Eric Legault, May 2009 - Power Features, Cool Tools and Hot Tips with SharePoint
Transcript of Eric Legault, May 2009 - Power Features, Cool Tools and Hot Tips with SharePoint
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Eric Legault (MVP:Outlook)
Blog: blogs.officezealot.com/legault
Web site: www.collaborativeinnovations.ca
http://blogs.officezealot.com/legaulthttp://www.collaborativeinnovations.ca/http://www.collaborativeinnovations.ca/http://blogs.officezealot.com/legault -
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Todays Agenda
Content Types The Fantastic 40
Connecting To SharePoint
Taking your SharePoint content Offline
Tips and Tricks and Tools
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Housekeeping
Bathrooms out the door and to your leftfor men
Break at 7
Done by 8 Questions are encouraged!
Speak loudly please
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Content Types
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Content Types
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Content Types
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The Skyscraper MetadataStrategy
Information Skeleton
Content Type
Content Type
Content Type
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Rapid Storage vs. RapidRetrieval Conflict between the speed at which an
item can be retrieved and the speed atwhich the item is stored
Easy to use just a file name (File -> Save-> OK)
Difficult to find title from thousands offiles
Storage is easy, retrieval is difficult
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The ClassificationConundrum Define numerous Content Types with
many required fields
Retrieval is easy
Limit search to Content TypeSearch on specific metadata
hhhh
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Um...AhhhhFuhgeddaboudit
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Overcompensating...
May take several minutes ofcategorization and data entry to save adocument
Unlikely that users will cope withadditional load
They will circumventthe systemSave locally or not at all!
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K.I.S.S.
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Metadata Consistency
Often, the same metadata item is calleddifferent things by differentdepartments within an organization
sometimes each use the same word orphrase to refer to different information
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The BardsWisdom
ll a rose by any other nam
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Develop a CommonVocabulary Names are ingrained within the corporate
culture
Arriving at a clear, consistent vocabulary is
difficult Establishing consensus is essential to
improving comprehension
Combine terms with / or to solve short
term issues One will win out over time drop the loser
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Heteronym Hell
Same word, different meanings Content Types are no different... Some orgs describe two different types of
metadata with the same label Rely on context clues Is a customer the direct client/buyer? Or
the end user/consumer?
Is a product the product family/line, or theSKU? Avoid generic terms
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MetadataMetamorphosis As the environment of the organization
change so does the organizations need toorganize data
Similar to issues with OLAP solutionsData structure evolvesChallenge for architects need to maintain
clear meaning of values over time
New regulations
Corporate restructuring Metadata strategy must adapt
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Content Types -Overview
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Content Types: In Use
Choose which Content Type you want to create anitem from Content will inherit all columns/settings/workflows
from the Content Type, even if the Library doesntdefine them
Define multiple Content Types in one Library Search on specific Content Types
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Content Types:Management
Top-level site galleryChild sites inherit
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Content Types: Creating Name / Description Parent Content Type Group
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Content Types: Metadata Existing Site Columns
New Site Column
C t t T
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Content Types:Document Templates
Use Document Templates to avoid Copy DocumentSyndrome
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Content Types: Policy Policy enforcement
Capabilities Labels
Auditing
Expiration
BarcodesCustom
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Document
InformationPanel
InfoPath 2007Form
Requires Office2007
Content Types: The DIP
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Content Types BestPractices Inventory your Document Types first!
Note common properties/meta data forimplementation as site columns
Document types with the largest set ofshared properties are ideal for baseContent Types
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All other Document types that share thesame largest common grouping offields, but have one or more different
columns, are ideal for child ContentTypes
Decide on the most appropriate data typefor columns early changes will
destroyvalues in that field when thechanges propagate if inheritanceupdates are enabled
Content Types BestPractices
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DEMODEMOContent Types
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All 40
Site Admin Templates Server Admin TemplatesBoard of Directors Absence Request and Vacation Schedule Management
Business Performance Reporting Budgeting and Tracking Multiple Projects
Case Management for Government Agencies Bug Database
Classroom Management Call Center
Clinical Trial Initiation and Management Change Request Management
Competitive Analysis Site Compliance Process Support Site
Discussion Database Contacts Management
Disputed Invoice Management Document Library and ReviewEmployee Activities Site Event Planning
Employee Self-Service Benefits Expense Reimbursement and Approval
Employee Training Scheduling and Materials Help Desk
Equity Research Inventory Tracking
Integrated Marketing Campaign Tracking IT Team Workspace
Manufacturing Process Management Job Requisition and Interview Management
New Store Opening Knowledge Base
Product and Marketing Requirements Planning Lending Library
Request for Proposal Physical Asset Tracking and Management
Sports League Project Tracking Workspace
Team Work Site Room and Equipment Reservations
Timecard Management Sales Lead Pipeline
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Installing the Fantastic40ECHO ON
REM - Needed for all solutionsstsadm -o addsolution -filename "C:\Temp\ApplicationTemplateCore.wsp"
stsadm -o deploysolution -name "ApplicationTemplateCore.wsp"-allowgacdeployment -immediate
stsadm -o addsolution -filename "C:\Temp\AbsenceVacationSchedule.wsp"
stsadm -o deploysolution -name "AbsenceVacationSchedule.wsp"
-allowgacdeployment -immediatestsadm -o addsolution -filename
"C:\Temp\BudgetingTrackingMultipleProjects.wsp"
stsadm -o deploysolution -name "BudgetingTrackingMultipleProjects.wsp"-allowgacdeployment immediate
Etc. Add the Site Admin templates manually to Site Collection galleries
Eric Legault My Eggo: Batch Installing the WSS 3.0 ApplicationTemplates
http://blogs.officezealot.com/legault/archive/2007/06/18/20420.aspx
http://blogs.officezealot.com/legault/archive/2007/06/18/20420.aspxhttp://blogs.officezealot.com/legault/archive/2007/06/18/20420.aspxhttp://blogs.officezealot.com/legault/archive/2007/06/18/20420.aspx -
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DEMODEMOThe Fantastic 40
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Linking SharePoint Lists toOutlook
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Linking Lists in Excel
Excel 2003 offers two-way synch Updating SharePoint Lists in Excel 2007 is
deprecated Existing files from Excel 2003 load and continue to
support update functionality when opened in Excel
2007. Lists that link to a SharePoint site are converted to
read-only tables when you save existing files to thenew Open XML file formats.
It is still possible to publish a table to SharePoint lists;
however, this is a one-time write operation toSharePoint
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Linking is back in Excel2007 Use a VBA macro
http://support.microsoft.com/default.aspx/kb/930006 Install an add-in
Excel 2007 Add-in: Synchronizing Tables withSharePoint Lists:http://www.microsoft.com/downloads/details.aspx?familyid=25836e52-1892-4e17-ac08-5df13cfc5295&displaylang=e
See also Publishing and Synchronizing Excel2007 Tables to SharePoint Lists -http://msdn.microsoft.com/en-us/library/bb462636(office.11aspx
Cons: cannot link to existing Lists
http://support.microsoft.com/default.aspx/kb/930006http://www.microsoft.com/downloads/details.aspx?familyid=25836e52-1892-4e17-ac08-5df13cfc5295&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?familyid=25836e52-1892-4e17-ac08-5df13cfc5295&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?familyid=25836e52-1892-4e17-ac08-5df13cfc5295&displaylang=enhttp://msdn.microsoft.com/en-us/library/bb462636(office.11).aspxhttp://msdn.microsoft.com/en-us/library/bb462636(office.11).aspxhttp://msdn.microsoft.com/en-us/library/bb462636(office.11).aspxhttp://msdn.microsoft.com/en-us/library/bb462636(office.11).aspxhttp://www.microsoft.com/downloads/details.aspx?familyid=25836e52-1892-4e17-ac08-5df13cfc5295&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?familyid=25836e52-1892-4e17-ac08-5df13cfc5295&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?familyid=25836e52-1892-4e17-ac08-5df13cfc5295&displaylang=enhttp://support.microsoft.com/default.aspx/kb/930006 -
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Editing SharePoint Lists inAccess
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Connecting SharePoint Datain InfoPath
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Tips and Tricks
The most important folder ever:C:\Program Files\Common Files\MicrosoftShared\web server extensions\12\
Get to know stsadm.exeAdd to Path system variable
Use stsadmWin if you dont know thecommands and as a learning tool
SharePoint ManagerUseful for digging out properties
Tree view of entire farm
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Best Practices
Use named service accountsE.g. sharepointservice, mossservice, sqlservice,
sspservice
Change service account passwords AT YOURPERIL!!!
Practice installing Farms, SSPs and Web Appson Virtual Servers
Practice backups Rename servers and join to a different domain
AT YOUR PERIL!!!Use stsadm o renameserver oldservernameMOSS1-newservername MOSS2
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DM and CollaborationBest Practices
Folders SUCK Use Content Types
PLAN AHEAD!!!
Use AD groups for permissions Add to SharePoint groups
Default SP groups are ROLE based (e.g.Contributors, Readers)
Modify role rights when required E.g. create Super Reader (can add and
update, but not delete)
d ll b i
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DM and CollaborationBest Practices Plan your Portal and Site Collections
Portals are great for org wide IntranetsSite Collections are great for Depts and
Divisions
Gather requirements from EACH team,project, department, division, etc.Find the group champion, get them involvedEncourage playing in sandbox sites
Know the pros and cons of using the
Collaboration Portal templateGreat central aggregator and meeting placeNot good for creating dept and division sites
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Colligo for SharePoint
ll f h
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Colligo for SharePoint( )CFS
FeaturesSynchronizes multiple SharePoint sites to desktopInitiate sync from IE, then background sync
Supports Document & Picture Libraries
Supports Custom Metadata & Views
Supports Custom & Standard Lists
Very small (5 MB) .NET 2.0 Client, no server installation
Familiar Interface - Little or No Training Required forEnd Users
Search local SharePoint cache with Windows DesktopSearch
Use Cases
Rich client user experience vs. browser (used as primarySP interface)
Works offline as well as online
Archiving/Sharing emails in SharePoint
D kt C ll b ti
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Desktop CollaborationTools for SharePoint
SharePoint DesktopClient
Outlook Add-in
Email/Document Drag-and-DropOffline Access / Online Synchronization
&C lli C t ib t
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&Colligo ContributorOffice 07
Requirements SharePoint+ Outlook2007
SharePoint+Groove 2007
SharePoint+ ColligoContributor
Drop content into Doc Libs throughOutlook folders
Offline cache, 2-way sync of customlists Offline cache, 2-way sync ofdocument libraries
Apply standard and custom metadataat time of capture
Automatically extract email messageproperties to metadata
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Solution Benefits
Scenario Examples
Improving performance of SharePoint overWAN
Remote officesNetworks with high latency
Supporting offline use of SharePoint
Mobile workers(e.g. sales, field services, etc.)
Migrating Exchange Public Folders toSharePoint
User-based migrationthrough Outlook
Email collaboration or
archival in SharePoint
Compliance and retention
Project collaboration
SharePoint as an ECM / DM solution Information workers(e.g. professional services firms)
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Cool Tools
stsadmWin -http://blogs.msdn.com/ronalus/archive/2007/01/04/stsadmwi
SharePoint 2007 Test Data Population Tool -http://www.codeplex.com/sptdatapop
SharePoint Tips Utility Pack -
http://www.codeplex.com/spstipsUtilityPack SharePoint Manager 2007 (keutmann's blog) -
http://www.sharepointblogs.com/keutmann/default.aspx SharePoint 2007 Features Pack -
http://features.codeplex.com/
SharePoint Tool Basket -http://sptoolbasket.codeplex.com/
http://blogs.msdn.com/ronalus/archive/2007/01/04/stsadmwin-has-an-2007-version.aspxhttp://www.codeplex.com/sptdatapophttp://www.codeplex.com/spstipsUtilityPackhttp://www.sharepointblogs.com/keutmann/default.aspxhttp://features.codeplex.com/http://sptoolbasket.codeplex.com/http://sptoolbasket.codeplex.com/http://sptoolbasket.codeplex.com/http://features.codeplex.com/http://www.sharepointblogs.com/keutmann/default.aspxhttp://www.codeplex.com/spstipsUtilityPackhttp://www.codeplex.com/sptdatapophttp://blogs.msdn.com/ronalus/archive/2007/01/04/stsadmwin-has-an-2007-version.aspx -
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SharePoint Features Pack
Log Viewer Print List
Toolbar Manager
Content Type Hierarchy
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SharePoint Tool Basket
SharePoint Document Rating SPForms Designer
SPFeature Explorer
SPContentType Explorer List Columns Manager
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Cool Tools
Microsoft SharePoint Administration Toolkit -http://www.microsoft.com/downloads/details.aspx?familyid=412A9EF1-3358-4420-B820-0CA3F4641651&displaylang=
SharePoint Capacity Planning Tool -
http://www.microsoft.com/downloads/details.aspx?FamilyId=DBEE0227-D4F7-48F8-85F0-E71493B2FD87&displaylang
Microsoft Best Practices Analyzer -http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID
=cb944b27-9d6b-4a1f-b3e1-778efda07df8 Planning worksheets for Office SharePoint Server
2007 -http://technet.microsoft.com/en-us/library/cc262451.aspx
http://www.microsoft.com/downloads/details.aspx?familyid=412A9EF1-3358-4420-B820-0CA3F4641651&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?familyid=412A9EF1-3358-4420-B820-0CA3F4641651&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?familyid=412A9EF1-3358-4420-B820-0CA3F4641651&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?FamilyId=DBEE0227-D4F7-48F8-85F0-E71493B2FD87&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?FamilyId=DBEE0227-D4F7-48F8-85F0-E71493B2FD87&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?FamilyId=DBEE0227-D4F7-48F8-85F0-E71493B2FD87&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8http://technet.microsoft.com/en-us/library/cc262451.aspxhttp://technet.microsoft.com/en-us/library/cc262451.aspxhttp://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb944b27-9d6b-4a1f-b3e1-778efda07df8http://www.microsoft.com/downloads/details.aspx?FamilyId=DBEE0227-D4F7-48F8-85F0-E71493B2FD87&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?FamilyId=DBEE0227-D4F7-48F8-85F0-E71493B2FD87&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?FamilyId=DBEE0227-D4F7-48F8-85F0-E71493B2FD87&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?familyid=412A9EF1-3358-4420-B820-0CA3F4641651&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?familyid=412A9EF1-3358-4420-B820-0CA3F4641651&displaylang=enhttp://www.microsoft.com/downloads/details.aspx?familyid=412A9EF1-3358-4420-B820-0CA3F4641651&displaylang=en