Module 8: Managing SharePoint Products and Technologies

Contents Overview Lesson: Using SharePoint Products and Technologies Diagnostics Lesson: Troubleshooting SharePoint Products and Technologies Lesson: Integrating SharePoint Products and Technologies with Office 2003 Lesson: Planning for Performance and Capacity 1 2 11 16 26

Information in this document, including URL and other Internet Web site references, is subject to change without notice. Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious, and no association with any real company, organization, product, domain name, e-mail address, logo, person, place or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. 2004 Microsoft Corporation. All rights reserved. Microsoft, MS-DOS, Windows, Windows NT, Windows Server, Active Directory, BizTalk, FrontPage, InfoPath, Microsoft Press, MSDN, OneNote, Outlook, PowerPoint, SharePoint, Visual Basic, Visual Studio, and Windows Media are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

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Instructor Notes
Presentation: 1 hour 15 minutes Lab: 00 minutes After completing this module, students will:
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Become familiar with Microsoft SharePoint Products and Technologies diagnostic capabilities. Learn troubleshooting for administering a SharePoint Portal Server, including tips and tricks. Understand the Microsoft Office 2003 integration components. Familiarize yourself with best practices and resources for performance and capacity planning.

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Required materials

To teach this module, you need the following materials:

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Microsoft PowerPoint file 2012B_08.ppt

Important It is recommended that you use PowerPoint 2002 or later to display the slides for this course. If you use PowerPoint Viewer or an earlier version of PowerPoint, all the features of the slides may not be displayed correctly. Preparation tasks To prepare for this module:
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Read all of the materials for this module. Complete the practices. Visit http://www.microsoft.com/sharepoint and http://sharepointcustomization.com for the latest best practices.

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How to Teach This Module

This section contains information that will help you to teach this module. This module is intended to support group troubleshooting and discussions of best practices. There are no Labs associated with this module. The only student activities are the Instructor-led practices in the first lesson, and the group discussions associated with these topics.

Lesson: Using SharePoint Products and Technologies Diagnostics

This section describes the instructional methods for teaching this lesson. Analyzing Web Site Usage Instructor-led Practice: Viewing Web Site Usage Data Open the UI and display these sections. The intent of instructor-led practices is to familiarize the students with the user interface. Have the students run this procedure with you as there is no follow up lab. Point out how the usage data matches the course, from the creation of the Web site during Module 5 through today. At the end of each day in the classroom, keep the virtual computers running for use in the next days class. Restarting the computers will require a minimum of 30 minutes. Managing Unused Web Sites Instructor-led Practice: Managing Unused Web Sites The key point is that Microsoft Windows SharePoint Services can automatically delete sites, but it does not back them up first. Have the students run this procedure with you as there is no follow up lab.

Lesson: Troubleshooting SharePoint Products and Technologies

Troubleshooting Installation Issues Troubleshooting Other Issues This list was current as of the release of this course. For updated information on troubleshooting installation issues, see http://www.microsoft.com/sharepoint and select Support. This list was current as of the release of this course. For updated information on troubleshooting SharePoint Products and Technologies, see http://www.microsoft.com/sharepoint and select Support or TechNet.

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Lesson: Integrating SharePoint Products and Technologies with Office 2003

General Office 2003 Integration Features Microsoft Office Components for SharePoint Products and Technologies Microsoft Office Excel 2003 and Microsoft Office Access 2003 Microsoft Office FrontPage 2003 Microsoft Office Outlook 2003 Key point: SharePoint Products and Technologies were designed for close integration with Microsoft Office 2003. Key point: this add-on pack included with Microsoft Office 2003 is specifically designed to support integrating SharePoint Portal Server with Microsoft Office 2003 and the creation of feature rich Portals. Key point: Excel 2003 and Access 2003 are used to view and edit data stored in lists on SharePoint sites.

Key point: Microsoft FrontPage 2003 is intended to be the primary tool for managing and customizing Web sites. The key advantage of integrating with Outlook 2003 is Presence, or the ability to locate and contact people by their association with SharePoint sites. For example, you could find a person based on his My Site, or team sites to which he belongs. Key point: SharePoint Products and Technologies are intended to be the primary storage system for these products.

Microsoft Office Project, Microsoft Office InfoPath and Microsoft Office OneNote 2003

Lesson: Planning for Performance and Capacity

Scalability Custom Web Parts Storage Deciding Between a Single Server and Sever Farm Deployment Recommendations for a Single Server Deployment Key point: SharePoint Products and Technologies are designed to scale up to match demands. Key point: custom Web parts have a performance risk. Test for a performance impact. Key point: You are going to need excess capacity. As of the release of this course, availability was the primary reason for moving to a server farm. SharePoint Products and Technologies can be deployed on a weaker system, however performance issues will arise. Point out that the student machines do not meet this recommendation after the virtual PCs are taken into account. Point out that the student machines do not meet these recommendations after the virtual PCs are taken into account.

Recommendations for a Server Farm Deployment

Module 8: Managing SharePoint Products and Technologies

Overview

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Objectives There are a variety of items you will need to know to effectively manage Microsoft SharePoint Products and Technologies. After completing this module, you will:
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Understand SharePoint Products and Technologies diagnostic capabilities. Be able to troubleshoot a SharePoint Products and Technologies deployment. Understand the integration of Office 2003 with SharePoint Products and Technologies. Understand the best practices and resources for performance and capacity planning.

Module 8: Managing SharePoint Products and Technologies

Lesson: Using SharePoint Products and Technologies Diagnostics

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction SharePoint Products and Technologies such as Microsoft Windows SharePoint Services and Microsoft Office SharePoint Portal Server 2003 work in conjunction with Microsoft Windows Server 2003, Internet Information Services (IIS), and Microsoft SQL Server. After completing this lesson, you will be able to:
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Lesson objectives

Analyze Web site usage. Manage unused Web sites.

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Analyzing Web Site Usage

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction If you want to know what kind of impact your Web site has, you need to track how many users visit your site, the type and number of hits your site receives, and other site-usage information. Tracking usage information can be useful for identifying which content on your site is being heavily used and which content is not being heavily used and may be a candidate for archival. Windows SharePoint Services includes features that analyze the usage of your site. Summary and detailed usage reports supply information such as:
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Windows SharePoint Services

Number of page hits for each individual page. Number of unique users. Browser and operating system information. Referring domains and URLs.

In addition to site usage statistics, you can also keep track of how much storage space your site is taking up and the level of activity your site is generating. The usage reports rely on usage log data gathered from the Web sites and stored in the content database for each virtual server. The log data is a summary record of transactions on your Web site. When you view a usage report in Windows SharePoint Services the data is arranged into a list format. You must be a member of the administrator role or have the View Usage Data right for a site in order to view the site usage statistics. Important Site Usage data must be enabled for Windows SharePoint Services sites before you can view the data. To configure usage data, go to the SharePoint Portal Server Central Administration page. Under Component Configuration click Configure Usage Analysis Processing. You can set the logging and processing settings for your Windows SharePoint Services toplevel sites.

Module 8: Managing SharePoint Products and Technologies

Windows Event Viewer

Most of the system events for SharePoint Products and Technologies, IIS, and operating systems are recorded and managed by the event viewer. You can also use the event viewer to manage viewing system events and alerting and gathering information on various system events. You can use the IIS management console that is installed when you install IIS web server. You can use this console to configure your Web server, manage virtual servers, manage web server properties, and so on. You can also use the management console to perform diagnostics on IIS. Additional resources for IIS diagnostics can be found at: http://www.microsoft.com/technet/treeview/default.asp?url=/technet/prodtechn ol/windowsserver2003/proddocs/standard/iiswelcome.asp

MS-IIS Management Console

SharePoint Portal Server

SharePoint Portal Server does not provide usage statistics for portal sites. However this information is available from the IIS logs.

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Instructor-Led Practice: Viewing Web Site Usage Data

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction In this instructor-led practice, use the following values:
Variable Virtual Computer Virtual Computer - Domain controller Virtual Computer - SQL server site Value Cardiff and Madrid Glasgow Melbourne Sales

Viewing site usage summary data

You can view summary data about a site from the Site Administration page.

! To view the site usage data summary

1. If you have not already, log the Madrid virtual computer onto the MADRID (this computer) as Administrator with a password of P@ssw0rd, and then navigate to http://madrid using Internet Explorer. 2. Click Sites, and then under the Action column, click Manage Sites. 3. Click on the site name you wish to view. 4. On the site Home page, click Site Settings. 5. Under the Administration section, click Go to Site Administration. 6. Under Management and Statistics, click View site usage data. You can view the usage data and quota settings for an entire site collection at the same time. Note that this feature is not available at the subsite level.

Module 8: Managing SharePoint Products and Technologies

Viewing usage data and quota information

! To view usage data and quota information for a site collection

1. On the site Home page, click Site Settings. 2. Under Administration, click Go to Site Administration. 3. Under Site Collection Administration, click View site collection usage summary. 4. Click OK when done.

! Virtual computer set-up

Keep the Glasgow, Melbourne, Cardiff and Madrid virtual computers running for use in the next instructor-led practice.

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Managing Unused Web Sites

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Web sites based on Windows SharePoint Services may become inactive for many reasons: Perhaps a site was set up for documents relating to a project that is finished, or perhaps a user was trying out Windows SharePoint Services and created a site that he or she no longer needs. Because inactive sites take up space on the servers, it's important to check with owners of inactive sites to see if their sites are still needed or have become inactive. In Windows SharePoint Services, new administrative options allow you to automatically send notices to site owners requiring them to confirm that their sites are in use. You can also delete unconfirmed sites automatically. These features give you a way to control the number of unused Web sites on your server. Site use confirmation Site use confirmation works like a subscription feature for your users' sites. When sites are created, they are added to the database and are logged as active sites. After a specified time defined by the administrator, the site owners are sent an e-mail notification asking the owners to either reactivate or delete their unused Web sites. The notification e-mail text contains links to confirm that a site is active or to delete a site. After the notification is sent, there are three possible outcomes:
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If a site is in use, the site owner will click a link to confirm that the site is active and preserve the site. When the owner clicks the confirmation link, the timer is restarted, and the owner will be notified again after the same time period. If a site is not in use, the site owner can delete the site by following instructions in the notification e-mail, or do nothing. The site owner continues to receive periodic e-mail notifications (the period is defined by the administrator) until use is confirmed or the site is deleted. If a site is not in use, and you have turned on the automatic deletion feature, the site owner is queried a specific number of times (a number configured by the administrator), and if use is not confirmed, the site is automatically deleted.

Module 8: Managing SharePoint Products and Technologies

Automatic deletion

Automatic deletion is an advanced administrative feature that can delete unneeded sites without any administrative intervention and without any backup mechanism. To prevent a site from being deleted without any notification, you must turn on site use confirmation before you can turn on automatic deletion. Also, the site owner must always be sent at least two confirmation notices before a site can be deleted. In addition to these basic safeguards included as defaults, you should also consider the following best practices:
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Require a secondary contact when sites are created. When a user creates a site, the user is listed as the site owner. Depending on your configuration, the user may also be required to specify a secondary contact for the site. Confirmation notifications are automatically sent to the site owner and to the secondary contact, if one exists.

Set reasonable intervals between confirmations and before automatic deletion. For example, if a site owner is unavailable for four weeks, and sites are deleted after four missed weekly confirmations, the site could be deleted without allowing the owner a chance to confirm. If you are enabling this feature inside a corporation, be sure you consider your organization's policies regarding vacations and leaves of absence when you configure the intervals for confirmation and deletion.

Back up Web sites regularly, so you can restore a recent copy if a site is unintentionally deleted. You may want to time the deletion after a backup so that a very recent copy is available.

Warning SharePoint Portal Server does not automatically back up sites before deletion.

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Instructor-Led Practice: Managing Unused Web Sites

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction In this instructor-led practice, use the following values:
Variable Virtual Computer Virtual Computer - Domain controller Virtual Computer - SQL server Value Cardiff and Madrid Glasgow Melbourne

Configuring site use confirmation

! To configure site use confirmation

1. If you have not already, log the Madrid virtual computer onto the MADRID (this computer) as Administrator with a password of P@ssw0rd, and then start SharePoint Portal Server Central Administration. 2. On the SharePoint Central Administration page, under the Portal Site and Virtual Server Configuration section, click Configure virtual server settings from the Virtual Server List page. 3. On the Virtual Server List page, click the name of the virtual server that you want to configure. 4. On the Virtual Server Settings page, under the Automated Web Site Collection Management section, click Configure site collection use confirmation and deletion.

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Enabling and configuring e-mail confirmation notices

! To enable and configure e-mail confirmation notices

By default, site use confirmation is turned off. 1. On the Configure Site Collection Use Confirmation and Auto-Deletion page, in the Confirmation and Automatic Deletion Settings section, select the Send e-mail notifications to owners of unused site collections check box. 2. In the Start sending notifications ___ days after site collection creation or use is confirmed box, type the number of days to wait before sending notifications after the site is created or use is confirmed. For example, if you specify 60 days, when a user creates a site, the first notification will be sent after 60 days. If the user confirms that the site is in use at that time, another 60 days will pass before the user gets another notification. 3. In the Check for unused site collections and send notices ____ and run the check at ____ boxes, specify daily, weekly, or monthly, and then specify the time of day to run the check. Note Do not click OK or Cancel at this pointthe next part of the practice continues from here.

Enabling and configuring automatic site deletion

! To enable and configure automatic site deletion

You must enable and configure e-mail confirmation notices before you can enable automatic deletion. 1. On the Configure Site Collection Use Confirmation and Auto-Deletion page, in the Confirmation and Automatic Deletion Settings section, select the Automatically delete the site collection if use is not confirmed check box. 2. In the Delete the web after sending ___ notices box, specify how many email notifications to send before deleting the site. 3. Click Cancel. 4. Ordinarily you would click OK to apply these settings, but the current configuration on Madrid needs to be preserved for use in later practices and labs.

! Virtual computer set-up

1. Keep the Glasgow, Melbourne, and Cardiff virtual computers running for use in the next module. 2. Shut down the Madrid virtual computer.

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Lesson: Troubleshooting SharePoint Products and Technologies

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction A number of possible issues have been identified and addressed with solutions to troubleshoot them. Also provided are some tips and tricks that will help you more easily manage your SharePoint Portal Server. After completing this lesson, you will be able to:
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Lesson objectives

Troubleshoot several installation issues. Perform a variety of troubleshooting tasks.

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Troubleshooting Installation Issues

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Cannot connect to the configuration database message This topic introduces the most common SharePoint Portal Server installation problems and their solutions. Problem: I get a cannot connect to the configuration database message when I try to set the configuration database for Windows SharePoint Services. Recommendation: 1. Check to see if the username/password pair for the Internet Information Services (IIS) application pool identity has changed or expired. 2. Check to see if the username/password pair has changed in the server farm Account Settings page in SharePoint Central Administration. Extending a virtual server Problem: When I extended a virtual server, I created a new application pool, but entered an account that is used for an existing application pool. I received a message that I need to restart IIS, or I cannot access my virtual server. Recommendation: If you attempt to reuse an existing IIS application pool account that is not currently used for a virtual server running Windows SharePoint Services, you must restart IIS before you can access the virtual server. To restart IIS, on the command line, type iisreset. Caution Re-using an account from a non-Windows SharePoint Services application pool is not secure and is not recommended. You can reuse an application pool account that is already being used for Windows SharePoint Services or that was previously used for Windows SharePoint Services.

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Installing on Windows Server 2003, Web Edition

Problem: I am installing on Windows Server 2003, Web Edition, and the installation ends without installing Windows SharePoint Services or extending a virtual server. Recommendation: You must use the remotesql=yes parameter to install Windows SharePoint Services on Windows Server 2003, Web Edition. Note For more information about installing Windows SharePoint Services to work with Microsoft SQL Server 2000, see Remote SQL Server Deployment in the SharePoint help system or http://www.microsoft.com/sharepoint/.

Reusing application pools

Problem: I have an existing application pool that I want to use for a virtual server that I am extending with Windows SharePoint Services. Recommendation: If you reuse an existing application pool when you extend a virtual server, the application pool account will not be automatically added to the local IIS_WPG and STS_WPG groups or the application pool groups for Internet Information Services (IIS) and Windows SharePoint Services, and any new sites that you create will not be accessible. If the application pool was created when you extended a different virtual server with Windows SharePoint Services, the application pool may already be part of these groups. If, however, the application pool was used for another purpose, and you want to use it with Windows SharePoint Services, you must manually add the application pool account to these groups. Note For more information about adding an account to a local group, see the Help system for Windows Server 2003.

Running Windows SharePoint Services or SharePoint Portal Server on a domain controller

Problem: I installed Windows SharePoint Services or SharePoint Portal Server on a computer and then made the computer a domain controller. Now when I go to SharePoint Central Administration or to a page in my SharePoint site, I see a file not found error, or an access denied error. Recommendation: For Windows SharePoint Services and SharePoint Portal Server permissions for to be configured correctly, Internet Information Services (IIS), Windows SharePoint Services and SharePoint Portal Server must be installed to the domain controller after it is promoted a domain controller. If you have already installed IIS and Windows SharePoint Services and SharePoint Portal Server on a computer and you now need to make that computer a domain controller, you must uninstall IIS and Windows SharePoint Services and SharePoint Portal Server, promote the computer to domain controller, and then reinstall IIS and Windows SharePoint Services and SharePoint Portal Server. In addition, with SharePoint Portal Server you must use SQL server, not MSDE. Note For more information about running IIS on a domain controller, see the IIS documentation. For more information on troubleshooting installation issues, see http://www.microsoft.com/sharepoint/ and select Support.

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Troubleshooting Other Issues

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Restoring a list, list item, or document This topic introduces common SharePoint Portal Server problems that are not related to installation. Problem: A user deleted an item, document, or list, and now needs to recover it. Recommendation: If you have a recent backup of either the content database or the site, you can restore the backup to a new, temporary server or site, and then copy the deleted item, document, or list to the original site. After you have recovered the list, item, or document, you can delete the restored version of the database or site Note For more information, see Backing Up and Restoring Databases and Backing Up and Restoring Web Sites in the SharePoint Help system. Usage analysis returns No data Problem: I see a no data message when I try to view the Site Usage Report page. Recommendation: Usage analysis must be turned on and users must have visited a page in your site before any data can appear on the Site Usage Report page. If you are seeing the error No usage data is available for this web on this page, verify that usage analysis has been turned on for the server. Also, if the site is new or has not been used before today, no data will appear until the usage log processing has been done. This usually is completed within 24 hours. Note For more information about enabling usage analysis, refer to Configuring Usage Analysis in the SharePoint Help system.

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Service unavailable message

Problem: I get a service unavailable message when I try to view my site or the administration pages for my site or server. Recommendation:
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If the password for the application pool for a virtual server has expired or changed, you will see a service unavailable message until you reset Internet Information Services (IIS) and SQL Server to accept the new password. You will also get this message if you configure a Windows SharePoint Services application pool for the domain account that you select for the application pool identity has not been added to the local IIS_WPG group.

Note For more information on troubleshooting SharePoint Portal Server and Windows SharePoint Services, refer to http://www.microsoft.com/sharepoint and select Support or TechNet

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Lesson: Integrating SharePoint Products and Technologies with Office 2003

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Office 2003 is closely integrated with SharePoint Products and Technologies. You can use many of the menu commands and task panes in Office 2003 applications to take advantage of the document storage and management features of Windows SharePoint Services, create SharePoint sites, import and export lists on SharePoint sites, and link list data from SharePoint sites to your databases. Keep in mind that SharePoint Portal Server is built on top of Windows SharePoint Services; therefore all features of Windows SharePoint Services are also available in SharePoint Portal Server. This lesson describes the integration between Microsoft Office 2003 and Windows SharePoint Services. Lesson objectives After completing this lesson, you will be able to:
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Explain the Office 2003 integration capabilities of SharePoint Products and Technologies. Explain the components in Office 2003 that are designed to support SharePoint Products and Technologies. Explain how Microsoft Office Excel 2003 and Microsoft Office Access 2003 can integrate with SharePoint Products and Technologies. Explain how Microsoft Office FrontPage 20003 can integrate with SharePoint Products and Technologies. Explain how Microsoft Office Outlook 20003 can integrate with SharePoint Products and Technologies. Explain how Microsoft Office Project 20003, Microsoft Office InfoPath 20003, and Microsoft Office OneNote 20003 can integrate with SharePoint Products and Technologies.

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General Office 2003 Integration Features

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Robust integration with Office 2003 allows you to use Office 2003 features to manage SharePoint sites more productively. Meeting and Document workspaces will default to your personal site (My Site) in Outlook and other office applications. Because SharePoint Portal Server is built on top of Windows SharePoint Services, all the integration features of Windows SharePoint Services and Office 2003 are also available in SharePoint Portal Server. Windows SharePoint Services can search the contents of Office document files, so you can easily find Office documents stored on Windows SharePoint Services sites. You can use the File menu in Microsoft Office PowerPoint 2003, Excel 2003, Word 2003, InfoPath 2003, FrontPage 2003, Outlook 2003, and OneNote 2003 to save files to SharePoint sites and open files from SharePoint sites. To add files to a library in a SharePoint site, you must be a member of a site group with the Add Items right for that SharePoint site. Office 2003 enhances Windows SharePoint Services with the Person Names Smart Tag. The Person Names Smart Tag provides information about the availability of other members of your team wherever their names appear on a SharePoint site. The Person Names Smart Tag displays a user's online/offline status, shared calendar information, and contact information. Team members can use the Person Names Smart Tag to share work, schedule meetings, or start a Microsoft Instant Messenger session. When you create a solution in InfoPath 2003, you can publish the solution from InfoPath 2003 to a document library, so other users can find it quickly and easily. When you publish an InfoPath solution to a document library, Windows SharePoint Services promotes relevant properties for the solution so other users can sort, filter, or edit the solution. The Publishing Wizard in InfoPath 2003 makes publishing an InfoPath form to a document library even easier. To add files to a document library, you must be a member of a site group with the Add Items right for that SharePoint site.

Integration with SharePoint Portal Server 2003 File Open and Save

Person Names Smart Tag

Solution publishing and solution libraries

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Pre-existing solution libraries

You can use a document library as a repository of InfoPath solutions. A library of useful, predefined InfoPath solutions is included with Windows SharePoint Services. You can use these solutions as provided, or you can modify them to fit the needs of your group or company. To change files in a document library, you must be a member of a site group with the Edit Items right for that SharePoint site. You can use a form library to start InfoPath 2003 and automatically aggregate data from a group of similar InfoPath documents stored on a SharePoint site. For example, if several InfoPath status report documents are stored in a form library, you can aggregate those documents into a rollup status report. To create a form library, you must be a member of a site group with the Manage Lists right for that SharePoint site.

Form libraries

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Microsoft Office Components for SharePoint Products and Technologies

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Data retrieval services adaptors Microsoft Office Components for SharePoint Products and Technologies is an add-on pack included with Microsoft Office 2003. A data retrieval services adaptor is a Web service that returns XML data from multiple data retrieval services data sources or manipulates data on those data sources. Data retrieval services are collections of data connectors that are based on Simple Object Access Protocol (SOAP) and XML. Data consumers such as Excel 2003 or the Spreadsheet Web Part can use data retrieval services adapters to retrieve and manipulate data stored on a data retrieval services server. Office Components installs the following two data retrieval services adapters:
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The Microsoft SQL Server data retrieval services adapter provides access to any SQL Server database. The Microsoft Business Solutions data retrieval services adapter provides access to Microsoft Business Solutions Great Plains data sources and Microsoft Business Solutions Solomon data sources.

Issue Tracking Reports

Issue Tracking Reports is closely integrated with the Windows SharePoint Services issue tracking list template. You can use Issue Tracking Reports to generate reports with informative charts based on data in issue tracking lists on your SharePoint site.

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Data calculation Web Parts

There are several types of data calculation Web Parts:

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The PivotView Web Part adds a pivot control to a SharePoint site for ad hoc data analysis and data visualization. The Datasheet Web Part embeds spreadsheet functionality into a SharePoint site. The Web Capture Web Part incorporates all or part of a Web page (Web clip) into a SharePoint site. The Quick Quote Web Part finds and displays stock and financial data when you type a stock symbol.

To add and change Web Parts on a shared view of a SharePoint site, you must have the Add and Customize Pages right for the site. This right is included by default for members of the Web Designer and Administrator site groups. To add and change Web Parts on a personal view of a SharePoint site, you must have the Add/Remove Private Web Parts and the Update Personal Web Parts right. These rights are included by default for members of the Contributor, Web Designer, and Administrator site groups.

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Microsoft Office Excel 2003 and Microsoft Office Access 2003

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction You can use SharePoint sites to store and present useful lists of information, including announcements, contacts, events, tasks, issues, and custom lists for other types of information. You can use Microsoft Office Excel 2003 and Microsoft Office Access 2003 to view and edit data stored in lists on SharePoint sites. This is an excellent way to share information with other users, make use of information that is already published, and provide standardized lists of information, such as product names or company departments, that can be used throughout the company. When Office 2003 is installed on your desktop computer, you can import the data from a list on a SharePoint site into Excel 2003. You can then view, analyze, refresh, and otherwise manipulate the data in Excel. If you have the correct permissions on the SharePoint site, you can also use your Excel data to refresh the online data with the push of a button. You can also export data from Excel 2003 or Access 2003 to create a list on a SharePoint site, and you can use Access 2003 to create a database table that is linked to list data on a SharePoint site. To create or import a list, you must be a member of a site group with the Manage Lists right for that SharePoint site.

List synchronization

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Microsoft Office FrontPage 2003

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction FrontPage 2003 provides a variety of tools you can use to customize and manage your SharePoint sites, including an improved table editing tool and a collection of dynamic templates for SharePoint sites. With FrontPage 2003, you can edit and control SharePoint site components; such as team sites, Web Parts, or navigation, and you can customize the look and feel of a SharePoint site. You can also use FrontPage 2003 to prepare usage analysis reports for SharePoint sites, so you can track who is using your site and how they are using it. To edit Web pages in a SharePoint site, you must be a member of a site group with the Add and Customize Pages right for that SharePoint site. With FrontPage 2003, you can use Windows SharePoint Services and Web Parts to create data-driven Web sites. Web Parts are reusable, modular pieces of code that you can easily add to SharePoint sites. With some Web development knowledge, you can use FrontPage 2003 to create Web Parts that connect to live data from a variety of sources. For example, to add current company sales data to your SharePoint site, you can use FrontPage 2003 to create a Web Part that is linked to your company sales database.

Editing and control

Creating data-driven Web sites

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Microsoft Office Outlook 2003

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Calendar and contacts synchronization with Outlook 2003 Integration with Outlook 2003 allows you to use calendars, contact lists, and alerts to manage SharePoint sites. You can synchronize your data in Microsoft Office Outlook 2003 with data from Windows SharePoint Services, so you can keep a local copy of the team calendars and contact lists from your team's SharePoint site. Calendar synchronization with Outlook 2003 only works in one directionfrom Windows SharePoint Services to Outlook 2003. After you synchronize your Outlook calendar with a team calendar on a SharePoint site, you can work offline and view the synchronized data side-by-side with other personal calendars or shared calendars. Windows SharePoint Services automatically updates the synchronized data in Outlook 2003 when you connect to the SharePoint site, so your calendar data stays current. This feature can help you be more productive, especially if you are a mobile user. You can quickly create a contact list in Windows SharePoint Services by importing contacts from the global address list in Outlook. To add items to SharePoint lists such as calendars and contact lists, you must be a member of a site group with the Add Items right for that SharePoint site. Windows SharePoint Services uses Alerts to notify you about important events and changes to the SharePoint site. For example, you can choose to be informed by e-mail when a document is published to your team document library. These e-mail alert messages have special headers to inform Outlook 2003 that they are Alerts from Windows SharePoint Services. You can now use a single user interface in the Rules and Alerts dialog box to manage Alerts from different SharePoint sites. You can use the inbox rules in Outlook 2003 to tell Outlook 2003 how to handle Alerts. For example, you can choose to move Alerts to a special folder, forward them to a mobile device, or store them in a file. To add alerts, you must be a member of a site group with the View Items right for that SharePoint site.

Alerts integration

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Module 8: Managing SharePoint Products and Technologies

Microsoft Office Project, InfoPath and OneNote 2003

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Microsoft Office Project Server 2003 Microsoft Office Project 2003 is a powerful enterprise project management application that companies can use to manage and track projects and resources. With Microsoft Office Project Server 2003, your teams can organize, track, and manage their projects and determine which project activities were successful when the project is complete. Project Server 2003 can use Windows SharePoint Services for document libraries, issue tracking, and risk management, so Microsoft Project 2003 users can easily create, link, and track documents, issues, and risks. When you create a project, you can also automatically create a SharePoint site for project documents, issues, and risks. You can associate documents, risks, and issues with projects and with other documents, risks, and issues. Additionally, you can store project documents in document libraries to take advantage of the version tracking and document check-in and check-out features of Windows SharePoint Services. Microsoft Office InfoPath 2003 Microsoft Office InfoPath 2003 is a new information gathering program that is part of the Microsoft Office System. With InfoPath 2003, you can easily develop and deploy dynamic forms that connect people to enterprise applications and business processes, so your users can accurately and efficiently collect information using data standards defined by your company. You can use these forms to create XML-based business solutions for a variety of tasks. Windows SharePoint Services includes several integration features that you can use to take better advantage of InfoPath 2003.

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Microsoft Office OneNote 2003

Microsoft Office OneNote 2003 is a new note-taking program that is part of the Microsoft Office System. You can use OneNote 2003 to electronically gather, organize, and customize notes on laptops, desktop computers, or Tablet PC computers. You can use OneNote 2003 with Windows SharePoint Services to share portions of your notebooks with other users. When you save a section of your notes to a SharePoint site, other users can open your notes, view them, and add them to their notebooks. This provides a group notebook that the members of a team can use to share their thoughts, research, and ideas. Additionally, when you work on a shared OneNote file, OneNote 2003 displays the Shared Workspace task pane. This task pane displays information about your shared space, including a list of members of your sharing group and a list of shared documents. To add files to a library in a SharePoint site, you must be a member of a site group with the Add Items right for that SharePoint site.

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Module 8: Managing SharePoint Products and Technologies

Lesson: Planning for Performance and Capacity

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction This lesson describes the key points you should consider when determining the optimal SharePoint Products and Technologies deployment for your organization and provides hardware configuration recommendations for server farm and single-server deployments. After completing this lesson, you will be able to:
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Lesson objectives

Explain how SharePoint Portal Server supports several scale-up and scaleout strategies. Explain the potential impact of creating custom Web Parts on portal performance. Explain the amount of storage required to maintain peak portal performance. Decide between a single server and server farm deployment based on required availability, performance and organizational structure. Explain the recommended single server hardware configuration. Explain the recommended server farm hardware configuration based on performance requirements.

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Scalability

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction SharePoint Portal Server supports several scale-up and scale-out strategies to maintain throughput in a growing enterprise. Throughput can be calculated from several perspectives, including Web pages, search performance, index performance, and pages per user. SharePoint Portal Server uses multiprocessor servers and multiserver farms. Administrators can easily enlarge deployments to address changing requirements by adding hardware resources in any of the following categories:
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Processors, random access memory (RAM), and storage capacity to existing servers. Web servers. Computers running SQL Server. Search servers. Index servers.

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Performance testing

The performance of SharePoint Portal Server has been evaluated on a variety of hardware configurations including multiprocessor single servers and server farms. Different servers and farms were evaluated for total throughput using load simulation tests that executed common user operations (for example, home page view, topic view, search, team site view, and the personal view of My Page). The throughput results were compared with the total CPU capacity of the Web servers for each of the solutions. The throughput capacity of SharePoint Portal Server shows a linear increase as CPU capacity is added.

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Key resources

SharePoint Portal Server depends on several key hardware resources to ensure optimal performance. CPU capacity, RAM capacity, hard disk capacity, and network throughput are interdependent resources. A system that is light on any one of these resources will fall short of the ideal performance. The following sections provide detailed recommendations for several different deployment scenarios. Recommendation: Plan for hardware to deliver the CPU capacity and supporting resources that satisfy your requirements. The most important resource for responding to increased demand is CPU capacity.

Throughput characteristics

The throughput capacity of portal sites can be evaluated in many different ways. It is important to understand the throughput characteristics that have the most significant impact on the performance of a portal deployment. Web page throughput Web page throughput is a complex metric that can be difficult to measure, understand, and plan for. Usage that drives Web page throughput can vary greatly from hour to hour and from day to day. SharePoint Portal Server is designed to provide a high-performance solution that can accommodate dramatically varying throughput needs. Conservative recommendations for capacity planning assume that, on average, the portal deployment runs at 10 percent of total capacity. This enables the deployment to successfully respond to unusual high-demand periods. Recommendation: Plan for a portal deployment that on average uses no more than ten percent of the total portal deployment's capacity. Search throughput The number of content searches that are executed per second can generally be modeled as a percentage of the total Web page throughput. Conservative recommendations provided for capacity planning assume that ten percent of all Web page views result in content searches. Recommendation: Plan for ten percent of all Web page views to result in content searches. Index throughput The rate of updating the content index depends on the rate at which content is changing across the organization. In general, you can assume that ten percent of the entire corpus must be updated in the index every 24 hours. While it is extremely rare for ten percent of content to actually change every 24 hours, this recommendation allows the portal site to complete both large additions of content and strategic full updates of the index in a timely fashion. Recommendation: Plan for index throughput capable of updating ten percent of the entire corpus in the index every 24 hours.

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Estimating the number of pages per user Many models and formulas are available to help estimate the number of pages per second that are required to support a given number of users. However, it is often not clear what the term number of users means for an organization. It is common to refer to the number of users that could potentially use the portal site as the number of named users. It is also common to refer to the number of users that may be actively using the portal as the number of simultaneous users. It is extremely difficult to make a reliable prediction of the number of simultaneous users, or the number of pages per second required to support them. For example, if an organization has 50,000 members, and they all have security permissions to access the portal, then the number of named users is 50,000. If, at peak periods of operation, five percent of the organization is actively using the portal site, then the number of peak simultaneous users is 2,500. If these 2,500 simultaneous users are viewing two pages every minute, then the portal site needs to serve 50 pages per second during peak demand periods. Recommendation: Unless better data is available for your organization, expect that every 1,000 users will require one page per second peak throughput. For example, 50,000 users will require 50 pages per second peak throughput.

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Module 8: Managing SharePoint Products and Technologies

Custom Web Parts

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction SharePoint Products and Technologies are designed and engineered to ensure optimal use of Web server and SQL Server resources. It is very easy for organizations to deploy custom Web Parts that dramatically increase the use of Web server or SQL Server resources. These custom Web Parts, however, have the potential to reduce the throughput capacity of a portal deployment significantly. You should carefully test custom Web Parts to ensure that they make efficient use of resources and will not have a negative impact on the SharePoint Products and Technologies deployment. You can test Web Parts by using code profiling, database profiling, or load simulation. You can find more information about code profiling Web applications with Microsoft Visual Studio .NET in the Microsoft Press book Performance Testing Microsoft .NET Web Applications and on the Microsoft Developer Network (MSDN) at ASP.NET Optimization. You can find more information about profiling database applications in the Microsoft Press book Microsoft SQL Server 2000 Performance Tuning Technical Reference and on MSDN at Optimizing Database Performance. Microsoft Press books and MSDN also provide information about load simulation. Recommendation: Test all custom Web Parts carefully by using code profiling, database profiling, and load simulation before deploying to production servers.

Testing custom Web Parts

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Storage

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction SharePoint Portal Server stores data in SQL Server and stores full-text indexes in the file systems on search and index servers. In general, the most important characteristic in determining the amount of storage space required is the total size of the documents stored on the portal site and the total size of the documents included in the portal site index. The computer running SQL Server should have sufficient disk space to store 200 percent of the total size of all documents stored within the portal site. If you keep multiple versions of each document, you should include these in the total number of documents stored within the portal site. A site that stores the last five versions of each document may appear to be using only 10% of its available capacity. SharePoint Portal Server uses the number of Portal and Web sites as a limiting measure, however in SQL, database size is used as the limiting measure. In order to keep your SharePoint Portal Server from attempting to overload your databases, you need to put a quota on each site, limit the sites per DB and then do the math to find the maximum size SQL database that you will require. Search server storage requirements Index server storage requirements Each search server should have sufficient disk space to store 50 percent of the total size of all documents included in the portal site index. Each index server should have sufficient disk space for 25 percent of the total size of all documents included in the indexes on that server.

SQL Server storage requirements

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Module 8: Managing SharePoint Products and Technologies

Deciding Between Single Server and Server Farm Deployment

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Deciding to deploy a server farm Several different factors can influence your decision to deploy SharePoint Portal Server on a single server or server farm. These factors include:
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Reducing the amount of time that portal services are unavailable As a central source for important business information and applications, portal deployments frequently serve as an important resource for an organization and can be classified as "mission critical." Many organizations choose to deploy a server farm to ensure availability of the portal site regardless of actual throughput requirements. Organizations should consider deploying a server farm if they classify the portal site as a critical resource.

Accommodating increases in throughput A single server deployment may be the limiting factor for throughput on a fast network.

Accommodating organizational structure and enforcing security policy Depending on the divisional structure and geographic locations in an organization, multiple server farms may be needed. Dedicated farms supporting specific types of SharePoint sites will interest organizations that have the following requirements: Addressing throughput requirements for the portal and team Web sites independently Enforcing different security and customization standards for the portal and the team Web sites Addressing the need for a large number of portal sites or centralized personal sites by using shared services

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Recommendations for a Single Server Deployment

*****************************ILLEGAL FOR NON-TRAINER USE****************************** Introduction Built on the foundation of Windows Server 2003, SharePoint Portal Server extends Windows SharePoint Services by adding entire classes of functionality to the enterprise, connecting people, teams, and knowledge across business processes. The scalable and distributed architecture can be deployed on a single server or server farm, by using top-down or bottom-up deployment, and in a centralized or decentralized model. The flexible deployment model, together with significant enhancements in scalability, performance, availability, and manageability, enable enterprise business solutions to start small and grow with your organization's needs. General recommendation for single server deployment SharePoint Portal Server delivers a very powerful and flexible portal solution. Many organizations will be able to address all of their deployment requirements with one server. Hardware to support single-server deployments of SharePoint Portal Server should have the following characteristics:
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At least 1 GB of RAM. At least 100 GB of available hard disk space. A 2 GHz (minimum) Pentium 4 processor.

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Module 8: Managing SharePoint Products and Technologies

Such a server will be able to provide the following processing capabilities:

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Process 20 Web pages per second. Process two search queries per second. Index five documents per second. Store more than 100,000 documents. Include more than 1 million documents in indexes. Host more than 10,000 team and personal sites.

Note The virtual PCs on the class room instructor and student computers do not meet this recommended hardware level.

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Recommendations for a Server Farm Deployment

*****************************ILLEGAL FOR NON-TRAINER USE****************************** General recommendations for farm deployments You can deploy SharePoint Portal Server on server farms to address the performance, scale, and high-availability needs of very large organizations. Servers that are part of server farm deployments of SharePoint Portal Server should meet the following specifications:
Server Type Web server RAM 1 GB Hard Disk 50 GB CPU 1 GHz for every 10 pages per second (or for every 10,000 named users) 25 percent total GHz of all Web servers 1 GHz for every 20 pages per second 1 GHz for every 1 million indexed objects

SQL server computer Search server Index server

4 GB

200 percent of total document storage requirements 50 percent of total indexed document space 25 percent of total indexed document space

4 GB 2 GB

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Module 8: Managing SharePoint Products and Technologies

Minimum HighAvailability Solution

The smallest highly available SharePoint Portal Server server farm topology consists of two Web servers that also service search requests, two clustered computers running SQL Server, and a dedicated index server. The following is a recommended hardware configuration:
Server Type Web and Search servers SQL Server computer Index server RAM 2 GB 2 GB 2 GB Hard Disk 200 GB 200 GB 200 GB CPU 2x2 GHz Pentium 4 2x2 GHz Pentium 4 2x2 GHz Pentium 4

Such a topology should be able to meet or exceed the following levels of support:
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Process 80 Web pages per second Process eight search queries per second Index ten documents per second Store one million documents Include five million documents in indexes Host 50,000 team and personal sites

Scalability for the Very Largest Organizations

You can significantly expand the previously described levels of support by adding one or more of the following hardware resources:
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CPUs on existing servers Additional servers to existing single server or server farm topologies Dedicated server farms for portal or team sites Dedicated server farms for central shared services and personal sites

It will be possible to increase the levels of support described here for the minimum high-availability solution by approximately a factor of ten.