Eric Legault, May 2009 - Power Features, Cool Tools and Hot Tips with SharePoint

8/14/2019 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

Eric Legault, May 2009 - Power Features, Cool Tools and Hot Tips with SharePoint

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Transcript of Eric Legault, May 2009 - Power Features, Cool Tools and Hot Tips with SharePoint