sharepoint tips and tricks
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Cards on the tableSharePoint 2010 user
Intranet
PollCurrent 2010 users?
Current 2007 users?
Other?
Intranet?
Public facing site?
MigrationRules based bulk file importing:
Using 2010’s “Content Organizer” feature, bulk file imports can be routed to appropriate SP libraries.
Ex. Files in a share tagged with “circulation” will be automatically routed into the Circulation SP dpcument library
To the cloud!SharePoint is available as a SAS
Pricing per user
Most of the functionality of locally installed SP
Forrester Research says 2010 online viable option for enterprises*
*http://www.forrester.com/rb/Research/sharepoint_2010_more_viable_cloud_option/q/id/56010/t/2
Design
Be conventional
http://www.webstyleguide.com/wsg3/3-information-architecture/4-presenting-information.html
Design……will help drive adoption. Make your SP sites
LOOK GOOD!
http://www.surl.org/usabilitynews/112/aesthetic.asp
Design…“users rated the sites with high appeal as more
interesting, easier to use, easier to navigate, more accurate, more trustworthy, and overall
more satisfying than the low appeal site…even though the site they were using was
manipulated to have poor usability”
http://www.surl.org/usabilitynews/112/aesthetic.asp
Who’s a pretty site? Invest in design as Sharepoint out of the box is
very SharePoint-y
Create themes for sharepoint in PowerPoint and save as .thmx file
Upload to Sharepoint Themes gallery
Changing fontsCaveat!
Format Text will show both allowed (Theme) fonts and non allowed fonts (Fonts).
Even though you can see (Fonts) you can’t apply them!
Social
Tag, You’re It!Keyword insonsistencies? Fix ‘em!
In SharePoint, click the Site Actions menu and select Site Settings.
Under the Site Administration heading, click “Term store management.”
Expand the System term store and then the Keywords.
Navigate to any items that you would like to change.
Click the item, twice. It becomes editable.
Enter any changes you want to make.
CloudyAdd a tag cloud web part to a page:
From a page…
Page tab > Edit >
Click where you want the cloud and…
Insert > Web Part > Categories> Social Collaboration> Web Parts> Tag Cloud
The user(s) have spoken!
Enable user ratings!
General settings> Ratings >Allow
In rated libraries, users can sort by rating.
Floats useful content up and engages users!
Don't Use Spaces When Naming Things in SharePointWhy?
http://sharepoint/Shared%20Documents/Lib%20Qual/Final %20data.xlsx
Content
Sharing mediaDefault max file size is 50mb
To change: Central Administration -> Application Management
-> Manage Web Applications
Can change up to 2047mb
Beware that large media files can negatively impact overall SP performance
Picture metadata importSP will automatically import some picture
metadata:
Title Date Keywords Comments Subject
PDFsBy default will NOT open inline. To enable:
Web Applications General Settings > Browser File Handling > Set to “Permissive”
Caveat: Is all or nothing!
Add a Google map
Abridged instructions:
1. Create the map and get the
embed code
2. Add as web part
Add a Google map
get the code for a Google map, and:
1. place the cursor where you want to add a Content Editor Web Part.
2. In the Editing Tools group on the ribbon, click the Insert tab.
3. Click Web Part.
4. Click the Media and Content category, and then click Content Editor.
5. Click Add.
6. In the Content Editor Web Part, click Click here to add new content.
7. In the Format Text tab of the ribbon, click HTML, and then click Edit HTML Source.
8. In the HTML Source window, paste the code for the embeddable map, and then click OK.
9. On the Page tab on the ribbon, click Save & Close.
Search
Search
Search in 2010:
Boolean …and wildcards (librarian cheer!?!)
Note:
Defaults to OR-ing terms
Booleans have to be capitalized
Federated search(Windows 7)
Not only search SP from desktop but search ANY OpenSearch compatible site…like Bing!
Opensearch.org
Search SP from your desktop(Windows 7)
1. Download search connector:http://technet.microsoft.com/en-us/library/ff899315.aspx#BKMK_O14AsAFedProvider
2. “Add” search connector
3. Begin searching!
Search, the backendCrawl rules can be set using regular
expressions
Provides admins with ability to highly refine what’s crawled and therefore what’s searched
HR info?
Personal sites?
Turn on and use managed metadata……makes search more reliable and results more
relevant
Links and searchUsing “link to document” as opposed to just
“link”
Enables search to filter out broken links will actually link directly to the external site, rather
than to an internal SharePoint list item (eliminates extra step)
Globally managed metadataTurn on global managed metadata in Central
Administration.
From there you create managed term sets that can be used in the managed metadata columns in a list or library.
Across ALL site collections
SynonymsCan designate synonyms, but can also use to
semantically link items
Your “budget” used to be part of your “planning” document
“budget” and “planning” can be semantically linked
Organization
DropboxCan create a global drop off library and create
rule(s) to automatically route documents to specific libraries based on type, metadata* Easier, more efficient for staff
*required SP’s managed metadata service be running
We go together…Take advantage of the “document sets” feature
Allows you to act on a group of documents as a whole*
Example: presentation to library board PowerPoint Word document Spreadsheet
Applies to: Version Control Security Metadata Workflows
Security versus themeWhen in doubt group documents from a
business (or end user) perspective, not a security one
Semantics trump security
If need be you CAN set item level permissions Though best practice is to not do too much of that
Mobile
How will this mobilize?Add “?mobile=1” to the end of a SharePoint URL
to see how it will render on mobile*
*works for most but not all SP URLs
SP on an iPad?Disable the automatic mobile redirect
set the isMobile attribute to “false” in SharePoint 2010’s compat.browser file*
* Lives at <system>\inetpub\wwwroot\wss\VirtualDirectories\80\App_browsers\compat.browse
Adoption
Baby steps…Get the best of both worlds by applying an
Approval Workflow to a wiki
Mission criticalCreate SharePoint only content
Make your SP site…staff default homepage
Different pages for different groups
Tips to share?War stories?
Thank you