { } ~ [ ] Space ! ( ) = ; . , @ & +
The lower ASCII code set includes the characters with codes 32-127.
The workspace name cannot exceed 25 characters in length.
Limitations on Schema Element, Property, and Document Profile Names
Schema element names, property names, and document profile names cannot use the following characters: # : \ ? * < > % / | " ~
Maximum Character Limits
SharePoint Portal Server has some limitations to the maximum number of characters that are allowed for each user input:
Uniform Resource Locators (URLs) are limited to 900 bytes. Typically, the limitation is 254 Unicode characters for English. If a Unicode-based character set other than English is used, the limitation is 100 characters.
Schema element names (the property title field) are limited to 100 characters.
Language Considerations
SharePoint Portal Server and its client components are available in the following six user interface languages: English, Japanese, German, French, Spanish, and Italian. SharePoint Portal Server supports content in any language except for bi-directional languages (such as Hebrew and Arabic).
SharePoint Portal Server provides noise word files and thesaurus files for the following languages: Chinese-Simplified, Chinese-Traditional, Dutch, English-International, English-US, French, German, Italian, Japanese, Korean, Spanish, Swedish, and Thai. A noise word is a word such as the or an that is not useful for searches. A list of noise words for a particular language is stored in the noise word file for that language. The thesaurus is a query-expansion search feature that enables a scenario in which the user types a phrase in a search query and receives results on related words. For example, the user can search for "IE" and receive hits on "Internet Explorer." The thesaurus also enables the administrator to affect search ranking by assigning weights to words. For information about modifying these files, see "Advanced Topics" in Administrator's Help.
After you install SharePoint Portal Server, any workspaces you create on the server are created in the language of SharePoint Portal Server. For example, if you install the German version of SharePoint Portal Server, workspaces are in German. It is possible to have the operating system language differ from that of the workspace.
After you create the workspace, you can add categories, folders, document profiles, and other content in any supported content language. For example, if you have an English version of SharePoint Portal Server, in your English workspace you can have Thai folders, and you can add Thai content to the dashboard site. You can access the workspace using the client components of any of the six languages. For example, you can access a German workspace by using the English client components.
Subscription notifications are generated in the workspace language. There is no support for separate client languages.
SharePoint Portal Server treats full-width Katakana names and half-width Katakana names as the same. Do not create a document or folder with the same full-width Katakana and half-width Katakana names in the same location. By design, the following combinations are treated as the same name:
Katakana and Hiragana
Full-width Katakana and half-width Katakana
Full-width character and half-width character (numeric, alphabetic, sign)
Appendix C, "Japanese Language Features," provides specific information about how MSSearch works with the Japanese language.
Security Planning
Security is essential for both document management tasks and searching. In document management, it is important to restrict access to sensitive information. In document approval scenarios, it is important to restrict the viewing of a document to those who edit or approve it until it is ready for a larger audience. In search scenarios, it is important that security settings are recognized for content that is crawled so that users, when viewing the results of searches, are not made aware of documents to which they have no access.
Microsoft® SharePoint™ Portal Server 2001 security uses standard Microsoft Windows®-based encrypted authentication to ensure password security. In addition, you can control access to documents by using a fixed set of three roles. Assigning a specific role to a user gives that user permission to perform specific tasks in the workspace such as checking in, checking out, publishing, and approving. You cannot modify the access permissions assigned to a role. You must configure each workspace folder to include a set of users or groups assigned to specific roles.
SharePoint Portal Server recognizes any security policies that are currently assigned to your organization's servers, file shares, and databases. For example, when SharePoint Portal Server crawls documents stored on your organization's servers, the security policy on each document is enforced when SharePoint Portal Server provides search results.
Note: SharePoint Portal Server enforces file-level security, not share-level security.
Security Concepts
SharePoint Portal Server uses a fixed set of three roles to offer a flexible and secure method for controlling user access to workspace documents. In addition, you can completely deny a user or users access to a specific document. For each folder, you can assign users selected from your existing Microsoft Windows NT® or Microsoft Windows 2000 domain or local users and groups to roles. You can define these users and groups locally on the server or in the domain of which the server is a member.
Important: It is strongly recommended that you use domain user and group accounts when you assign a role to a user. SharePoint Portal Server cannot recognize local user server accounts from the SharePoint Portal Server computer when it crawls content located on another server.
SharePoint Portal Server uses roles to group users who have the same permissions under a unique name, similar to a local Windows 2000 group. SharePoint Portal Server stores role memberships with individual folders, rather than in a directory service or in the server's security database. Each folder can contain a different set of users and groups for each role. You cannot customize the permissions assigned to roles.
You can create folders only under the Documents and Portal Content folders in the workspace. When you create a new subfolder, it inherits security settings from its parent folder by default. If you do not want to use the security settings of the parent folder, you can customize the role settings on the subfolder. If you change the settings for a parent folder, you can specify that all subfolders use the new settings. In this case, you override any modified role settings on the subfolders.
Only the role settings are inherited. SharePoint Portal Server copies approvers and the approval route to the subfolder when it is created. However, if you change the approvers and approval route on the parent folder, the subfolder does not inherit those new settings. For more information about approvers and approval routes, see "Approving Documents" in User's Help. If you have the client components installed, you can access User's Help from the Help menu in Windows Explorer when browsing the workspace.
SharePoint Portal Server Roles
Assigning a role to a user gives that user permission to perform specific tasks. For example, a user assigned to the author role has permission to add new documents to a folder, edit all documents in the folder, delete any document from the folder, and read all documents in the folder.
You cannot modify role permissions. Although you can configure roles on the workspace node, which is the top level of the workspace, you generally configure roles on folders in the workspace. In addition, you can completely deny a user or users access to a specific document.
SharePoint Portal Server includes the following roles:
Reader
A reader can search for and read documents but cannot add them to the workspace. By default, all folder users have Read permissions. In an enhanced folder, readers can view only folders and published versions of documents. Enhanced folders provide increased document management functions, including approval routing and version control. For more information about the use of standard and enhanced folders in SharePoint Portal Server, see "Managing Folder Settings" in User's Help. A reader cannot check out, edit, or delete workspace documents and cannot view draft document versions.
By default, SharePoint Portal Server assigns the Windows 2000 Everyone group to the reader role for all folders in the workspace when it creates the workspace.
Author
An author can add new documents to a folder, edit all documents in the folder, delete any document from the folder, and read all documents in the folder. In an enhanced folder, authors can also submit any document for publishing.
An author can create, rename, and delete folders. When you create a new folder, it inherits the roles and folder policies from the parent folder. However, the author cannot change the roles or the approval policy on folders he creates.
Coordinator
A coordinator on the workspace node manages content in the top-level folder and performs a set of workspace administration tasks. These tasks include managing content sources, document profiles, categories, and subscriptions, and customizing the dashboard site. The coordinator creates indexes of updated content when necessary or schedules this to occur automatically.
A coordinator on a specific folder configures user roles on the folder. The coordinator creates subfolders and adds, edits, and deletes documents from them. Coordinators can also read and delete a document that has been created but is not yet checked in. For enhanced folders, the coordinator selects the appropriate approval process. In addition, the coordinator can undo the check-out of a document or end the publishing process by using the Cancel Publishing or Bypass Approval actions.
Note: SharePoint Portal Server automatically assigns the administrator who creates the workspace to the coordinator role on the workspace node and on each folder.
SharePoint Portal Server provides the Deny Access security option on documents only. This setting supersedes all access permissions except those of the local Administrators group. You can deny access to a document for a specific user or group if you do not want that user or group to view that document. Denying access to a document does not affect the local Administrators group's access to that document.
In addition, the following set of folders supports workspace management functions: the Management, Portal, System, Shadow, and Categories folders and their subfolders. You must be a coordinator on the workspace node to manage these folders. You cannot directly configure security on these folders, and these folders are generally not visible to users of the workspace.
The Windows 2000 local Administrators group has permission to read documents and configure security on any folder or document in a workspace. The ability to configure security provides a way to access every folder and document in the event that, through accident or malicious intent, the folder or document is made unavailable to those who should have access to it. The local Administrators group can restore permissions for individual folders. Denying access to a document does not affect the local Administrators group's access to that document.
Important: If you install SharePoint Portal Server on a domain controller, there is no local Administrators group. Consequently, only users assigned to the coordinator role can set security on folders. If a coordinator makes an error, there is no local administrator to resolve security issues.
A User Can Have More Than One Role
A user can have different roles for different folders in the same workspace. For example, in one folder a user could be assigned to the reader role, and in another folder the same user could be assigned to the author role.
You can give groups of users access to folders in the workspace as though they were a single user by assigning the group to a role, such as reader. If you assign an individual user to more than one role in a folder, the most permissive combination of rights takes precedence. However, you can also deny a user or group access to a specific document, which would supersede all other permissions associated with roles. Because you can deny access to a particular document, a user can have one role on a folder but have no access to a document in that folder.
Why Use Roles?
Roles provide a convenient method for grouping users together by the appropriate security setting. The primary benefit of using roles is that SharePoint Portal Server defines them independently of the Windows domain account or local computer account. You can apply roles to the folder or workspace node. Unlike Windows security, a coordinator can manage them.
Who Can Assign Users to Roles?
Whereas only an administrator can configure security in Windows 2000, SharePoint Portal Server allows users assigned to the coordinator role, in addition to administrators, to configure content security. You can assign users to the coordinator role either at the workspace node or on particular folders in the workspace.
Server Administrators
If you are an administrator on the server, you can assign users to roles on the workspace node by using SharePoint Portal Server Administration in Microsoft Management Console (MMC). In addition, SharePoint Portal Server automatically assigns the administrator who creates the workspace to the coordinator role on the workspace node and on each folder.
The Windows 2000 local Administrators group has permission to read documents and configure security on any folder or document in a workspace. Denying access to a document does not affect the local Administrators group's access to that document.
Coordinators on the Workspace Node
If you are assigned to the coordinator role on the workspace node, you can assign users to roles on the workspace node and on any individual workspace folder that inherits its security setting from the node.
The workspace contact is a user who is the point of contact for workspace-related issues. The contact can be an individual user or a group. When you create the workspace, you must designate a name and an e-mail address for the workspace contact. The contact e-mail address can be that of an individual user or a group. In many cases, you configure the workspace contact to be a coordinator on the workspace node. However, it is not mandatory for the workspace contact to have coordinator permissions.
The administrator who creates the workspace must assign the appropriate users to the coordinator role on each workspace node by using SharePoint Portal Server Administration.
Coordinators on Specific Folders
If you are the coordinator on a specific workspace folder, you can assign users to roles on the workspace folder to which you have coordinator access.
Where Can You Manage Roles?
As a server administrator, you manage roles on the workspace node by using SharePoint Portal Server Administration. If you have coordinator permissions on the workspace node, you can assign users to roles on the workspace node and on any individual workspace folder that inherits its security setting from the node. In addition, you must assign a user to the coordinator role on the workspace node to manage the set of folders that support workspace management functions.
As a coordinator, you manage roles at the folder and document level by using the Properties pages of specific documents or folders in the workspace. To do so, you must have the client components installed on a computer running Windows 2000. Microsoft Windows 98 and Windows NT version 4.0 users cannot manage SharePoint Portal Server roles.
Content Security
SharePoint Portal Server uses role-based security to control how users access content.
There are two sources of content to consider when configuring security: content stored in the workspace and content stored outside the workspace. You must also consider security for content displayed through the dashboard site, which includes content from both sources.
Content Security in the Workspace
Content stored in the workspace includes documents in standard and enhanced folders. Enhanced folders provide increased document management functions, including approval routing and version control. For more information about the use of standard and enhanced folders in SharePoint Portal Server, see "Managing Folder Settings" in User's Help.
When you create a new subfolder, it inherits security settings from its parent folder by default. If you do not want to use the security settings of the parent folder, you can customize the role settings on the subfolder. If you change the settings for a parent folder, you can specify that all subfolders use the new settings. In this case, you override any modified role settings on the subfolders.
Only the role settings are inherited. SharePoint Portal Server copies the approvers and the approval route to the subfolder when it is created. However, if you change the approvers and approval route on the parent folder, the subfolder does not inherit those new settings. For more information about approvers and approval routes, see "Approving Documents" in User's Help.
Roles can assist you in controlling how users access information in a folder hierarchy. For example, if a coordinator does not want the user to infer information based on the folder structure, she can structure the roles so that users can search for particular documents and view them, but the user cannot see parent folders.
To browse the folder hierarchy to locate a document, you must assign a user to at least one role on the parent folder. To browse to a subfolder of a parent folder, you must assign a user to at least one role on both the parent folder and the subfolder.
If a user has access to a subfolder but not the parent folder, he can access that subfolder directly through its URL, even though the parent folder is not visible in Windows Explorer. In this case, documents in the subfolder appear in search results.
SharePoint Portal Server supports compound documents (the set of files and folders created when a document is saved as a Web page from a Microsoft Office application) on only standard folders. Only coordinators can configure security on a subfolder of a compound document. Enhanced folders do not support any structures similar to compound documents (for example, HTML files with relative links or a Microsoft Word document with a linked Microsoft Excel spreadsheet where both are stored in the workspace). If you attempt to check in a compound document to an enhanced folder, SharePoint Portal Server displays an error message.
Content Security Outside the Workspace
SharePoint Portal Server recognizes any security policies that are currently assigned to your organization's servers, file shares, and databases.
Important: SharePoint Portal Server enforces file-level security only, not share-level security.
Security mapping
SharePoint Portal Server maps the security scheme for a content source to Windows 2000 security and applies the security scheme when it crawls the content and when a user searches the content.
If SharePoint Portal Server crawls content located on a server in a different domain, do not use domain local group accounts on the server being crawled to secure content. SharePoint Portal Server may not recognize the domain local group accounts, which results in the user not being able to view the crawled content.
For example, suppose Server A is in Domain A, and you want to crawl content located on Server B in Domain B. Server B could be another SharePoint Portal Server computer, a Web server, or a file share.
The content on Server B is secured by using a Domain B local group account.
When Server A crawls Server B, the security identifiers (SIDs) associated with the content are those for the Domain B local group account.
When a reader in Domain A tries to access the crawled content on Server A, Server A is unable to recognize the security on this content because the SIDs are associated with Domain B.
The reader is unable to view the content, even if the user is an authenticated user from Domain B.
Security enforcement for types of content sources
Security for the different types of content sources works as follows:
Web sites. SharePoint Portal Server does not enforce security at query time. SharePoint Portal Server specifies a per-path logon for crawling, but everyone has access to the results. Secure Socket Layer (SSL) shares (preceded by https://) cannot be crawled.
File shares. SharePoint Portal Server enforces file-level security at query time. There is no share-level security on file allocation table (FAT) and other file systems that do not have file-level security. SharePoint Portal Server specifies a per-path logon for crawling, which allows access through share-level security. Encrypted documents are not crawled.
SharePoint Portal Server computers. SharePoint Portal Server enforces file-level security at query time.
Microsoft Exchange 2000 servers. SharePoint Portal Server enforces message-level security at query time. Encrypted messages are not crawled.
Microsoft Exchange 5.5 servers. SharePoint Portal Server enforces message-level security at query time. Encrypted messages are not crawled.
Lotus Notes servers. A mapping from the Lotus Notes user identification (ID) to the Windows NT user ID allows record-level security at query time.
Before a coordinator can create Exchange Server 5.5 and Lotus Notes content sources, you must configure the server to crawl Exchange Server 5.5 and Lotus Notes content sources. For more information, see "Managing Servers" in Administrator's Help.
SharePoint Portal Server can access a UNIX system by using the network file system (NFS) protocol. SharePoint Portal Server can also access Novell NetWare by using a NetWare client. You must install the corresponding client for the UNIX or NetWare file system on the SharePoint Portal Server computer.
SharePoint Portal Server does not understand the security descriptors on the remote file systems that are not NTFS file systems, such as UNIX, NetWare, or similar foreign file systems. Per-file security on non-NTFS file systems is lost, but per-share security is maintained. In the absence of security mapping, SharePoint Portal Server logs on as anonymous (or guest) and does not have access to any content that is not accessible to anonymous users. In this case, SharePoint Portal Server crawls the documents and then stamps them with read access for the Windows 2000 Everyone group. This means that all crawled documents are searchable by any user. Administrators should be aware of this to avoid disclosing information that is secured in a way that is not compatible with Windows NT.
SharePoint Portal Server can send security credentials while accessing foreign file systems, such as UNIX or NetWare. You can specify that the account and password in the site path rules for the remote file system path require Basic authentication.
A failure to get the security descriptor causes the indexing for that item to fail on NTFS.
Security and the Dashboard Site
The administrator on the server and the coordinator on the workspace node must consider the organization's security policy when planning to make content available through the dashboard site. For example, any confidential information stored on an unsecured file server is visible to users through the dashboard site.
Access Accounts
SharePoint Portal Server uses access accounts to specify user names and passwords. The access accounts provide the required permissions to access Web sites, servers, and network resources. You configure these access accounts on the Accounts tab on the Properties page of the server by using SharePoint Portal Server Administration.
Default Content Access Account
The default content access account is the user name and password used when crawling content outside the workspace. To access this content, the account must have Read permission. In addition, the user name and password must resolve to an existing Windows NT or Windows 2000 account.
Propagation Access Account
The propagation access account is the user name and password used when propagating workspace indexes to other servers. This account must have local administrator permissions on the destination server to which you are propagating indexes. This account is required if you create index workspaces.
For more information about these accounts, see "Managing Servers" in Administrator's Help.
Security Measures for Connecting to the Internet
A proxy server enhances the security of your intranet by preventing unauthorized access by someone on the Internet. A proxy server also enhances performance by caching recently accessed Web pages, which minimizes download time.
SharePoint Portal Server uses the HTTP verbs, the Distributed Authoring and Versioning (DAV) set of HTTP extensions, and a custom SharePoint Portal Server verb called INVOKE. If you use a proxy server, you must configure the proxy server to pass these verbs.
By default, SharePoint Portal Server uses the proxy server settings of the default content access account, which is taken from the current proxy server settings in Microsoft Internet Explorer. Changes to the proxy settings for the server do not affect other applications on the server. For example, you can configure the server to use a specific proxy server without affecting Internet Explorer.
The client components and the dashboard site communicate with the server by using HTTP. As a result, the proxy setting for Internet Explorer on the client can affect how the client and dashboard site communicate with the server.
If your organization uses firewalls, you should plan where to place the firewalls in relation to your servers. Index propagation uses the standard Windows file sharing protocol. If you are using index propagation, ensure that there is no firewall between the server dedicated to creating and updating indexes and the server dedicated to searching, or ensure that any firewall between the two servers allows Windows file share access.
If you want to use SharePoint Portal Server from the Internet, you must:
Enable SharePoint Portal Server to use fully qualified domain names.
Make a Domain Name System (DNS) entry for the server name. The procedure for this varies, depending on the DNS server software.
Create a new virtual Web site that points to the SharePoint Portal Server computer.
Modify the security settings on the virtual Web site. By default, SharePoint Portal Server uses NTLM authentication. If you want to use SharePoint Portal Server on the Internet, you must modify the security settings on the new virtual Web site to Basic authentication or Anonymous.
Note: SharePoint Portal Server does not support both NTLM and Anonymous authentication on the same virtual Web site.
If you modify the security setting to Anonymous, users cannot create subscriptions from the dashboard site.
If you want to use SharePoint Portal Server on the Internet and you have a firewall, you must map the server Internet Protocol (IP) address to an external name.
For more information about using SharePoint Portal Server over the Internet, see "Configuring Security" in Administrator's Help.
Security Considerations When Using IFS and IIS
Installable file system (IFS) and Internet Information Services (IIS) can fully access workspace folders.
SharePoint Portal Server workspaces have an associated vroot or virtual directory created in IIS under the Default Web Site. You can manage security for the dashboard site here.
Users can access the IFS by using Windows Explorer on the SharePoint Portal Server computer. SharePoint Portal Server typically maps IFS to network drive M, unless there is already a mapping that uses that drive. Although you can use IFS to view the contents of the Microsoft Web Storage System used by SharePoint Portal Server, this access is read-only.
Note: It is not recommended to use IFS (network drive M) to create SharePoint Portal Server folders or documents, assign security to folders or documents, or edit properties on folders or documents. SharePoint Portal Server roles and configuration options are available through the supported Web folders interface. Manipulating the IFS security attributes may interfere with the roles information associated with SharePoint Portal Server, which results in data loss. Workspace management functions, such as creating document profiles, are also available through the Web folders interface only.
Do not use Microsoft ActiveX® Data Objects (ADO) or OLE DB to configure security on SharePoint Portal Server folders or documents.
Subscription Notifications and Windows 2000 Authentication
When a user creates a subscription, the user does not receive a subscription notification if her right to read the document is assigned through a Windows 2000 Authenticated Users SID, which is inside a domain or local group. Note that the Windows 2000 Everyone group is not one of the SIDs in this category.
For example, ADVENTURE\user falls into the category of Authenticated Users in the ADVENTURE domain. The SharePoint Portal Server computer Marketing is in the same domain. ADVENTURE\user creates a subscription on Marketing to the search results for "specification." Any document that is included in the index and contains the word "specification" should generate a notification.
ADVENTURE\user receives a notification if a document that contains the word "specification" is in the Projects folder and that folder has Everyone in the Reader role.
ADVENTURE\user receives a notification if a document that contains the word "specification" is crawled on a Web server.
ADVENTURE\user does not receive a notification if a document that contains the word "specification" is in the SpecialCase folder, on which the only Reader is the domain group AuthPeople and that domain group contains Authenticated Users.
A user does not receive notifications if his only access to the document is assigned through an Authenticated Users or other special SID such as:
ANONYMOUS LOGON
BATCH
DIALUP
INTERACTIVE
NETWORK
TERMINAL SERVER USER
If an access control list (ACL) contains a group whose members consist of both ADVENTURE\user and Authenticated Users, the user receives a notification.
Administration and Maintenance
When you plan your deployment of Microsoft® SharePoint™ Portal Server 2001, it is recommended that you designate an administration team to perform important system administration and maintenance tasks as the system grows to meet your organization's needs. Depending on the size of your organization, the administration team may consist of one or more individuals. In smaller organizations, the server administrator and the coordinator on the workspace node may be the same person.
Administrative Tasks
The administrator works with the users responsible for workspace content to determine the number and type of SharePoint Portal Server computers required and the number of workspaces required on each server. For example, in a deployment in which SharePoint Portal Server primarily crawls content sources to make content available for search, you might configure a server that is dedicated to searching and a server that is dedicated to creating and updating indexes. In a deployment in which you use SharePoint Portal Server primarily for document management, you might configure only one server with up to 15 workspaces. When determining how many workspaces to place on each server, the administrator takes into consideration the number of users for each workspace and the quantity of documents stored in the workspace. In a larger deployment, you might configure multiple servers with multiple workspaces on each server. For key planning considerations, see Chapter 3, "Client, Server, and Network Planning." This type of planning is important to ensure that servers are capable of handling the load that users are likely to place on them.
If you install SharePoint Portal Server on a Microsoft Exchange 2000 server, one administrator can perform tasks for both SharePoint Portal Server and Exchange 2000 Server. Note, however, that you must use SharePoint Portal Server Administration in Microsoft Management Console (MMC) to manage the SharePoint Portal Server computer. Do not use Exchange System Manager to manage the SharePoint Portal Server computer. You can also combine resources for administering Microsoft Windows® 2000 Server and SharePoint Portal Server, or you can manage these resources separately.
The administrator determines how to best meet customer needs and balance the server load. Administrative tasks include:
Attaching the server to an organization-wide security infrastructure and linking the server to an organization-wide directory. For more information about network considerations, see Chapter 3, "Client, Server, and Network Planning."
Configuring the server. In conjunction with the user responsible for the workspace content, the administrator must determine the type of server configuration needed. For more information about server configurations, see Chapter 3, "Client, Server, and Network Planning."
Creating workspaces on the server. The administrator monitors disk space available and the number of workspaces per server to determine when additional servers are required for additional workspaces. Although a server can store multiple workspaces, the recommendation is to have no more than 15 workspaces per server. For more information about creating a workspace, see Chapter 8, "Install SharePoint Portal Server."
Configuring security on the workspace node. You can do this by using SharePoint Portal Server Administration or by using Workspace Settings in the Management folder of the workspace. The administrator must identify one or more users who should have the coordinator role on the workspace node. Coordinators configure security directly on folders and documents in the workspace. This decentralizes security configuration from a single administrator to one or more coordinators. For more information about coordinators and the other roles, see Chapter 4, "Security Planning."
The workspace contact is a user who is the point of contact for workspace-related issues. The contact can be an individual user or a group. When you create the workspace, you must designate a name and an e-mail address for the workspace contact. The contact e-mail address can be that of an individual user or a group. In many cases, you configure the workspace contact to be a coordinator on the workspace node. However, it is not mandatory for the workspace contact to be a coordinator.
Maintaining a list of index workspace names, the server on which they are stored, and the server and workspace to which they are propagated. For more information about index workspaces, see Chapter 3, "Client, Server, and Network Planning."
Propagating an index from an index workspace to a workspace on another server, while ensuring that there is sufficient disk space on the destination server for propagated indexes. For more information about propagation, see Chapter 3, "Client, Server, and Network Planning."
Managing servers by using SharePoint Portal Server Administration. During installation, SharePoint Portal Server automatically installs the console on the server. To open SharePoint Portal Server Administration, on the Start menu, point to Programs, point to Administrative Tools, and then click SharePoint Portal Server Administration.
Manually performing full, incremental, or adaptive updates to a workspace index, if required. For more information, see "Managing Indexes" in Administrator's Help.
Backing up and restoring the server. For more information, see Chapter 6, "Backup, Restore, and Server Duplication."
Duplicating a server. For more information, see Chapter 6, "Backup, Restore, and Server Duplication."
Installing and registering IFilters. If you want to crawl documents that have proprietary file extensions, you must register the IFilter for that file type. SharePoint Portal Server includes filters for Microsoft Office documents, HTML files, Tagged Image File Format (TIFF) files, and text files. SharePoint Portal Server also supports third-party and custom file types. The procedure you use to register an IFilter depends on the particular IFilter you are registering. See the documentation that accompanies the IFilter to learn the proper procedure for registering it. For more information about IFilters and about enabling optical character recognition in TIFF files, see "Advanced Topics" in Administrator's Help.
Modifying the noise word and thesaurus files and creating custom search queries. A noise word is a word such as the or an that is not useful for searches. The thesaurus is a query-expansion tool that allows the user to type one word in a search query and receive results on a similar word. For more information, see "Advanced Topics" in Administrator's Help.
Configuring the server to crawl Microsoft Exchange Server 5.5 and Lotus Notes content sources. For more information, see "Managing Servers" in Administrator's Help.
Maintaining the server and keeping it available for users, which includes monitoring usage levels of the server, disk space, and performance counters. For more information about performance counters, see "Monitoring" in Administrator's Help.
Planning for System Maintenance
Before you install SharePoint Portal Server, it is recommended that you create a plan for system maintenance. In addition, you might want to use the Windows 2000 Backup utility to create an image of your system before installing SharePoint Portal Server.
Maintaining your system includes monitoring the performance of your servers. You can use performance counters to assist you in troubleshooting, capacity planning, and monitoring performance. For more information about performance counters, see "Monitoring" in Administrator's Help. For more information about performance monitoring in general, see Windows 2000 documentation.
Administrators can maintain and use historical copies of the gatherer log to collect statistics or perform trend analysis. Each time SharePoint Portal Server updates an index, it creates a gatherer log file for the workspace. This file contains data on the URLs that are accessed while SharePoint Portal Server creates an index. You can specify that you want to log successful accesses, documents excluded by rules, and the number of days to keep log files by using SharePoint Portal Server Administration. For more information about specifying these settings and viewing the gatherer log, see "Managing Workspaces" in Administrator's Help.
Backup, Restore, and Server Duplication
This section discusses backing up, restoring, and duplicating the server running Microsoft® SharePoint™ Portal Server 2001. The SharePoint Portal Server backup and restore process enables you to recover the entire server. The server duplication process enables you to create a copy of a master dashboard site on multiple computers distributed across the network.
The backup and restore process has the same operating system requirements as the server. All dashboard site, document management, search, subscription, and discussion functionality is available during the backup process. However, you cannot add or remove workspaces or content sources during the backup process. You cannot perform the backup and restore process from any client computer, nor can you back up individual workspaces or documents.
You can create scripts to automate the backup and restore process of the server or to duplicate the server. SharePoint Portal Server installs the backup and restore script automatically.
Backing Up the Server
You can back up the server by running a script at the command prompt. You cannot back up individual workspaces or documents. You must have local administrator permissions to back up the server.
Important: Do not use the Windows Backup utility to back up the server. Although the backup process completes, the backup utility does not back up all required data for SharePoint Portal Server. Therefore, a subsequent restore using this utility fails.
Backing up your SharePoint Portal Server computer through the installable file system (IFS) by using the Windows Backup utility or by copying files is not supported. SharePoint Portal Server typically maps the IFS to network drive M, unless a drive is already mapped to that letter. Although you can use IFS to view the contents of the Microsoft Web Storage System used by SharePoint Portal Server, this access is read-only.
The backup process creates an image of the server. You can use this image to create a fully functioning instance of the server that is identical to the server at the time the backup image was created. The image includes:
The Web Storage System files, including database files, log files, and backup patch files.
Microsoft Search (MSSearch) service system resources, including the property store, subscriptions store, full-text index files, and propagated indexes.
Server configuration information, including Web Storage System configuration information, content source information, server properties, and access accounts.
The Applications folder, which contains subfolders that are named for each workspace created on the server. Each subfolder can include applications designed for the Web Storage System, which makes these applications searchable by SharePoint Portal Server. All application-specific data that is stored in the Web Storage System is included in the backup image. Application-specific data that is stored outside of the Web Storage System, such as registry settings, is not included.
The image also includes any shortcuts or content sources that reference the local file system. However, these shortcuts and content sources do not work if the referenced content does not exist on the computer on which the restore is performed. In addition, you must restore any shortcuts to workspaces in My Network Places.
The backup image does not include:
Any content source crawls scheduled with Microsoft Windows® 2000 Scheduled Tasks. You must re-create these scheduled tasks on the restored server by using the scheduling settings on the Properties page for each content source.
The scheduled tasks for processing subscriptions. SharePoint Portal Server processes subscriptions based on default schedules at the time of the restore process.
Gatherer logs. Each time SharePoint Portal Server updates an index, it creates a gatherer log file for the workspace. This file contains data about URLs that SharePoint Portal Server accesses while an index is being created.
You can back up a server to another hard disk on the same server or to a share on a remote disk.
Before you back up a server, you must check the following conditions:
You must choose a valid path for the creation of the file for the backup image. The folder to which you are backing up must already exist. You specify the file name when you run the backup script. The file must not exist before the backup process creates it.
Note: If you create scripts to automate the backup process, the script must either delete the old backup file or create a different name for the new backup file.
You must have sufficient disk space for the backup image. You can estimate the amount of required disk space by calculating the size of the full-text indexes and the Web Storage System file. The indexes and the Web Storage System file consume approximately 95 percent of the required disk space.
You can view the sizes of the full-text indexes from SharePoint Portal Server Administration in Microsoft Management Console (MMC) by clicking the server node. In the details pane, you can see a list of workspaces with the corresponding index size. You can view the size of the Web Storage System file (wss.mdb) in the SharePoint Portal Server \Data\Web Storage System directory. If you have moved this file to a different directory, you can find the file location on the Data tab of the Properties page of the server in SharePoint Portal Server Administration.
If you are backing up to a remote disk, you must specify a network access account that has Write access on the remote disk. This account must have local administrator permissions on the server that you are backing up. You need to specify this account only once. This account may be different from the network access account specified when restoring from a remote disk.
Caution: The backup process copies all data. As a result, the administrator must appropriately protect the backup image with security settings. The backup process does not configure any additional security on the backup image.
During the backup process, the server remains online. SharePoint Portal Server suspends crawls while the backup process is in progress. During this process, users can add new documents, but the index image does not include any newly published documents, nor are the new documents available for searching until after the backup process is complete. Coordinators cannot create new content sources or modify existing content sources during the backup process. If the workspace creation (or deletion) process has already started when you start the backup process, the backup process fails but the workspace creation (or deletion) succeeds. If the backup process has already started when you attempt to create (or delete) a workspace, the workspace creation (or deletion) process waits until the backup process completes.
Important: The backup process stores passwords for content sources in encrypted form in the backup image. The optional password provided during backup encrypts only the passwords. SharePoint Portal Server does not encrypt the remainder of the backup image, including the documents and metadata, by using this password. If the administrator loses the password used to create the backup image, the restoration succeeds, but the restored information for the content source access account is invalid. In addition, subsequent crawls of this content source may fail because of authentication failures.
To back up a server
On the taskbar, click Start, point to Programs, point to Accessories, and then click Command Prompt.
Move to the SharePoint Portal Server \Bin directory. The location of this directory depends on the location of the SharePoint Portal Server installation directory.
If you are backing up to a local disk, go to step 4. If you are backing up to a remote disk, you must specify a network access account. To specify this account, type MSDMBack /a domain \ user user_password and then press ENTER. You need to specify this account only once.
Type MSDMBack /b " path_to_backup_file_name " [password] and then press ENTER. The /b switch indicates that this is a backup procedure.
For example, if you want to back up to the C:\DailyBackup directory, and you want the backup file name to be AdventureBackup1, the path_to_backup_file_name parameter is C:\BackupDaily\AdventureBackup1. The DailyBackup directory must exist and the AdventureBackup1 file must not exist before you run the script.
The MSDMBack utility displays a dialog box with a status bar. If you want to cancel the backup process, click Abort.
The Application Log in Windows 2000 Event Viewer (commonly referred to as the Windows 2000 event log) records error messages if the backup process fails for any reason. The following conditions can cause a backup process to fail:
Insufficient disk space for the backup image.
Insufficient permissions for the backup image file.
A SharePoint Portal Server backup process is already running. Note that the backup process for another application, such as Microsoft SQL Server™, can run simultaneously with the SharePoint Portal Server backup process.
The required services are not running. Required services include the Internet Information Services (IIS) Administration Service (IISAdmin), MSSearch, SharePoint Portal Server (Msdmserv), and Microsoft Exchange Information Store (MSExchangeIS).
After using the MSDMBack script to create the backup image on disk, you can use the Windows 2000 ntbackup command, the Windows Backup utility, or a third-party utility to save the image to tape. You can also use the drag-and-drop operation to copy the image to another drive.
Important: Do not use the Windows Backup utility to back up the server. Although the backup process completes, the utility does not back up all required data for SharePoint Portal Server. A subsequent restore using this utility fails.
You can create scripts to automate the server backup process and to create scheduled jobs for backup creation and management.
Restoring the Server
You can restore a server by running a script at the command prompt. You cannot restore individual workspaces or documents. You must have local administrator permissions to restore the server. You can restore a server from a hard disk on the same server or from a remote file share. You can perform restorations on any computer, regardless of whether the computer was used to produce the backup image. If you have used a utility to save the backup image to tape, you must restore the image from tape to disk by using that same utility before you can use the SharePoint Portal Server restore procedure. During the restore process, the server is offline.
Restoring a server destroys all SharePoint Portal Server data currently on that server. The server is unavailable during the restore process and may be unusable if the restore process fails.
Before restoring a server, you must ensure that:
SharePoint Portal Server is installed on the server.
Important: The SharePoint Portal Server backup and restore process operates successfully by using the Web Storage System. SharePoint Portal Server installs the Web Storage System during the initial setup process unless Microsoft Exchange 2000 Server previously installs the Web Storage System. However, for the restore process to succeed, you must restore to a server running the same version of the Web Storage System. For example, if SharePoint Portal Server is running on an Exchange 2000 server, you must restore SharePoint Portal Server to an Exchange 2000 server. The restore process fails if the original server had a Web Storage System version different from that of the restoration server.
The disk to which you are restoring has sufficient disk space and is formatted as NTFS file system.
If you are restoring from a remote disk, you must specify a network access account that has Read access on the remote disk. This account must have local administrator permissions on the server to which you are restoring. You need to specify this account only once. This account may be different from the network access account specified when backing up to a remote disk.
Important: The backup process stores user name and password pairs used for content sources in encrypted registry files. The optional password provided during restoration decrypts only the user name and password pairs. The password does not encrypt the backup image, including the documents and metadata. If the administrator loses the password that was used to create the backup image, the restoration succeeds but leaves the user name and password pairs for content sources blank.
To restore a server
On the taskbar, click Start, point to Programs, point to Accessories, and then click Command Prompt.
Move to the SharePoint Portal Server \Bin directory. The location of this directory depends on the location of the SharePoint Portal Server install directory.
If you are restoring from a local disk, go to step 4. If you are restoring from a remote disk, you must specify a network access account. To specify this account, type MSDMBack /a domain \ user user_password and then press ENTER. You need to specify this account only once.
Type MSDMBack /r " path_to_backup_file_name " [password] [/o] and then press ENTER.
The /r switch indicates that this is a restore procedure. The optional /o switch indicates that the restoration should put the full-text indexes in the original location of the backup source, not in the current default location.
For example, if you want to restore from the AdventureBackup1 file in the C:\DailyBackup directory, the path_to_backup_file_name parameter is C:\BackupDaily\AdventureBackup1.
The MSDMBack utility displays a dialog box with a status bar. If you want to cancel the restore process, click Abort.
Create scheduled content source updates. The backup image does not include any scheduled content source crawls from Windows 2000 Scheduled Tasks. You must re–create these on the restored server. In addition, you must restore any shortcuts to workspaces in My Network Places.
As the last step of server restoration, the SharePoint Portal Server restore process initiates an incremental crawl of the internal content of every workspace. This crawl guarantees consistency between the Web Storage System and the index. In addition, incremental crawls are initiated when notifications of changes to content sources on file systems occur. This guarantees consistency between the Web Storage System and the index.
The restored server contains all role assignments exactly as they applied to the source server, possibly including security identifiers (SIDs) that can no longer be resolved as users or groups. This situation may occur if:
The restored server is in a different domain from the source server, and the domain groups or users that were role members are no longer present.
Users or groups were deleted between the time the backup image was made and the server was restored. Because SIDs are unique, if a user account is deleted and then re-created, the SID is different for the new account, even if the user name is the same. You can view these unresolvable SIDs from the Security tab on the Properties page of the server or folder.
Local users or groups were used as role members and the image is restored to a different server.
If the restore process fails for any reason, you can view the error messages in the Windows 2000 event log. The restore process can fail if:
There is insufficient disk space.
A restore process is already running.
The required services are not running. Required services include IISAdmin, MSSearch, Msdmserv, and MSExchangeIS.
You restore a server running one version of the Web Storage System to a server running a different version of the Web Storage System. For example, if SharePoint Portal Server is running on an Exchange 2000 server, you must restore SharePoint Portal Server to an Exchange 2000 server.
Duplicating the Server
The server duplication process enables you to deploy multiple copies of a master SharePoint Portal Server dashboard site across an organization's global network. You can use the SharePoint Portal Server backup and restore process to make multiple copies of the master server by restoring server backup images remotely to other servers in the same domain.
Tip You can reduce the amount of traffic on your network resulting from the backup and restore process by backing up to and restoring from compressed drives.
You can duplicate a server by using the backup and restore process as follows:
Back up your server to a local or remote hard disk.
Restore from the backup image to the remote server.
You can write scripts to automate the server backup process and create scheduled jobs to create a backup image of the master server for duplication. You can also configure a scheduled duplication process to restore the image on the target server.
Deployment Scenarios
The previous chapters outline planning considerations for deploying Microsoft® SharePoint™ Portal Server 2001. This chapter outlines three generic SharePoint Portal Server deployment scenarios for small, medium, and large deployments.
Small Deployment: Group Collaboration
In the group collaboration deployment, the document management features of SharePoint Portal Server help the team cooperate more efficiently on projects. These features make it easier to share information with coworkers by serving as a framework for document processes. The check-in and check-out features allow different users in the group to work on the same document. The approval process allows the author to route a document through one or more approvers. The publishing process makes the document available for readers after approval.
In this deployment, some crawling of content sources may occur but not to the degree or volume as in the Search Services deployment. Users take advantage of the search feature on the dashboard site primarily to search for documents stored in the workspace. Authors use SharePoint Portal Server primarily for document management. The number of readers is probably close to the number of authors, with a high degree of overlap between these two groups.
Assumption
You are deploying a single server.
Planning Tasks
To prepare for this deployment, you must perform the following planning tasks:
Prepare your server by installing software required by SharePoint Portal Server. For hardware and software requirements, see Chapter 8, "Install SharePoint Portal Server." If you want SharePoint Portal Server to coexist on a Microsoft Exchange 2000 server, see Chapter 8 for coexistence issues.
Connect the server to your network.
Decide how often you want to back up your server. Decide whether you want to schedule the backup process to occur automatically or whether you want to back up manually. Store the backup image on a physical disk separate from the disk on which SharePoint Portal Server is installed, either on the same server or on another computer. For more information about the backup and restore process, see Chapter 6, "Backup, Restore, and Server Duplication."
Decide how many workspaces to store on a single server. It is recommended that you have no more than 15 workspaces per server. If you anticipate that you might need more than 15 workspaces per server, plan for an additional server. For a small group, one workspace might be sufficient.
Find out who should be the workspace contact. Each workspace has a user, called the workspace contact. The workspace contact acts as the point of contact for workspace-related issues. The contact can be an individual user or a group. When you create the workspace, you must designate a name and an e-mail address for the workspace contact. The contact e-mail address can be that of an individual user or a group. The contact is often a coordinator on the workspace node. In smaller organizations, the server administrator can act as the workspace contact. For more information about the coordinator role, see Chapter 4, "Security Planning." For more information about managing the content in the workspace, see Managing Content.
Installing the Server
Complete the following tasks during installation:
Install SharePoint Portal Server on the server. For more information, see Chapter 8, "Install SharePoint Portal Server."
Create one or more workspaces. You can create one workspace at the end of the server installation procedure when the New Workspace Wizard appears. For more information, see Chapter 8, "Install SharePoint Portal Server." To create additional workspaces, you must use SharePoint Portal Server Administration. For more information about creating workspaces by using SharePoint Portal Server Administration, see "Managing Workspaces" in Administrator's Help.
Specify the Simple Mail Transfer Protocol (SMTP) server for the server by using SharePoint Portal Server Administration. You must have the SMTP server to receive approval e-mail. If you plan to use the dashboard site associated with each workspace, you also must have the SMTP server to receive subscription notification e-mail. For more information, see "Managing Servers" in Administrator's Help.
For each workspace, configure the workspace contact as a coordinator on the workspace node by using SharePoint Portal Server Administration. The workspace contact can now configure SharePoint Portal Server roles on the folders in the workspace. In addition, the workspace contact can perform other coordinator tasks such as customizing the dashboard site, specifying the category structure, and specifying approval routing on folders. For more information about configuring security on the workspace node, see "Managing Workspaces" and "Configuring Security" in Administrator's Help.
Installing the Client Components
Now that the server is ready and you have created the workspaces, you must install the client components of SharePoint Portal Server on user computers. For more information about installing the client components, see Chapter 8, "Install SharePoint Portal Server."
After the client components are installed on user computers, each user must add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name. The coordinator may want to send a message with this information to each user.
The procedure for adding a Web folder varies depending on your operating system. For detailed instructions, see your operating system Help. For example, in Microsoft Windows® 2000 Professional, go to My Network Places and use the Add Network Place Wizard to add a Web folder that points to https://server_name/workspace_name. In Microsoft Windows 98, go to Web Folders in My Computer, and then use Add Web Folder to add a Web folder that points to https://server_name/workspace_name.
SharePoint Portal Server automatically installs the dashboard site when the workspace is created. The address of the dashboard site is https://server_name/workspace_name. A user can use the dashboard site for document management features and for searching without having to install client components on her computer. However, for performing coordinator functions such as configuring security and creating document profiles, the client components are required.
For more information about configuring the workspace, see Managing Content.
If you have a larger organization, you can scale up this group collaboration scenario by adding additional servers to meet your document management requirements. You can modify the deployment based on the size of your organization, the number of workspaces, the number of users, and the documents per workspace.
Medium Deployment: Search Services
In the search services deployment, SharePoint Portal Server features facilitate searching for and finding information. In this example, search services typically have high usage and very few people creating and managing content for the server. SharePoint Portal Server uses many server resources to crawl and categorize data.
In this scenario, you can use SharePoint Portal Server document management features for a small number of documents but not in the same scale or volume as in the Group Collaboration deployment.
Assumptions
You are deploying two servers.
One server is used for searching. The server dedicated to searching contains one workspace for every four indexes to be propagated.
The other server is used to create and update indexes. This server is dedicated to crawling content sources. It is not used for document management or searching. Each index is propagated to the workspace on the server dedicated to searching, called a destination workspace.
Important: The destination workspace can only accept up to four propagated indexes. If you create more than four index workspaces on a server dedicated to crawling, you must create additional workspaces on the destination server to propagate the additional indexes. You can use multiple index workspaces to further focus content sources. For example, one index workspace may be dedicated to crawling your organization and a second index workspace may be dedicated to crawling content on the Internet.
Neither the server dedicated to searching nor the server dedicated to crawling is installed on an Exchange 2000 server. For more information about coexistence issues, see Chapter 8, "Install SharePoint Portal Server."
Planning Tasks
To prepare for this deployment, you must perform the following planning tasks:
Prepare your servers by installing software required by SharePoint Portal Server. For more information about hardware and software requirements, see Chapter 8, "Install SharePoint Portal Server."
Connect the servers to your network.
Decide how often you want to back up each server. Decide whether you want to schedule the backup process to occur automatically or whether you want to back up manually. Store the backup image on a physical disk separate from the disk on which SharePoint Portal Server is installed, either on the same server or on another computer. For more information about the backup and restore process, see Chapter 6, "Backup, Restore, and Server Duplication."
Decide whether you want to have a duplicate of your server dedicated to searching at a remote office. For more information about server duplication, see Chapter 6, "Backup, Restore, and Server Duplication."
Decide how many workspaces to store on the server dedicated to crawling. You can propagate up to four indexes to a destination workspace. It is recommended that you have no more than 15 workspaces per server. If you anticipate that you might need more than 15 workspaces per server, plan for an additional server.
Find out who should be the workspace contact. Each workspace has a workspace contact. The workspace contact acts as the point of contact for workspace-related issues. The contact can be an individual user or a group. When you create the workspace, you must designate a name and an e-mail address for the workspace contact. The contact e-mail address can be that of an individual user or a group. The contact is often a coordinator on the workspace node. In smaller organizations, the server administrator can act as the workspace contact. For more information about the coordinator role, see Chapter 4, "or more information about managing the content in the workspace, see Managing Content.
Installing the Server Dedicated to Searching
Complete the following tasks during installation:
Install SharePoint Portal Server on the designated server dedicated to searching. For more information about installing SharePoint Portal Server, see Chapter 8, "Install SharePoint Portal Server."
Create one or more workspaces. You can create one workspace at the end of the server installation procedure when the New Workspace Wizard appears. For more information, see Chapter 8, "Install SharePoint Portal Server." To create additional workspaces, you must use SharePoint Portal Server Administration. For more information about creating workspaces by using SharePoint Portal Server Administration, see "Managing Workspaces" in Administrator's Help. You do not need to create index workspaces on the server dedicated to searching.
Specify the SMTP server for the server by using SharePoint Portal Server Administration. You must have the SMTP server to receive approval e-mail. If you plan to use the dashboard site associated with each workspace, you also must have the SMTP server to receive subscription notification e-mail. For more information about specifying the SMTP server, see "Managing Servers" in Administrator's Help.
For each workspace, configure the workspace contact as a coordinator on the workspace node by using SharePoint Portal Server Administration. In addition to performing other coordinator tasks, the workspace contact can now customize the dashboard site. For more information about configuring security on the workspace node, see "Managing Workspaces" and "Configuring Security" in Administrator's Help.
Use SharePoint Portal Server Administration to adjust the resource usage controls to dedicate resources to searching. For more information about using SharePoint Portal Server Administration, see "Managing Servers" in Administrator's Help.
Installing the Server Dedicated to Crawling
Complete the following tasks during installation:
Install SharePoint Portal Server on the designated server dedicated to crawling. For more information, see Chapter 8, "Install SharePoint Portal Server."
Create one or more index workspaces. You can create one workspace at the end of the server installation procedure when the New Workspace Wizard appears. For more information, see Chapter 8, "Install SharePoint Portal Server." To create additional workspaces, you must use SharePoint Portal Server Administration. For more information about creating workspaces by using SharePoint Portal Server Administration, see "Managing Workspaces" in Administrator's Help.
Maintain a list of index workspace names, the server on which they are stored, and the destination server and workspace to which they are propagated.
For each index workspace, configure the workspace contact as a coordinator on the workspace node by using SharePoint Portal Server Administration. In addition to performing other coordinator tasks, the workspace contact can now configure content sources for the workspace. For more information about configuring security on the workspace node, see "Managing Workspaces" and "Configuring Security" in Administrator's Help.
Use SharePoint Portal Server Administration to adjust the resource usage controls to dedicate resources to crawling. For more information about using SharePoint Portal Server Administration, see "Managing Servers" in Administrator's Help.
If you want to crawl Microsoft Exchange Server 5.5 and Lotus Notes content sources, you must configure the server to do this. For more information about configuring the server, see "Managing Servers" in Administrator's Help.
Installing the Client Components
Now that the server dedicated to searching is ready and you have created the workspaces, you must install the client components of SharePoint Portal Server on user computers. For more information about installing the client components, see Chapter 8, "Install SharePoint Portal Server."
After the client components are installed on user computers, each user must add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name. The workspace contact may want to send a message with this information to each user.
The procedure for adding a Web folder varies depending on your operating system. For detailed instructions, see your operating system Help. For example, in Windows 2000 Professional, go to My Network Places and use the Add Network Place Wizard to add a Web folder that points to https://server_name/workspace_name. In Windows 98, go to Web Folders in My Computer, and then use Add Web Folder to add a Web folder that points to https://server_name/workspace_name.
SharePoint Portal Server automatically installs the dashboard site when the workspace is created. The address of the dashboard site is https://server_name/workspace_name. A user can use the dashboard site for document management features and for searching without having to install the client components on his computer. However, for performing coordinator functions such as configuring security, adding content sources, and creating document profiles, the client components are required.
For more information about configuring the workspace, see Managing Content.
If you have a larger organization, you can scale up this search services scenario by adding additional servers to meet your search and indexing requirements, which depend on the size of your organization, the number of workspaces, and the number of users.
Large Deployment: Aggregated Document Management and Search
The aggregated document management and search deployment emphasizes both the SharePoint Portal Server search and document management features. The SharePoint Portal Server document management features help the team operate more efficiently on a project. These features make it easier to share information with coworkers by serving as a framework for document processes. The check-in and check-out features allow different users in the group to work on the same document. The approval process allows the author to route a document through one or more approvers. The publishing process also makes the document available for readers after approval.
There is an equal emphasis on crawling content sources. The search features of SharePoint Portal Server facilitate searching for and finding information. Servers dedicated to searching typically have high usage and very few people authoring content for the server. SharePoint Portal Server uses many server resources to crawl and categorize data. With servers dedicated to document management, most users create and manage content.
In this scenario:
Authors create content on the server dedicated to document management. Depending on the size of your organization and the number of documents you expect to store, you may have up to 15 workspaces on the server dedicated to document management, or you may have more than one server dedicated to document management.
The server dedicated to crawling crawls multiple content sources located on other SharePoint Portal Server computers, file servers, Web sites, Exchange 5.5 or Exchange 2000 servers, and Lotus Notes databases. SharePoint Portal Server synchronizes the server dedicated to crawling with the server dedicated to searching. During the synchronization process, the servers compare metadata about the index content, category hierarchy information, subscriptions, and auto-categorization rules. The server dedicated to crawling contains four index workspaces that contain only content sources.
SharePoint Portal Server propagates the index from each index workspace to the destination workspace on the server dedicated to searching.
Important: The destination workspace can only accept up to four propagated indexes. If you create more than four index workspaces on a server dedicated to crawling, you must create additional workspaces on the destination server to propagate the additional indexes. You can use multiple index workspaces to further focus content sources. For example, one index workspace may be dedicated to crawling your organization and a second index workspace may be dedicated to crawling content on the Internet.
You can write scripts that enable the document management, search, and servers dedicated to crawling to share metadata (document profiles, properties, and categories) so that users can search for content in a consistent manner.
Readers can search for and read content by using the server dedicated to searching. This content consists of the content stored on the content sources that were crawled by the server dedicated to crawling. On the server dedicated to searching, category browsing, Best Bet searching, and subscriptions work as usual for both internal and propagated content.
Assumption
You are deploying three servers. One server is used for searching, one server is dedicated to crawling, and one server is used for document management. The server dedicated to searching contains one workspace, and the server dedicated to crawling contains four index workspaces that contain only content sources. You propagate the index from each index workspace to the workspace on the server dedicated to searching.
Planning Tasks
To prepare for this deployment, you must perform the following planning tasks:
Prepare your servers by installing software required by SharePoint Portal Server. For more information about hardware and software requirements, see Chapter 8, "Install SharePoint Portal Server."
Connect the servers to your network.
Decide how often you want to back up each server. Decide whether you want to schedule the backup process to occur automatically or whether you want to back up manually. Store the backup image on a physical disk separate from the disk on which SharePoint Portal Server is installed, either on the same server or on another computer. For more information about the backup and restore process, see Chapter 6, "Backup, Restore, and Server Duplication."
Decide whether you want to have a duplicate of your server dedicated to searching at a remote office. For more information about duplication, see Chapter 6, "Backup, Restore, and Server Duplication."
Decide how many workspaces to store on each server. You can propagate up to four indexes to a workspace on the server dedicated to searching. It is recommended that you have no more than 15 workspaces per server. If you anticipate that you might need more than 15 workspaces per server, plan for an additional server.
Find out who should be the workspace contact. Each workspace has a workspace contact. The workspace contact acts as the point of contact for workspace-related issues. The contact can be an individual user or a group. When you create the workspace, you must designate a name and an e-mail address for the workspace contact. The contact e-mail address can be that of an individual user or a group. The contact is often a coordinator on the workspace node. In smaller organizations, the server administrator can act as the workspace contact. For more information about the coordinator role, see Chapter 4, "Security Planning." For more information about managing the content in the workspace, see Managing Content.
Installing the Server Dedicated to Document Management
Complete the following tasks during installation:
Install SharePoint Portal Server on the server. For more information, see Chapter 8, "Install SharePoint Portal Server."
Create one or more workspaces. You can create one workspace at the end of the server installation procedure when the New Workspace Wizard appears. For more information, see Chapter 8, "Install SharePoint Portal Server." To create additional workspaces, you must use SharePoint Portal Server Administration. For more information about creating workspaces by using SharePoint Portal Server Administration, see "Managing Workspaces" in Administrator's Help.
Specify the SMTP server for the server by using SharePoint Portal Server Administration. You must have the SMTP server to receive approval e-mail. If you plan to use the dashboard site associated with each workspace, you also must have the SMTP server to receive subscription notification e-mail. For more information, see "Managing Servers" in Administrator's Help.
For each workspace, configure the workspace contact as a coordinator on the workspace node by using SharePoint Portal Server Administration. The coordinator can now configure SharePoint Portal Server roles on the folders in the workspace. In addition, the workspace contact performs other coordinator tasks such as customizing the dashboard site, specifying the category structure, and specifying approval routing on folders. For more information about configuring security on the workspace node, see "Managing Workspaces" and "Configuring Security" in Administrator's Help.
Installing the Server Dedicated to Searching
Complete the following tasks during installation:
Install SharePoint Portal Server on the designated server dedicated to searching. For more information about installing SharePoint Portal Server, see Chapter 8, "Install SharePoint Portal Server."
Create one or more workspaces. You can create one workspace at the end of the server installation procedure when the New Workspace Wizard appears. For more information, see Chapter 8, "Install SharePoint Portal Server." To create additional workspaces, you must use SharePoint Portal Server Administration. For more information about creating workspaces by using SharePoint Portal Server Administration, see "Managing Workspaces" in Administrator's Help. You do not need to create index workspaces on the server dedicated to searching.
Specify the SMTP server for the server by using SharePoint Portal Server Administration. You must have the SMTP server to receive approval e-mail. If you plan to use the dashboard site associated with each workspace, you also must have the SMTP server to receive subscription notification e-mail. For more information, see "Managing Servers" in Administrator's Help.
For each workspace, configure the workspace contact as a coordinator on the workspace node by using SharePoint Portal Server Administration. The coordinator on the workspace node can now customize the dashboard site, in addition to performing other tasks. For more information about configuring security on the workspace node, see "Managing Workspaces" and "Configuring Security" in Administrator's Help.
Use SharePoint Portal Server Administration to adjust the resource usage controls to dedicate resources to searching. For more information about using SharePoint Portal Server Administration, see "Managing Servers" in Administrator's Help.
Installing the Server Dedicated to Crawling
Complete the following tasks during installation:
Install SharePoint Portal Server on the designated server dedicated to crawling. For more information, see Chapter 8, "Install SharePoint Portal Server."
Create one or more index workspaces. You can create one workspace at the end of the server installation procedure when the New Workspace Wizard appears. For more information, see Chapter 8, "Install SharePoint Portal Server." To create additional workspaces, you must use SharePoint Portal Server Administration. For more information about creating workspaces by using SharePoint Portal Server Administration, see "Managing Workspaces" in Administrator's Help.
Maintain a list of index workspace names, the server on which they are stored, and the server and workspace to which they are propagated.
For each index workspace, configure the workspace contact as a coordinator on the workspace node by using SharePoint Portal Server Administration. The workspace contact can now configure content sources for the workspace, in addition to performing other coordinator tasks. For more information about configuring security on the workspace node, see "Managing Workspaces" and "Configuring Security" in Administrator's Help.
The content sources point to the workspaces on the server dedicated to document management, which is crawled periodically to update the index for the index workspace. SharePoint Portal Server then propagates this index to the server dedicated to searching.
Use SharePoint Portal Server Administration to adjust the resource usage controls to dedicate resources to crawling. For more information about using SharePoint Portal Server Administration, see "Managing Servers" in Administrator's Help.
If you want to crawl Exchange Server 5.5 and Lotus Notes content sources, you must configure the server to do this. For more information, see "Managing Servers" in Administrator's Help.
Installing the Client Components
Now that the server dedicated to searching is ready and you have created the workspaces, you must install the client components of SharePoint Portal Server on user computers. For more information about installing the client components, see Chapter 8, "Install SharePoint Portal Server."
After the client components are installed on user computers, each user must add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name. The workspace contact may want to send a message with this information to each user.
The procedure for adding a Web folder varies depending on your operating system. For detailed instructions, see your operating system Help. For example, in Windows 2000 Professional, go to My Network Places and use the Add Network Place Wizard to add a Web folder that points to https://server_name/workspace_name. In Windows 98, go to Web Folders in My Computer, and then use Add Web Folder to add a Web folder that points to https://server_name/workspace_name.
SharePoint Portal Server automatically installs the dashboard site when the workspace is created. The address of the dashboard site is https://server_name/workspace_name. A user can use the dashboard site for document management features and for searching without having to install the client components on her computer. However, for performing coordinator functions such as configuring security, adding content sources, and creating document profiles, the client components are required.
For more information about configuring the workspace after it is created, see Managing Content.
If you have a larger organization, you can scale up this scenario by adding additional servers to meet your document management, search, and indexing requirements, which depend on the size of your organization, the number of workspaces, and the number of users.
Install SharePoint Portal Server
This chapter provides information about the hardware and software required to install Microsoft® SharePoint™ Portal Server 2001 and how to install the server and client components on one or more computers in an organization.
When you insert the SharePoint Portal Server compact disc (CD) into your compact disc read-only memory (CD-ROM) drive, the Start page runs automatically. The page includes:
A shortcut to Server Installation, which starts the SharePoint Portal Server setup wizard.
A shortcut to Client Installation, which starts the Client Components for SharePoint Portal Server setup wizard.
A shortcut to the SharePoint Portal Server Tours, which are interactive introductions to SharePoint Portal Server.
A shortcut to Help, which links to the SharePoint Portal Server online Help, including the Planning and Installation and the Managing Content guides.
A shortcut to the SharePoint Portal Server Readme.
To install SharePoint Portal Server
Review the hardware and software requirements. This section also includes information about coexistence with Microsoft Exchange 2000 Server and Microsoft SQL Server™.
Install SharePoint Portal Server on the server by running the SharePoint Portal Server setup wizard.
Create a workspace on the server.
Install the client components of SharePoint Portal Server by running the Client Components for SharePoint Portal Server setup wizard.
Add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name.
Hardware and Software Requirements
Before you install SharePoint Portal Server, make sure that your computer meets the following recommended hardware and software requirements.
For information about the number of servers required for specific configurations, see Chapter 3, "Client, Server, and Network Planning."
Server Requirements
The following are the requirements for each server running SharePoint Portal Server:
Intel Pentium III–compatible processor minimum recommended.
256 megabytes (MB) of random access memory (RAM) minimum recommended.
550 MB minimum of available disk space. The drive must be formatted as NTFS file system.
Microsoft Windows® 2000 Server or Windows 2000 Advanced Server operating system, and Windows 2000 Service Pack 1 (SP1) or later.
Internet Information Services (IIS) 5.0.
Simple Mail Transfer Protocol (SMTP) Service. This is a Windows 2000 Server component.
Additional information about hardware configurations and requirements is available on the Microsoft Web site.
Coexistence Issues
The following software does not coexist with SharePoint Portal Server:
Exchange 2000 Enterprise Server
Microsoft Exchange Server version 5.5 and earlier
Microsoft Site Server (any version)
Microsoft Office Server Extensions
SharePoint Portal Server setup checks for the existence of this software and fails if this software is already installed. If you install this software after installing SharePoint Portal Server, SharePoint Portal Server will stop functioning properly.
Important: SharePoint Portal Server is not supported in a clustered environment. You cannot install SharePoint Portal Server in a clustered environment, and you must not join the server to a clustered environment.
SharePoint Portal Server and Exchange 2000 Server
You can install SharePoint Portal Server on a computer running Exchange 2000 Server SP1 or later. However, you must install Exchange before SharePoint Portal Server because SharePoint Portal Server upgrades the existing Microsoft Search (MSSearch) service. In addition, SharePoint Portal Server upgrades the full-text index format of all the existing indexes on that computer the next time MSSearch starts. For the upgrade to succeed, there must be enough disk space on the computer to accommodate 120 percent of the size of the largest full-text index on the drive.
Note: Upgrading the full-text index format can take several hours, depending on the number and size of the existing indexes. During the SharePoint Portal Server setup, a message informs you that the service will be upgraded.
Because SharePoint Portal Server upgrades MSSearch and full-text indexes, do not install SharePoint Portal Server on a server that participates in an Exchange Server clustering environment or add a computer running SharePoint Portal Server to a clustered environment.
If you remove SharePoint Portal Server from a computer that has Exchange Server installed, the upgraded MSSearch is not removed because it is a shared service with Exchange Server.
When you install SharePoint Portal Server on a computer running Exchange, SharePoint Portal Server stops the Microsoft Exchange Information Store (MSExchangeIS) service for a short time period. This results in a disruption of mail services during installation of SharePoint Portal Server.
Caution: Only four storage groups can exist on an Exchange server. SharePoint Portal Server creates a new storage group during the installation process. If four storage groups already exist on the Exchange server when you attempt to install SharePoint Portal Server, SharePoint Portal Server does not install.
Exchange 2000 Server and SharePoint Portal Server share services. If you remove Exchange 2000 Server after you install SharePoint Portal Server, SharePoint Portal Server no longer works because services formerly shared with Exchange have been modified. Even if you attempt to uninstall Exchange 2000 Server and then cancel the removal, SharePoint Portal Server may no longer work. In this case, you must manually restart the following services:
IIS Admin Service
SharePoint Portal Server
Exchange Information Store
SMTP
World Wide Web Publishing Service
Network News Transport Protocol (NNTP)
Exchange MTA Stacks
Exchange POP3
Exchange IMAP4
Exchange Routing Engine
Important: If you remove SharePoint Portal Server from an Exchange 2000 server, Exchange will continue to work.
SharePoint Portal Server and Microsoft SQL Server
If you install SharePoint Portal Server on a computer running Microsoft SQL Server 7.0 or Microsoft SQL Server 2000, SharePoint Portal Server will upgrade the existing MSSearch. In addition, SharePoint Portal Server upgrades the full-text index format of all the existing indexes on that computer the next time MSSearch starts. For the upgrade to succeed, there must be enough disk space on the computer to accommodate 120 percent of the size of the largest full-text index on the drive.
Note: Upgrading the full-text index format can take several hours, depending on the number and size of the existing indexes. During the SharePoint Portal Server setup, a message informs you that the service will be upgraded.
Because SharePoint Portal Server upgrades MSSearch and full-text indexes, do not install SharePoint Portal Server on a server that participates in a SQL Server clustering environment or add a computer running SharePoint Portal Server to a clustered environment.
You can install SQL Server on a computer already running SharePoint Portal Server. In this instance, SQL Server uses MSSearch installed by SharePoint Portal Server. If you remove SharePoint Portal Server from a computer that has SQL Server installed, SharePoint Portal Server will not remove the upgraded MSSearch because it is a shared service with SQL Server.
Installing SharePoint Portal Server on a Domain Controller
If you install SharePoint Portal Server on a domain controller:
There is no local Administrators group. Consequently, only users assigned to the coordinator role can specify security on folders. If a coordinator makes an error, there is no possibility for a local administrator to resolve security issues.
You may need to restart the domain controller after installing SharePoint Portal Server.
Renaming a SharePoint Portal Server Computer
You can rename a SharePoint Portal Server computer at any time. After renaming the server, you must restart it.
Client Requirements
The following are the requirements for each computer running the client components of SharePoint Portal Server:
Intel Pentium-compatible 200 megahertz (MHz) or higher processor recommended.
64 MB of RAM minimum recommended.
30 MB of available disk space on Windows 2000 systems; 50 MB of available disk space on all other systems.
Microsoft Windows 98, Microsoft Windows NT® version 4.0 with SP6A, or Windows 2000 Professional, Server, or Advanced Server. Coordinator functions require Windows 2000 Professional, Server, or Advanced Server.
Microsoft Internet Explorer 5 or later.
Microsoft Outlook Express 5 or later.
Dashboard Site Requirements
Accessing SharePoint Portal Server through the dashboard site does not require the user to install the client components. For the Windows operating system, you can use the following browsers:
Internet Explorer 4.01 or later
Netscape Navigator 4.51 or later (for Italian and Spanish versions of SharePoint Portal Server)
Netscape Navigator 4.75 or later (for English, French, German, and Japanese versions of SharePoint Portal Server)
The Macintosh and Solaris operating systems are not supported.
In addition, you must enable Microsoft JScript® or Netscape JavaScript support in your browser for the dashboard site to function.
To use the dashboard site with Netscape Navigator, you must use Internet Services Manager to enable Basic authentication for the workspace node on the Default Web Site. To enable discussions to work when the browser is Netscape Navigator, you must also enable Basic authentication for the MSOffice node. For more information, see "Configuring Security" in Administrator's Help.
Server Setup
You can install SharePoint Portal Server by running the SharePoint Portal Server setup wizard. The wizard guides you through the installation process. Before running the setup wizard on your server, you should plan how you will use SharePoint Portal Server in your organization.
Install SharePoint Portal Server on the server by completing the following steps:
Review the server hardware and software requirements, including coexistence issues, outlined earlier in this chapter.
Install SharePoint Portal Server on the server by running the SharePoint Portal Server setup wizard.
Create a workspace on the server.
If you want to install SharePoint Portal Server on the server in unattended mode, see "Using Unattended Installation Options for the Server" later in this section. If you want to uninstall or repair a SharePoint Portal Server computer, see "Uninstalling or Repairing SharePoint Portal Server" later in this section.
For information about troubleshooting the installation of SharePoint Portal Server, see the "Troubleshooting" in Administrator's Help.
Installing SharePoint Portal Server
To install SharePoint Portal Server
Log on to the computer running Windows 2000 as a local or domain administrator. Note that if you are installing SharePoint Portal Server on a computer running Exchange Server, you must be a domain administrator.
Insert the SharePoint Portal Server CD into your CD-ROM drive.
Click Server Installation. The SharePoint Portal Server setup wizard appears.
You can also go to the Server folder on the CD, and then double-click Setup.exe.
Follow the instructions that appear in the setup wizard.
On the Product Identification page, type the CD Key in the spaces provided. The CD Key uniquely identifies your copy of SharePoint Portal Server and enables you to receive technical support. The CD Key is located on the back of your SharePoint Portal Server CD case. If the number you type is not accepted, check the following:
If you are using the keypad to the right of your keyboard, ensure that NUM LOCK is on.
Ensure that you are not using the letter I for the number one.
Ensure that you are not using the letter O for the number zero.
On the SharePoint Portal Server Installation Folders page, specify the location on the server's disk where you want to install the SharePoint Portal Server program files and data files. You can change the installation location for these files by clicking Change Folder. SharePoint Portal Server also installs additional required files on the operating system drive. Click Disk Information for information about the amount of disk space required and the amount remaining. If there are existing files in the installation paths, setup removes these files. Note the following restrictions for the path:
The path name can have a maximum length of 100 characters.
The path name can contain only characters in the lower ASCII range.
The path cannot point to a root directory. For example, E:\ is not allowed, but E:\Installation is allowed.
On the SharePoint Portal Server Indexing Settings page, specify the default content access account and the gatherer e-mail address. The default content access account is used to crawl content sources. The gatherer e-mail address is an e-mail address that an external site administrator can contact if problems occur when SharePoint Portal Server crawls the external site. These settings are necessary for SharePoint Portal Server to crawl content stored outside the workspace and include it in an index.
The SharePoint Portal Server setup wizard automatically installs the client components. After installing the client, you must add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name.
Administrators can manage servers and workspaces from SharePoint Portal Server Administration in Microsoft Management Console (MMC). To open SharePoint Portal Server Administration, click Start, point to Programs, point to Administrative Tools, and then click SharePoint Portal Server Administration.
Creating a Workspace on the Server
After you run SharePoint Portal Server setup, the New Workspace Wizard appears. This wizard helps you create a default workspace. If you click Cancel, the New Workspace Wizard does not appear. However, you can create a workspace later by using SharePoint Portal Server Administration.
To create a workspace by using the New Workspace Wizard
On the first page of the wizard, click Next.
On the Workspace Definition page:
In Workspace name, type the name of the workspace you are creating.
Workspace names can consist of characters from lower ASCII except for the following: # : \ ? * < > % / | " { } ~ [ ] Space ! ( ) = ; . , @ & +. The lower ASCII code set includes the characters with codes 32–127. The workspace name cannot exceed 25 characters in length.
The wizard verifies that the workspace name is unique and does not conflict with any other workspace names or propagated index names on the server. If the name is already in use, the wizard prompts you to enter a unique name. You cannot edit a workspace name after you create the workspace. If you are creating an index workspace, the name of the workspace you are creating must be different from that of the destination workspace.
In Description, type an optional description of the workspace.
If you are creating an index workspace, click Advanced. Select the Configure as an index workspace check box. In Specify the destination workspace address, type the destination workspace for the propagated index. The name of the destination workspace is https://server_name/workspace_name. Click OK. The wizard prompts you to provide the name of a propagation access account, which is required before you can propagate an index. This account must have local administrator permissions on the destination server.
The destination workspace must exist before you create the index workspace. The wizard ensures that a workspace with the same name as the index workspace does not already exist on the destination. You cannot change the destination workspace after you have created the index workspace. If the destination server is not a SharePoint Portal Server computer, the wizard logs an error in the Application Log in Windows 2000 Event Viewer (commonly referred to as the Windows 2000 event log).
You can create index workspaces with the same name (and propagating to the same destination) on multiple servers dedicated to creating and updating indexes. The last index to propagate has its index active on the destination. You can use this setup to continually update the destination by appropriately scheduling the crawls for each index workspace.
It is recommended that you maintain a list of index workspace names, the servers on which they are stored, and the servers and workspaces to which they are propagated.
Important: To use fully qualified domain names and index workspace propagation together, both the server dedicated to indexing and the destination server must be in Windows 2000 domains.
Click Next.
On the Workspace Contact page:
In Workspace contact name, type the name of the user or group that you are assigning as the workspace contact. The workspace contact is the individual user or group with overall responsibility for the workspace.
In Workspace contact e-mail address, type the e-mail address for the workspace contact. The contact e-mail address can be that of an individual user or a group.
Click Next.
Click Finish to complete the wizard and create the new workspace. After SharePoint Portal Server creates the workspace, it displays a message stating that the wizard will open the workspace and create a link to it in My Network Places.
Click OK. The link is created, the Configure Your Workspace page opens, and the dashboard site opens. For index workspaces, an introduction page opens and the link points to the Content Sources folder within the workspace.
After you create the workspace, you must configure security on the workspace node by using SharePoint Portal Server Administration or Web folders. The Windows 2000 local Administrators group has permission to read documents and configure security on any folder or document in a workspace.
Using Unattended Installation Options for the Server
If you are installing a large number of servers or want to customize your installation, you can run SharePoint Portal Server setup in unattended mode. SharePoint Portal Server supports the following unattended options:
Terminal Services
An .ini file
Using Terminal Services
If you have Terminal Services, you can use it to install SharePoint Portal Server remotely on multiple computers in your organization.
Using an .ini File
When you install SharePoint Portal Server by using an .ini file (also called silent install), no dialog boxes or error messages that require user intervention are displayed unless prerequisites are missing. This setup lets you install identical configurations of SharePoint Portal Server on multiple computers.
Before running this unattended setup, you must create an .ini file that contains the default installation settings that you want to use, such as the installation directory. After you create the .ini file, you can edit it by using a text editor. By editing the .ini file, you specify additional options and gain more control over your installation.
To create the .ini file used for unattended setup, you must run the SharePoint Portal Server setup wizard. However, instead of installing SharePoint Portal Server, the wizard stores the settings that you specify in the .ini file.
To install SharePoint Portal Server by using an .ini file
Create an .ini file.
On the taskbar, click Start, and then click Run.
In Open, type path_to_server_setup_file setup /CreateUnattend path filename .ini where filename is the name of the .ini file that you want to create. For example, if the setup file is in the Setup directory on drive D and you want to create sample.ini on the E drive, type D:\Setup\setup /CreateUnattend E:\sample.ini
Click OK.
Follow the instructions that appear in the SharePoint Portal Server setup wizard. All settings that you choose are included in the .ini file that you create.
Note: If you enter the user name and password for the default content access account when creating the file, the password is not encrypted and appears in the file.
Edit the .ini file.
In a text editor, such as Microsoft WordPad, open filename .ini where filename is the name of the .ini file that you created.
Modify parameters in the file for the settings that you want SharePoint Portal Server setup to use.
Note: If you plan to use an unattended installation file on servers with varying storage configurations, ensure that hard-coded paths are valid for each server configuration before starting the installation. An example of a hard-coded path reference is "C:\." You can force the installer to automatically choose the correct default path by removing an entry line completely.
You can modify only the following paths:
InstallDirectory. You can specify the installation location for SharePoint Portal Server program files.
There are two other InstallDirectory paths. One path is for the Microsoft Web Storage System and the other is for MSSearch. Altering these paths is not recommended. This is the recommended option for the MSSearch and Web Storage System installation directories:
InstallDirectory=operating_system_drive\Program Files\Common Files\Microsoft Shared\Web Storage System
InstallDirectory=operating_system_drive\Program Files\Common Files\Microsoft Shared\MSSearch
Search Gatherer Log Directory. Each time SharePoint Portal Server creates a workspace index, it creates a log file for that workspace. This log file contains data about crawling content sources and records access errors. After installation, you can use SharePoint Portal Server Administration to change this path.
The gatherer log contains data about URLs that SharePoint Portal Server accesses while it creates an index. The file records successful accesses, access errors, and accesses disallowed by rules (in case the user needs to debug the index restrictions). Coordinators can view this log from a user-friendly Active Server Pages (ASP) page in the workspace.
Search Index Directory. When creating a workspace, SharePoint Portal Server creates an index under this root node. SharePoint Portal Server also creates all indexes propagated to the server under this root node. After installation, you can use SharePoint Portal Server Administration to change this path. If you want to move existing indexes to a new location, see ToolsHowTo.txt in the Support\Tools directory on the SharePoint Portal Server CD.
Search Property Store Database Directory. You can specify the location of the property store file. The property store file contains the metadata from documents. After installation, you cannot modify the file location by using SharePoint Portal Server Administration. To modify the file location, see ToolsHowTo.txt in the Support\Tools directory on the SharePoint Portal Server CD. For optimal performance, the property store and property store log files should be on dedicated physical volumes. SharePoint Portal Server shares this file across all workspaces.
Search Property Store Log Directory. You can specify the location of the property store log files. The property store log files are the log files for the property store. After installation, you cannot modify the location of these files by using SharePoint Portal Server Administration. To modify the file location, see ToolsHowTo.txt in the Support\Tools directory on the SharePoint Portal Server CD. For optimal performance, the property store and property store log files should be on separate dedicated physical volumes. SharePoint Portal Server shares these files across all workspaces.
Web Storage System Database Directory. You can specify the location of the Web Storage System (WSS) Database file. Every SharePoint Portal Server computer contains one public store (wss.mdb). All workspaces hosted on the server reside on the Web Storage System. After installation, you can use SharePoint Portal Server Administration to change this path. If this location changes, the existing file moves to the new location.
Web Storage System Streaming Database Directory. You can specify the location of the WSS-Streaming Database file. Used for streaming files, the WSS-Streaming Database file (wss.stm) contains data and is a companion to the WSS-Database file (wss.mdb). Together, these two files form the database. SharePoint Portal Server document streams make up a sizable part of the total amount of data. You might want to move this file to a larger drive (ideally a dynamic disk that you can easily resize) because it can increase substantially over time. After installation, you can use SharePoint Portal Server Administration to change this path. If this location changes, the existing file moves to the new location.
Web Storage System Database Log Directory. You can specify the location of the WSS-Database Log files. These are the log files for the Web Storage System. For optimal performance, place the log files on a dedicated physical volume. After installation, you can use SharePoint Portal Server Administration to change this path. If this location changes, the existing files move to the new location.
Caution: Do not modify other paths.
You can modify the parameter "apply indexing settings" in the .ini file to set the default content access account and gatherer e-mail address during the unattended installation. The default content access account is the user name and password used when crawling content outside the workspace. SharePoint Portal Server provides the gatherer e-mail address to each Web site it crawls when creating an index. If a problem occurs while crawling (for example, the crawler is hitting the site too much), the Web site's administrator can contact this address.
If apply indexing settings equals 0, the default content access account and gatherer e-mail address are not set when you run the unattended installation. You can set these options after installation by using SharePoint Portal Server Administration.
To specify the account and e-mail address, do the following:
Set apply indexing settings=1
Set Default Content Access Account= user_name , domain , password
Set gatherer e-mail address= someone@microsoft.com
Run setup.
On the taskbar, from the server on which you want to run setup, click Start, and then click Run.
In Open, type path_to_server_setup_file setup /UnattendFile path filename .ini where filename is the name of the .ini file you created.
Click OK. You do not see the finish page or the New Workspace Wizard page.
Uninstalling or Repairing SharePoint Portal Server
The SharePoint Portal Server setup wizard automatically installs the client components of SharePoint Portal Server. If you uninstall SharePoint Portal Server, it automatically removes the client components. If you repair SharePoint Portal Server, it automatically repairs the client components as well.
Note: If you remove SharePoint Portal Server from a computer that has SQL Server or Exchange Server installed, SharePoint Portal Server does not remove the upgraded MSSearch because it is a shared service with Exchange Server and SQL Server.
During the uninstall process, SharePoint Portal Server requires access to the original installation point to uninstall the Microsoft Embedded Exchange files. If the original installation point has moved, you can insert the SharePoint Portal Server CD into the CD-ROM drive to continue uninstalling. You can also point to the \Server\Web Storage System directory at the installation point.
Before uninstalling SharePoint Portal Server, you must:
Verify that all command prompts are closed.
Remove any additional virtual roots mapped to the Web Storage System drive. The Web Storage System is mapped to network drive M by default.
Note: If network drive M is already in use when you install SharePoint Portal Server, the Web Storage System is mapped to another network drive.
When you uninstall SharePoint Portal Server, all files and folders located in the installation directories are removed, including any user-created or modified files. The uninstall process also removes all workspaces.
You can uninstall or repair a server by running SharePoint Portal Server setup. Alternatively, you can use Add/Remove Programs in Control Panel.
Client Setup
After you run SharePoint Portal Server setup, you must install the client components of SharePoint Portal Server on client computers across your network. The client components are extensions to Microsoft Windows Explorer and Microsoft Office applications. There is no individual client application. These extensions integrate SharePoint Portal Server commands with Windows Explorer and Office applications.
You can install the client components by running setup either from the server or from the SharePoint Portal Server CD. By default, the SharePoint Portal Server setup wizard installs client installation files to the following location on the server: Program Files\SharePoint Portal Server\ClientDrop\Languages\Lang, where Lang corresponds to the language of the client.
Install the client components of SharePoint Portal Server by completing the following steps:
Review client hardware and software requirements outlined earlier in this chapter.
Install the client components by running the Client Components for SharePoint Portal Server setup wizard.
Add a Web folder that points to the workspace.
There is a setup.ini file for the client components in Program Files\SharePoint Portal Server\ClientDrop\Languages\Lang. You can edit this file to specify the location of the SPSClient.msi file. You can also edit this file to disable the check for prerequisites (DISABLEPREREQ=1) and to specify the path and file name for the log file.
If you want to install the client components of SharePoint Portal Server in unattended mode, see "Using Unattended Installation Options for the Client" later in this section. If you want to uninstall or repair the client components, see "Uninstalling or Repairing Client Components" later in this section.
For information about troubleshooting the installation of client components, see "Troubleshooting" in Administrator's Help.
Installing the Client Components of SharePoint Portal Server
The following steps describe how to install the client components.
To install the client components
Log on to the client computer as a user with administrator privileges.
Connect to the location on the server where the client installation files are located. These files must be shared or otherwise available. By default, these files are located at Program Files\SharePoint Portal Server\ClientDrop\Languages\Lang, where Lang corresponds to the language of the client. For more information about language settings, see Chapter 3, "Client, Server, and Network Planning."
Double-click Setup.exe. The Client Components for SharePoint Portal Server setup wizard appears.
Follow the instructions that appear in the wizard.
If you want to install the client from the SharePoint Portal Server CD, insert the SharePoint Portal Server CD into your CD-ROM drive, and then click Client Installation. The Client Components for SharePoint Portal Server setup wizard appears. You can also go to the Client folder on the CD, and then double-click Setup.exe.
The client components require Microsoft Data Access Components (MDAC) 2.5 or higher. If this is not already present on the computer, the client installation process installs MDAC 2.5 SP1.
Adding a Web Folder
After you have installed the client components, you must add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name.
The procedure for adding a Web folder varies depending on your operating system. See your operating system Help for detailed instructions. For example, in Windows 2000 Professional, go to My Network Places and use the Add Network Place Wizard to add a Web folder that points to https://server_name/workspace_name. In Windows 98, go to Web Folders in My Computer, and use Add Web Folder to add a Web folder that points to https://server_name/workspace_name.
Using Unattended Installation Options for the Client
By default, you can install the client components by running the Client Components for SharePoint Portal Server setup wizard, which guides you through the installation process. You can also use Systems Management Server to install a client remotely on multiple computers in your organization. In addition, you can use Windows Installer directly to conduct an unattended installation of the client components.
If your server and client computers are both running Windows 2000 and are on a Windows 2000 domain, you can use the Active Directory™ directory service to make the SharePoint Portal Server client setup program available to your users automatically in Control Panel under Add/Remove Programs.
Using Systems Management Server
SharePoint Portal Server provides a .pdf file that can be used with Systems Management Server to install the client components on multiple computers. The file SPSClient.pdf is located in the Client directory on the SharePoint Portal Server CD. SharePoint Portal Server also installs it on the server by default in Program Files\SharePoint Portal Server\ClientDrop\Languages\Lang, where Lang corresponds to the language of the client.
For more information, see the Systems Management Server product documentation.
After you have installed the client components, you must add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name.
Using Windows Installer
You can use Windows Installer to conduct an unattended installation of the client components if you are running Windows 2000 and have Office installed or if Windows Installer is present.
To install the client by using Windows Installer
On the taskbar, click Start, and then click Run.
In Open, type msiexec /qn /I " path \SPSClient.msi"
The quotation marks are required only if the path contains spaces. For example, if SPSClient.msi is on a file share called ServerName\SharePoint Portal Server Client Setup, quotation marks are required because of the spaces in "SharePoint Portal Server Client Setup." You would type msiexec /qn /I "\\ServerName\SharePoint Portal Server Client Setup\SPSClient.msi"
Note: If your operating system is Windows 98 and Windows Installer is present, include the path to msiexec.exe. For example, if msiexec.exe is located in C:\Windows\System, type C:\Windows\System\msiexec /qn /I "C:\SharePoint Portal Server Client\SPSClient.msi"
You can also add the directory that contains msiexec.exe to the system path.
Click OK. SharePoint Portal Server installs the client without displaying user interface messages.
After you have installed the client components, you must add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name.
For more information about Windows Installer, including options other than unattended installations, see Windows Help on any computer on which Windows Installer is present.
Using Active Directory
If you are a domain administrator on a Windows 2000 domain, you can use Active Directory to make the Client Components for SharePoint Portal Server setup program available to users. The program appears in Control Panel under Add/Remove Programs. Both the server and the client computers must be running Windows 2000.
To use Active Directory to make the client setup program available to users
On the domain controller computer, create a folder containing SPSClient.msi. You must share this folder.
You can find the SPSClient.msi file in the Client directory on the SharePoint Portal Server CD. SharePoint Portal Server installs this file by default on your server under Program Files\SharePoint Portal Server\ClientDrop\Languages\Lang, where Lang corresponds to the language of the client.
Add the Group Policy snap-in.
On the taskbar, click Start, and then click Run.
Type MMC and then click OK. The MMC console opens.
On the Console menu, click Add/Remove Snap-in. The Add/Remove Snap-in dialog box appears.
On the Standalone tab, click Add. The Add Standalone Snap-in dialog box appears.
In Available Standalone Snap-ins, click Group Policy, and then click Add. The Select Group Policy Object dialog box appears.
Click Browse. The Browse for a Group Policy Object dialog box appears.
Click Default Domain Policy, click OK, and then click Finish.
Click Close. The Group Policy snap-in now appears on the Standalone tab in the Add/Remove Snap-in dialog box.
Click OK.
Add the SharePoint Portal Server client package.
Expand the Default Domain Policy node.
Expand the User Configuration node.
Expand the Software Settings node.
Right-click Software installation, point to New, and then click Package.
Browse to the folder you created in step 1, and double-click SPSClient.msi. The Deploy Software dialog box appears.
Click Published, and then click OK.
To install the client components, the user simply uses Add/Remove Programs in Control Panel.
After installing the client components, you must add a Web folder that points to the workspace. The address of the workspace is https://server_name/workspace_name.
Uninstalling or Repairing Client Components
You can uninstall or repair client components of SharePoint Portal Server by using Add/Remove Programs in Control Panel. You can also use the command line to remove or repair client components.
To remove or repair the client components by using the command line
On the taskbar, click Start, point to Programs, point to Accessories, and then click Command Prompt.
Type " path \setup" switch " path \SPSClient.msi"
where path is the path to the setup.exe and SPSClient.msi files. Use the /x switch to uninstall the client components. Use the /f switch to repair the client components.
For example, to remove the client components, where setup.exe and SPSClient.msi are in E:\Client Files, you would type
"E:\Client Files\setup" /x "E:\Client Files\SPSClient.msi"
To repair the components in the preceding example, you would type
"E:\Client Files\setup" /f "E:\Client Files\SPSClient.msi"
When you uninstall the client components, the User's Help (webfoldr.chm) file remains. It replaces the original Web folders Help file.
Note: If you have removed one or more of the installation prerequisites, you cannot uninstall or repair the client components unless you disable the prerequisite check.
You disable the prerequisite check by adding DISABLEPREREQ=1 to the command line. To disable the prerequisite check in the preceding examples:
When removing the client components, you would type
"E:\Client Files\setup" /x "E:\Client Files\SPSClient.msi" DISABLEPREREQ=1
When repairing the client components, you would type
"E:\Client Files\setup" /f "E:\Client Files\SPSClient.msi" DISABLEPREREQ=1
Accessibility for People with Special Needs
Microsoft is committed to making its products and services easier for everyone to use. This appendix provides information on the following features, products, and services that make Microsoft® Windows®, Microsoft Windows NT®, and Microsoft SharePoint™ Portal Server more accessible for people with disabilities:
Features and hints for customizing Windows or Windows NT
Microsoft services for people who are deaf or hard-of-hearing
Microsoft software documentation online, or on audio cassette, floppy disk, or compact disc (CD)
Third-party utilities that enhance accessibility
Other products and services for people with disabilities
Note: The information in this appendix applies only to users who license Microsoft products in the United States. If you obtained this product outside the United States, your package contains a subsidiary information card listing Microsoft support services telephone numbers and addresses. You can contact your subsidiary to find out whether the type of products and services described in this appendix are available in your area.
Customizing Windows or Windows NT
There are many ways you can customize Windows or Windows NT to make your computer more accessible.
Accessibility features have been built into Windows and Windows NT since the introduction of Microsoft Windows 95. These features are useful for individuals who have difficulty typing or using a mouse, have moderately impaired vision, or who are deaf or hard-of-hearing. The features can be installed during setup, or you can add them later from your Windows installation disks.
For information about installing and using these features, look up "accessibility" in the Windows Help Index.
Some of the accessibility features built into Windows and Windows NT can be added to earlier versions of those products, and to Microsoft MS-DOS®, through Access Pack files. You can download these files or you can order them on disks from Microsoft. (See details in "Accessibility Notes and Utilities to Download" later in this appendix.)
You also can use Control Panel and other built-in features to adjust the appearance and behavior of Windows or Windows NT to suit varying vision and motor abilities. These include adjusting colors and sizes, sound volume, and the mouse and keyboard functions.
In Microsoft Windows 98 and later, the majority of accessibility settings can be set through the Accessibility Wizard or Control Panel. The Accessibility Wizard presents features sorted by disability, making it easy to customize Windows to each individual's needs. The Accessibility Wizard also enables you to save your settings to a file that can be used on another computer.
Dvorak keyboard layouts make the most frequently typed characters on a keyboard more accessible if you have difficulty using the standard QWERTY layout. There are three Dvorak layouts: one if you are a two-handed user, one if you type with your left hand only, and another if you type with your right hand only. You do not need to purchase any special equipment to use these features.
The specific features that are available, and whether they are built-in or obtained separately, depend on which operating system you are using.
For full documentation on the accessibility features available in the operating system you are using, obtain the documents listed below. Accessibility features are also documented in the Microsoft Windows 95 Resource Kit, the Microsoft Windows 98 Resource Kit, the Microsoft Windows NT Resource Kit, and the Windows 2000 Resource Kit.
Accessibility Notes and Utilities to Download
The following documents explain how to customize Windows and Windows NT for users with disabilities. Specific instructions for downloading the files immediately follow this list.
For: |
You need: |
|---|---|
Customizing Windows for Individuals with Disabilities (describes all of the other documents in this list and includes links to download them) |
Microsoft Knowledge Base article 165486. |
Customizing Windows 95 for individuals with disabilities |
Cst_W95.exe |
Customizing Microsoft Windows NT version 4.0 for individuals with disabilities |
Cst_NT4.exe |
Customizing Microsoft Windows NT version 3.1 and Microsoft Windows NT version 3.5 for individuals with disabilities (includes Access Pack for Microsoft Windows NT, which provides features for people who have difficulty using a keyboard or mouse, or who are deaf or hard-of-hearing) |
Cst_NT3x.exe |
Customizing Microsoft Windows 3.1 for individuals with disabilities |
Cst_W3x.exe |
Customizing Microsoft Windows for Workgroups 3.1 for individuals with disabilities |
Cst_WG3x.exe |
Customizing Microsoft Windows 3.0 for individuals with disabilities |
Cst_W30.exe |
Access Pack for Windows 3.0 and Windows 3.1, which provides features for people who have difficulty using a keyboard or mouse, or who are deaf or hard-of-hearing |
ACCP.EXE |
Dvorak keyboard layouts for people who type with one hand (already included in Windows NT 3.5 and later) |
GA0650.EXE |
To Download the Files
If you have a modem or another type of network connection, you can download the accessibility files from the following network services:
The Microsoft Accessibility and Disabilities Web site on the Internet, https://www.microsoft.com/enable.
Microsoft Product Support Services at https://support.microsoft.com/directory. First choose the link, "Searchable Knowledge Base." Then choose the appropriate application from the list labeled "My search is about" (or choose "All Products"). Next, select "Specific article ID number" from "I want to search by." In the "My question is" text box, enter "165486" and click Go, or press ENTER.
The search results include a link to the Knowledge Base article, "Customizing Windows for Individuals with Disabilities," which includes links to all of the documents listed above.
For other accessibility articles, choose the appropriate application from the list labeled "My search is about" and type "kbenable" in the text box labeled "My question is."
Microsoft Internet server at ftp.microsoft.com/softlib/mslfiles.
Microsoft Services for People Who Are Deaf or Hard-of-Hearing
If you are deaf or hard-of-hearing, complete access to Microsoft product and customer services is available through a text telephone (TTY/TDD) service.
Customer Service
You can contact the Microsoft Sales Information Center on a text telephone by dialing (800) 892-5234 between 6:30 A.M. and 5:30 P.M. Pacific time, Monday through Friday, excluding holidays.
Technical Assistance
For technical assistance in the United States, you can contact Microsoft Product Support Services on a text telephone at (800) 892-5234 between 6:00 A.M. and 6:00 P.M. Pacific time, Monday through Friday, excluding holidays. In Canada, dial (905) 568-9641 between 8:00 A.M. and 8:00 P.M. eastern time, Monday through Friday, excluding holidays. Microsoft support services are subject to the prices, terms, and conditions in place at the time the service is used.
Microsoft Documentation in Alternative Formats
In addition to the standard forms of documentation, SharePoint Portal Server documentation is available as online Help files in the workspace and on the CD that comes with the package to make them more accessible.
If you have difficulty reading or handling printed documentation, you can obtain many Microsoft publications from Recording for the Blind & Dyslexic, Inc. RFB&D distributes these documents to registered, eligible members of their distribution service, either on audio cassettes or on floppy disks. The RFB&D collection contains more than 80,000 titles, including Microsoft product documentation and books from Microsoft Press®. You can download many of these books from the Microsoft Web site at https://www.microsoft.com/enable.
For more information, contact Recording for the Blind & Dyslexic at the following address or phone numbers:
Recording for the Blind & Dyslexic, Inc. |
Phone: Fax: |
(800) 803-7201 or |
Utilities to Enhance Accessibility
A wide variety of hardware and software products are available to make personal computers easier to use for people with disabilities. Among the different types of products available for the MS-DOS, Windows, and Windows NT operating systems are:
Programs that enlarge or alter the color of information on the screen for people with visual impairments.
Programs that describe information on the screen in Braille or synthesized speech for people who are blind or have difficulty reading.
Hardware and software utilities that modify the behavior of the mouse and keyboard.
Programs that enable people to "type" by using a mouse or their voice.
Word or phrase prediction software that allow users to type more quickly and with fewer keystrokes.
Alternative input devices, such as single switch or puff-and-sip devices, for people who cannot use a mouse or a keyboard.
Getting More Accessibility Information
In addition to the features and resources already described in this appendix, other products, services, and resources for people with disabilities are available from Microsoft and other organizations.
Microsoft provides a catalog of accessibility aids that can be used with the Windows and Windows NT operating systems. You can obtain this catalog from the Microsoft Accessibility Web site at https://www.microsoft.com/enable.
The Trace R&D Center at the University of Wisconsin-Madison maintains a Web site with a variety of resources for people with disabilities and developers of assistive technology. For information, contact:
Trace R&D Center |
Fax: |
(608) 262-8848 |
Glossary
A
administrator
A user who sets up, configures and maintains servers, manages server resources, creates and updates indexes, and controls security at the top level of the workspace.
Applications folder
A folder containing a subfolder for each workspace that is automatically added to the index for that workspace. The subfolders can include applications designed for the Microsoft Web Storage System, making these applications searchable by SharePoint Portal Server 2001.
approval
The process of reviewing a document before publishing.
approval route
The path through which a document is approved.
approve
An option during approval to allow a draft document to be published.
See also: publish
approver
A user who has permission to approve or reject documents in a specified folder.
attribute
A behavior, condition, or state described in a property definition. Examples of attributes include a dictionary that is restrictive or unrestrictive for the setting of the value of the property, whether a property is optional or required to have a valid value before being successfully submitted to the Web Storage System, and the valid number and range of values for that property.
See also: property
author
A user who can add, edit, delete, or read all documents in a folder. Authors can also create, rename, and delete folders, but cannot set the security policy on a folder. In an enhanced folder, authors can also submit any document for publishing.
B
Best Bet
A document selected as highly relevant to a specific category or keyword search term on the dashboard site.
C
categories
Groups of related content, organized by subject matter.
Categories folder
A folder that is used by coordinators to organize categories.
Category Assistant
An automated tool used to categorize workspace documents.
check in
Add or return a document to an enhanced folder. Users with appropriate permissions will be able to edit or read the updated document after it is checked in.
See also: check out, enhanced folder
check out
Create a working copy of a document stored in an enhanced folder. Only the user who checks out a document can edit the document.
See also: check out, enhanced folder
check-in form
A form appearing when a user checks in a document. It contains check-in comments, an option to publish a document, and a drop-down menu for selecting a document profile.
comment
A brief text description that provides additional information or context about the document to which it is attached.
content source
The starting point for crawling a file system, database, or Web site in order to include content in an index.
coordinator
A user who can configure user roles on a folder, and can perform all author tasks as well. In an enhanced folder, coordinators can select an approval process, undo the check-out of a document, or end the publishing process by using the Cancel Publishing or Bypass Approval actions.
Coordinators at the workspace node can also manage content sources, document profiles, categories, and subscriptions, and can customize the dashboard site.
crawl
Search content to include it in an index.
D
dashboard
See definition for: digital dashboard
dashboard application
A dashboard plus all the support pieces, customization pages, and custom Web Part forms.
dashboard site
A web site created by using Digital Dashboard technology. The dashboard site contains a number of pages, or dashboards, and includes customization pages and custom Web Part forms. The dashboard site is used to distribute information to workspace users through a Web browser.
See also: dashboard, Web Part
dashboard view
A visual presentation of the information in a Web Part folder in a format suitable for viewing on a Web browser.
demote
To automatically copy the property values found in a SharePoint Portal Server document profile to the properties of a Microsoft Office document. For example, the author name entered in the Author property on the document profile is copied to the Author field on a Word document's properties page.
See also: promote
depth
A measure of how extensive a search is, such as how many links to follow from the content source.
See also: scope
dictionary
A list of possible values for a property. These may be suggested values, or values to which the property is restricted.
digital dashboard
A page on a dashboard site. Each dashboard contains a collection of Web Parts in a modular view that can be presented to users in a Web browser.
See also: dashboard site, Web Part
discussions
A feature for adding threaded remarks about a document.
document
A discrete unit of content and its associated metadata.
See also: file
document library
The storage location for documents in the workspace.
See also: Documents folder
document profile
A set of properties applied to similar documents.
Documents folder
A folder that is used to store documents in the workspace.
draft
An unpublished version of a document stored in the workspace.
See also: publish
E
enhanced folder
A document storage folder that supports document management tasks such as check-in, check-out, versioning, approval, and publishing.
exclusion rules
See definition for: inclusion/exclusion rules
F
file
A single, discrete unit of content. This does not include metadata.
See also: document
G
There are no glossary terms that begin with this letter.
H
There are no glossary terms that begin with this letter.
I
inclusion/exclusion rules
Rules that determine what content should be included or excluded when specific sites are crawled.
index
A resource that is compiled to enable full-text search of documents, document properties, and content stored outside the workspace but made available through content sources.
index workspace
A workspace that manages only content sources.
J
There are no glossary terms that begin with this letter.
K
keywords
A list that represents all possible terms a user might enter in a search form. These terms can be organized into optional hierarchies to help organize them more effectively.
L
There are no glossary terms that begin with this letter.
M
Management folder
A folder that contains the tools for managing document profiles, search resources, and workspace settings.
metadata
The properties and associated values of a document. Metadata can be system-defined, such as file size or date of modification, or user-defined, such as author or title.
Microsoft Management Console
(MMC) A management display framework that hosts administration tools and applications. By using MMC you can create, save, and open collections of tools and applications. Saved collections of tools and applications are called consoles.
N
There are no glossary terms that begin with this letter.
O
There are no glossary terms that begin with this letter.
P
permission
Authorization for a user to perform an action, such as sending e-mail for another user or posting items in a public folder.
Portal Content folder
A folder that contains content for the digital dashboard.
profile See definition for: document profile
profile form
The form in which properties of a document are displayed, and values specific to the document are selected and stored.
promote
To automatically copy the property values found in a Microsoft Office document to the properties of a SharePoint Portal Server document profile. For example, the author name entered in the Author field of a Word document's properties page is copied to the Author property on the document profile.
See also: demote
property
An element of metadata for a document profile. Each document profile has multiple properties. Properties can be system-defined, such as file size or creation date, or can be user-defined, such as title or keywords.
property weighting
The ability to manipulate the rank of a search result by assigning more importance to particular property values. For example, a file that matches a search term in the title might rank higher than a file that matches the search term only in the text.
See also: rank coercion
publish
To make a document available to readers.
See also: approve, draft
Q
There are no glossary terms that begin with this letter.
R
rank
The relevance of a file to a search query.
rank coercion
The ability to rank a file at the top of search results for a given search query.
See also: property weighting
reader
A user who can search for and read documents but cannot add them to the workspace. By default, all folder users have reader permissions. In an enhanced folder, readers can only view folders and published versions of documents. A reader cannot check out, edit, or delete workspace documents and cannot view draft document versions.
reject
An option during approval to prevent a draft document from being published and return it to authors for additional editing.
roles
Logical sets of permissions, similar to groups, that determine access to documents in the workspace.
S
scope
The range and depth of a search on the dashboard site. For example, when searching for the term "fiscal reports," you can narrow the scope of your search to a particular category such as Earnings .
See also: depth
search
The functionality of finding information in documents based on keywords found in the text of those documents or related to the properties of the documents. This is commonly referred to as full-text search. You must create full-text indexes to use full-text search.
See also: index
silent installation
An installation that runs unattended and does not require any user input after it has been started.
stemming
A method of mapping a linguistic stem to all matching words. For example, in English, the stem "buy" matches "bought," "buying," and "buys."
subscription
A request for notification that occurs when changes are made to a document, the contents of a folder, a category, or a search results list.
T
There are no glossary terms that begin with this letter.
U
update
The process through which search crawls content and compiles an index of the content. Full updates include all content, incremental updates include only content that has changed, and adaptive updates include only content that is likely to have changed based on an analysis of historical information.
V
version history
The list of versions and associated comments about a particular document.
vocabulary
All of the values associated with documents in a workspace. These may include property values, document profiles, categories, and other keywords.
W
Web Part
A customizable, reusable component used to display specific information on a dashboard. Web Parts are used to associate web-based content (such as XML, HTML, and scripting) with a specific set of properties in an organizational framework.
See also: dashboard site, dashboard, Web Part folder
Web Part folder
A workspace folder, under the Portal Content folder, that is associated with a specific Web Part on the dashboard site. The Web Part folder applies a specific document profile to the documents it contains. For example, the Quick Links folder is associated with the Quick Links Web Part, and applies the Quick Links document profile to all the documents it contains.
See also: dashboard site, dashboard, Web Part
Web Storage System
A storage platform that provides a single repository for managing multiple types of unstructured information within one infrastructure. The Web Storage System combines the features and functionality of the file system, the Web, and a collaboration server (such as Exchange Server) through a single, URL-addressable location for storing, accessing, and managing information, in addition to building and running applications. The Web Storage System is based on the technology that drives the Exchange Server Information Store.
word breaking
A search technology used to separate text into individual words for implementing search queries.
workspace
An organized collection of documents, content sources, management folders, categories, document profiles, subscriptions, and discussions. It provides a central location to organize, manage, and publish content.
X
There are no glossary terms that begin with this letter.
Y
There are no glossary terms that begin with this letter.
Z
There are no glossary terms that begin with this letter.