SharePoint: Tips &  Tricks<br />Jeff Wisniewski<br />jeffw@pitt.edu<br />
Cards on the table	<br />SharePoint 2010 user<br />Intranet<br />
Poll<br />Current 2010 users?<br />Current 2007 users?<br />Other?<br />Intranet?<br />Public facing site?<br />
Migration	<br />Rules based bulk file importing:<br />Using 2010’s “Content Organizer” feature, bulk file imports can be r...
To the cloud!<br />SharePoint is available as a SAS<br />Pricing per user<br />Most of the functionality of locally instal...
Design<br />
Be conventional<br />http://www.webstyleguide.com/wsg3/3-information-architecture/4-presenting-information.html<br />
Design…	<br />…will help drive adoption. Make your SP sites LOOK GOOD!<br />http://www.surl.org/usabilitynews/112/aestheti...
Design…	<br />“users rated the sites with high appeal as more interesting, easier to use, easier to navigate, more accurat...
Who’s a pretty site?<br />Invest in design as Sharepoint out of the box is very SharePoint-y<br />Create themes for sharep...
Changing fonts<br />Caveat!<br />Format Text will show both allowed (Theme) fonts and non allowed fonts (Fonts). <br />Eve...
Social<br />
Tag, You’re It!<br />Keyword insonsistencies? Fix ‘em!<br />In SharePoint, click the Site Actions menu and select Site Set...
Cloudy<br />Add a tag cloud web part to a page:<br />From a page…<br />Page tab > Edit ><br />Click where you want the clo...
The user(s) have spoken!<br />Enable user ratings!<br />General settings> Ratings >Allow<br />In rated libraries, users ca...
Don't Use Spaces When Naming Things in SharePoint<br />Why?<br />http://sharepoint/Shared%20Documents/Lib%20Qual/Final %20...
Content<br />
Sharing media<br />Default max file size is 50mb<br />To change:<br />Central Administration -> Application Management -> ...
Picture metadata import<br />SP will automatically import some picture metadata:<br /> Title<br />Date<br />Keywords<br />...
PDFs<br />By default will NOT open inline.  To enable:<br />Web Applications General Settings > Browser File Handling > Se...
Add a Google map<br />Abridged instructions:<br />Create the map and get the <br />embed code<br />Add as web part<br />
Add a Google map<br />get the code for a Google map, and:<br />place the cursor where you want to add a Content Editor Web...
Search<br />
Search<br />Search in 2010: <br />Boolean …and wildcards (librarian cheer!?!)<br />Note: <br />Defaults to OR-ing terms<br...
Federated search<br />(Windows 7)<br />Not only search SP from desktop but search ANY OpenSearch compatible site…like Bing...
Search SP from your desktop<br />(Windows 7)<br />Download search connector:<br />http://technet.microsoft.com/en-us/libra...
Search, the backend<br />Crawl rules can be set using regular expressions <br />Provides admins with ability to highly ref...
Turn on and use managed metadata…	<br />…makes search more reliable and results more relevant<br />….more on this later…<b...
Links and search<br />Using “link to document” as opposed to just “link”<br />Enables search to filter out broken links<br...
Globally managed metadata<br />Turn on global managed metadata in Central Administration. <br />From there you create mana...
Synonyms	<br />Can designate synonyms, but can also use to semantically link items<br />Your “budget” used to be part of y...
Organization<br />
Dropbox<br />Can create a global drop off library and create rule(s) to automatically route documents to specific librarie...
We go together…<br />Take advantage of the “document sets” feature<br />Allows you to act on a group of documents as a who...
Security versus theme	<br />When in doubt group documents from a business (or end user) perspective, not a security one<br...
Mobile<br />
How will this mobilize?<br />Add “?mobile=1” to the end of a SharePoint URL to see how it will render on mobile*<br />*wor...
SP on an iPad?<br />Disable the automatic mobile redirect<br />set the isMobile attribute to “false” in SharePoint 2010’s ...
Adoption<br />
Baby steps…<br />Get the best of both worlds by applying an Approval Workflow to a wiki<br />
Mission critical<br />Create SharePoint only content<br />
Make your SP site	<br />…staff default homepage<br />Different pages for different groups<br />
Tips to share?War stories?<br />
Thank you<br />
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Sharepoint tips and tricks

  1. 1. SharePoint: Tips & Tricks<br />Jeff Wisniewski<br />jeffw@pitt.edu<br />
  2. 2. Cards on the table <br />SharePoint 2010 user<br />Intranet<br />
  3. 3. Poll<br />Current 2010 users?<br />Current 2007 users?<br />Other?<br />Intranet?<br />Public facing site?<br />
  4. 4. Migration <br />Rules based bulk file importing:<br />Using 2010’s “Content Organizer” feature, bulk file imports can be routed to appropriate SP libraries.<br />Ex. Files in a share tagged with “circulation” will be automatically routed into the Circulation SP dpcument library<br />
  5. 5.
  6. 6. To the cloud!<br />SharePoint is available as a SAS<br />Pricing per user<br />Most of the functionality of locally installed SP<br />Forrester Research says 2010 online viable option for enterprises*<br />*http://www.forrester.com/rb/Research/sharepoint_2010_more_viable_cloud_option/q/id/56010/t/2<br />
  7. 7. Design<br />
  8. 8. Be conventional<br />http://www.webstyleguide.com/wsg3/3-information-architecture/4-presenting-information.html<br />
  9. 9. Design… <br />…will help drive adoption. Make your SP sites LOOK GOOD!<br />http://www.surl.org/usabilitynews/112/aesthetic.asp<br />
  10. 10. Design… <br />“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”<br />http://www.surl.org/usabilitynews/112/aesthetic.asp<br />
  11. 11. Who’s a pretty site?<br />Invest in design as Sharepoint out of the box is very SharePoint-y<br />Create themes for sharepoint in PowerPoint and save as .thmx file<br />Upload to Sharepoint Themes gallery<br />
  12. 12. Changing fonts<br />Caveat!<br />Format Text will show both allowed (Theme) fonts and non allowed fonts (Fonts). <br />Even though you can see (Fonts) you can’t apply them!<br />
  13. 13. Social<br />
  14. 14. Tag, You’re It!<br />Keyword insonsistencies? Fix ‘em!<br />In SharePoint, click the Site Actions menu and select Site Settings.<br />Under the Site Administration heading, click “Term store management.”<br />Expand the System term store and then the Keywords.<br />Navigate to any items that you would like to change.<br />Click the item, twice. It becomes editable.<br />Enter any changes you want to make. <br />
  15. 15. Cloudy<br />Add a tag cloud web part to a page:<br />From a page…<br />Page tab > Edit ><br />Click where you want the cloud and…<br /> Insert > Web Part > Categories> Social Collaboration> Web Parts> Tag Cloud<br />
  16. 16.
  17. 17. The user(s) have spoken!<br />Enable user ratings!<br />General settings> Ratings >Allow<br />In rated libraries, users can sort by rating.<br />Floats useful content up and engages users!<br />
  18. 18.
  19. 19. Don't Use Spaces When Naming Things in SharePoint<br />Why?<br />http://sharepoint/Shared%20Documents/Lib%20Qual/Final %20data.xlsx<br />
  20. 20. Content<br />
  21. 21. Sharing media<br />Default max file size is 50mb<br />To change:<br />Central Administration -> Application Management -> Manage Web Applications<br />Can change up to 2047mb<br />Beware that large media files can negatively impact overall SP performance<br />
  22. 22. Picture metadata import<br />SP will automatically import some picture metadata:<br /> Title<br />Date<br />Keywords<br />Comments<br />Subject<br />
  23. 23. PDFs<br />By default will NOT open inline. To enable:<br />Web Applications General Settings > Browser File Handling > Set to “Permissive”<br />Caveat: Is all or nothing!<br />
  24. 24.
  25. 25. Add a Google map<br />Abridged instructions:<br />Create the map and get the <br />embed code<br />Add as web part<br />
  26. 26. Add a Google map<br />get the code for a Google map, and:<br />place the cursor where you want to add a Content Editor Web Part.<br />In the Editing Tools group on the ribbon, click the Insert tab.<br />Click Web Part.<br />Click the Media and Content category, and then click Content Editor.<br />Click Add.<br />In the Content Editor Web Part, click Click here to add new content.<br />In the Format Text tab of the ribbon, click HTML, and then click Edit HTML Source.<br />In the HTML Source window, paste the code for the embeddable map, and then click OK.<br />On the Page tab on the ribbon, click Save & Close.<br />
  27. 27. Search<br />
  28. 28. Search<br />Search in 2010: <br />Boolean …and wildcards (librarian cheer!?!)<br />Note: <br />Defaults to OR-ing terms<br />Booleans have to be capitalized<br />
  29. 29. Federated search<br />(Windows 7)<br />Not only search SP from desktop but search ANY OpenSearch compatible site…like Bing!<br />Opensearch.org<br />
  30. 30. Search SP from your desktop<br />(Windows 7)<br />Download search connector:<br />http://technet.microsoft.com/en-us/library/ff899315.aspx#BKMK_O14AsAFedProvider<br />“Add” search connector<br />Begin searching!<br />
  31. 31. Search, the backend<br />Crawl rules can be set using regular expressions <br />Provides admins with ability to highly refine what’s crawled and therefore what’s searched<br />HR info? <br />Personal sites?<br />
  32. 32. Turn on and use managed metadata… <br />…makes search more reliable and results more relevant<br />….more on this later…<br />
  33. 33. Links and search<br />Using “link to document” as opposed to just “link”<br />Enables search to filter out broken links<br />will actually link directly to the external site, rather than to an internal SharePoint list item (eliminates extra step)<br />
  34. 34. Globally managed metadata<br />Turn on global managed metadata in Central Administration. <br />From there you create managed term sets that can be used in the managed metadata columns in a list or library.<br />Across ALL site collections<br />
  35. 35. Synonyms <br />Can designate synonyms, but can also use to semantically link items<br />Your “budget” used to be part of your “planning” document<br />“budget” and “planning” can be semantically linked<br />
  36. 36. Organization<br />
  37. 37. Dropbox<br />Can create a global drop off library and create rule(s) to automatically route documents to specific libraries based on type, metadata*<br />Easier, more efficient for staff<br />*required SP’s managed metadata service be running<br />
  38. 38. We go together…<br />Take advantage of the “document sets” feature<br />Allows you to act on a group of documents as a whole*<br />Example: presentation to library board<br />PowerPoint<br />Word document<br />Spreadsheet<br />Applies to:<br />Version Control<br />Security<br />Metadata<br />Workflows <br />
  39. 39. Security versus theme <br />When in doubt group documents from a business (or end user) perspective, not a security one<br />Semantics trump security<br />If need be you CAN set item level permissions<br />Though best practice is to not do too much of that<br />
  40. 40. Mobile<br />
  41. 41. How will this mobilize?<br />Add “?mobile=1” to the end of a SharePoint URL to see how it will render on mobile*<br />*works for most but not all SP URLs<br />
  42. 42. SP on an iPad?<br />Disable the automatic mobile redirect<br />set the isMobile attribute to “false” in SharePoint 2010’s compat.browser file*<br />* Lives at <system>inetpubwwwrootwssVirtualDirectories80App_browserscompat.browse<br />
  43. 43. Adoption<br />
  44. 44. Baby steps…<br />Get the best of both worlds by applying an Approval Workflow to a wiki<br />
  45. 45. Mission critical<br />Create SharePoint only content<br />
  46. 46. Make your SP site <br />…staff default homepage<br />Different pages for different groups<br />
  47. 47. Tips to share?War stories?<br />
  48. 48. Thank you<br />

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