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Using External Data SharePoint Saturday 2012

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Slide presentation from the Orlando SharePoint Saturday on June 9, 2012

Slide presentation from the Orlando SharePoint Saturday on June 9, 2012

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  • 1. My Published Books 0 User’s Guide to the Apple ][ - 1983 0 FoxPro 2 Programming Guide – 1992 0 Debugging and Maintaining FoxPro – 1992 0 Using Visual FoxPro 3.0 – 1995 0 Using Visual FoxPro 5.0 – 1996 0 Office and SharePoint User’s Guide – 2007 0 Office and SharePoint User’s Guide – 2010 Speaker at: SQL Saturday – The Original, 4, 8, 10, 15, 16, 21, 32, 38, 49, 62, 74 Code Camp – Orlando – 2009, 2010, 2011 SharePoint Saturday Tampa 2011 SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 2 Antonovich
  • 2. What is External Data in SharePoint?0 External Data can come from a variety of sources outside of SharePoint but which you want to use in SharePoint either as a separate list, as part of an existing list, in libraries, and together with other Microsoft Office tools that work with SharePoint. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 3 Antonovich
  • 3. External Data PreRequesites 0 Business Connectivity Services (BCS) – Available in all versions of SharePoint 0 An external data source such as SQL Server 0 One or more of the Microsoft Office 2010 products SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 4 Antonovich
  • 4. What We Will Demo 0 Creating a simple External Content Type for use within SharePoint. 0 Use the External Content Type in a External List 0 Use the External Content Type as a lookup source for an existing Custom list. 0 Display external data in Outlook. 0 Use External Content Type in a Word Template. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 5 Antonovich
  • 5. What You Cannot Do with an External List 0 You cannot switch to datasheet mode 0 You cannot create new columns for an External List 0 You cannot export data to Excel 0 You cannot define a RSS feed 0 You cannot assign a workflow to the list SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 6 Antonovich
  • 6. What You Cannot Do with an External List cont. 0 You cannot create folders and store items in folders. 0 You cannot have attachments 0 There is no version history 0 You cannot define item level permissions 0 You cannot modify the form using InfoPath SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 7 Antonovich
  • 7. Demo 0 Creating an External List SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 8 Antonovich
  • 8. Business Data Connectivity Service In Central Administration, make sure that the Business Data Connectivity Service is started. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 9 Antonovich
  • 9. Open Site in SharePoint Designer SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 10 Antonovich
  • 10. Select the External Content Types area and then click External Content Type in the File ribbon SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 11 Antonovich
  • 11. Set the properties of the External Content Type including the Name, Display Name, Office Item Type, Offline Sync for External List and External System SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 12 Antonovich
  • 12. Select Your Data Source SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 13 Antonovich
  • 13. Select a Table or View and Specify Operations to Create SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 14 Antonovich
  • 14. The first screen of the wizard is informational and remind you what operations you are about to create. However SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 15 Antonovich
  • 15. The second screen of the wizard shows all the fields in the table or view. You can select to include or not include individual fields and to define other properties of each field. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 16 Antonovich
  • 16. Define which fields from the table or view will appear in the Picker list when allowing the user to select a record from the External Content Type such as when an External Content type is added to a custom list or library as a external data field. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 17 Antonovich
  • 17. For the first example, we will not add a filter Click Finish on the Wizard and then Save the ECT. By default, an External List displays only the first 200 records from a External Content Type. You can use filters to change the number of records retrieved or define a subset or you can leave the default. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 18 Antonovich
  • 18. After saving the External Content Type Definition, you need to go into Central Administration again to at least select: Set Permissions to determine who can use the External Content type. Creating a profile page is option, but is used to display all of the data associated with a specific record from the external content type. Before you can create a Profile Page, you must first create a Profile site where the Profile pages are stored. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 19 Antonovich
  • 19. Set the permissions for the External Content Type by individual users or Active Directory groups. For example, you could grant execute rights without giving the user rights to edit or set additional permissions. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 20 Antonovich
  • 20. After you have created the External Content Type and have assigned permissions to the ECT, you can create a new External List on your site to use it. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 21 Antonovich
  • 21. Under Data Source Configuration, select the rightmost button to display andselect from a list of the possible External Content Types you have defined within the current site collection. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 22 Antonovich
  • 22. After defining the External List, SharePoint will display the data SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 23 Antonovich
  • 23. Adding External Data to an Existing Custom List SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 24 Antonovich
  • 24. Open the list where you want to use the External data and from the List ribbon, select List Settings. Click on Create Column in the Columns section of the List Settings page. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 25 Antonovich
  • 25. After selecting the Column Type: External Data, you can click the rightmost button for External Content Type to display and select from a list of available External Content Types. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 26 Antonovich
  • 26. You need to pick a field that will appear in the column you just created, but you can select additional fields from the External Content Type to be displayed in the record. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 27 Antonovich
  • 27. Share an External Content Type with Outlook as Contacts SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 28 Antonovich
  • 28. Begin by creating a new External Content Type like before, but select Contact as the Offline Sync for External List. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 29 Antonovich
  • 29. Select the table or view and then select the fields you want to include and define their properties SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 30 Antonovich
  • 30. Set Parameter Properties for each field you want to include. Remember one field must be used as the identifier column (unique) and one or more fields can be used by the Picker SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 31 Antonovich
  • 31. When sharing data with Outlook, you must map at least the first name and last name or the full name fields to the corresponding fields in the Outlook field types for the linking to work. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 32 Antonovich
  • 32. Again you can define filter parameters. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 33 Antonovich
  • 33. Define Filter: • Comparison • Limit • Wildcard SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 34 Antonovich
  • 34. Save Set Type Properties SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 35 Antonovich
  • 35. Build a External Data List. Select Connect to Outlook from the List ribbon. Result appears in SharePoint External Lists within Outlook SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 36 Antonovich
  • 36. Example of External Data Surfaced in Outlook SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 37 Antonovich
  • 37. Use External Data with a Document Library SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 38 Antonovich
  • 38. Using the same External Content Type as we used for Outlook, create a new document library. Add a custom column and define it as an External Data Type. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 39 Antonovich
  • 39. Now when you upload a document, one of the properties you must fill in is the linking External Content type field, Content Name in this case. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 40 Antonovich
  • 40. When you select a name from the External Content Type, the default field (Full Name in this case) appears and any additional columns are included as read-only metadata. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 41 Antonovich
  • 41. Using External Data in a Word Document from a SharePoint Library SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 42 Antonovich
  • 42. Begin with a basic Share Documents library, add a column with the type External Content Type. Then open the Advanced Settings page of the Library Settings. Click Edit Template SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 43 Antonovich
  • 43. Use Quick Parts when defining the template and open the Document properties to select fields from the External Content Type. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 44 Antonovich
  • 44. Create a New Document from the Edited Template SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 45 Antonovich
  • 45. You can select items from the Pick List or if you defined Wildcard filters, you can enter partial text to display any records that contain that text in the primary field. SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 46 Antonovich
  • 46. After New Document is saved, metadata appears in the library SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 47 Antonovich
  • 47. GOT QUESTIONS? SharePoint Saturday - Orlando 2012 - Michael P.6/09/2012 48 Antonovich
  • 48. Thank YouDon’t forget to fill out yourevaluations.Mike@micmin.orgSharePoint Book Site: http://SharePointMike.WordPress.com SharePoint Saturday - Orlando 2012 - Michael P. 6/09/2012 49 Antonovich

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