INtEgRAtINg ShAREPOINt 2010 WIth WORd 2010 Microsoft Word 2010 is used for document creation and editing, and has its own set of unique inte-gration points with SharePoint.. blogging in
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SharePoint list to Microsoft Access When this is done, the live SharePoint list data is avail-able as a tavail-able in an Access database
Open Schedule
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➤ — From a SharePoint task list, click Open Schedule to export tasks in the cur-rent list to Microsoft Project
Now that some of the more common integration features have been covered, the rest of this chapter details each of the Microsoft Office 2010 applications as they relate to SharePoint
INtEgRAtINg ShAREPOINt 2010 WIth WORd 2010
Microsoft Word 2010 is used for document creation and editing, and has its own set of unique inte-gration points with SharePoint This section covers the following Word capabilities:
Comparing document versions
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Document barcodes
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Quick Parts
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Blogging
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comparing document versions
From the Review tab in Word, you can compare various document versions to each other Of course, multiple versions of a document will not be saved unless versioning is enabled in the library’s set-tings By default, versioning is not enabled Follow these steps to enable versioning:
1 Click to select the target document library
2 In the contextual Ribbon at the top of the
screen, under the Library Tools tab, click the
Library tab
3 Click the Library Settings button
4 In the General Settings section, click
Versioning Settings
5 Choose Create major versions so that each
time the file is saved, it becomes a new
ver-sion number You can create major and minor
(draft) versions if it is necessary to work on
drafts and publish each file when it is ready for
public consumption (major versions)
6 To access the file’s versions from SharePoint,
click the drop-down box on the file name and
select Version History (see Figure 18-11)
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The version history shows file version numbers, along with the dates
and names of the users who modified them These file versions can be
opened, but sometimes it’s hard to tell exactly what was changed in the
document, especially if it’s a large document or only very minor changes
were made In situations like this, Word can be used for more than just
listing the versions Documents can be visually compared side by side
In Word, open a document from a SharePoint document library
On the Review tab in the Ribbon, click the Compare button
Figure 18-12 shows the options to compare specific versions to each
other, or even to combine versions
When versions are compared side by side, the differences are
indi-cated in red, making it readily apparent exactly who made which
changes during the collaboration process
document barcodes
The Information Management Policy settings in SharePoint have several capabilities, but the main one related to Office integration is the capability to insert barcodes into documents when your docu-ment managedocu-ment solution requires that unique barcodes be associated with, and inserted into, each document Barcodes policies can be set up at the site-collection level, or on an individual document library Follow these steps to turn on the barcode functionality for a library:
1 In the document library’s Library tab, click Library Settings
2 In the General Settings section, click Advanced Settings
3 In the Content Types section, Allow management of content types should be changed to Yes Click OK
4 Back on the Document Library Settings page, there will now be a section called Content Types You may have to scroll down the page a little bit to get to this section
5 Click Information Management Policy Settings
6 On the Edit Policy screen, check the box next to Enable Barcodes, and optionally select to prompt users to insert a barcode before saving or printing
quick Parts
Quick Parts in Word are yet another point of integration with SharePoint 2010 Quick Parts are fields that you can insert into a Word document Metadata (columns) from the document library can
be inserted into the associated document Insert a Quick Part into a document as follows:
1 Open a Word document from a SharePoint library, and ensure that it is in Edit mode
2 Click on the Insert tab in the Ribbon at the top of the page
3 In the Text section, click Quick Parts
4 Choose Document Property and then, in the fly-out, choose the name of the field to insert
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Trang 3Notice that the document library’s column data for that document is displayed in a Content Control box in the document When the metadata in the library is changed, the Word document will display the updated information the next time it is opened
blogging in microsoft Word
Microsoft Word can be used to quickly create and post blog entries to SharePoint and other types of blog sites This section covers the Word 2010 blog integration with SharePoint 2010 Here is a list
of some blog terminology to be aware of:
Blog posts
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➤ — These can be thought of as journal entries that chronicle information on a general topic Some blog posts are of a personal nature, and some are more educational or technical
Blog site
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➤ — This is the web location where blog posts are posted SharePoint provides a Blog template that enables you to easily and quickly get your own blog up and running
Blog account
➤
blog site
Read more about blogging and social media in Chapter 17
To quickly create a new blog site in SharePoint, click Site Actions ➪ New Site Click the Blog template, specify a Title and URL for the new blog, and click the Create button There’s your new blog site! All that is needed now is the site’s URL from the Address bar in the browser, to be used later in this section
The New tab in Word’s Backstage view has an option to create a new blog post, as shown in
Figure 18-13
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The first time a blog post is created in Word, the user is prompted to Register a blog account, with options to register now or later Click Register Now, and follow these steps to set up Word for blogging:
1 On the New Blog Account screen, choose SharePoint Blog from the list of providers, and click Next
2 On the New SharePoint Blog Account page, enter
the URL of the blog site in SharePoint An
exam-ple is shown in Figure 18-14 Note that the
“default.aspx” part has been left out Click OK
The Picture Options button enables users to
select where pictures in blog posts are stored By
default, they are uploaded to a picture library
called Photos on the blog site
3 An Account registration successful dialog will pop up Click OK
4 Once this new blog post has been written, simply click the Publish button in the Ribbon There is yet another way to create a new SharePoint blog post in Word On the blog site in SharePoint, there is a set of links called Blog Tools on the right side of the page, which is only visible to content owners and editors Click Launch Blog Program to Post, which will launch Microsoft Word, and the new blog post creation (blank) page
If you have a regular Word document that wasn’t originally created as a blog post, you can post it to
a blog site On the Save & Send tab of the Backstage view in Word, click Publish as Blog Post Then, inside the newly formatted Word document, click the Publish button
INtEgRAtINg ShAREPOINt 2010 WIth ExcEL
This section describes the ways in which Excel 2010 is tightly integrated with SharePoint 2010 We cover importing from and exporting to SharePoint 2010, along with Web Parts that display charts, and a little bit about Excel Services
Importing Spreadsheets into SharePoint
The capability to import spreadsheet data into SharePoint is very powerful, and enables work-ers to become more efficient in their daily tasks Any properly formatted Excel spreadsheet can be imported into SharePoint as a new, custom list
If you can simply upload a spreadsheet into a document library and take turns with other users checking out and working on it, why would you want to import the spreadsheet? What is the difference?
The difference is quite significant Think about a scenario in which managers are tasked with enter-ing their daily sales figures in a spreadsheet every day If that spreadsheet is in a document library, those managers can collaborate on it by taking turns checking it out, adding their sales numbers,
FIguRE 18-14
Trang 5and remembering to check it back in When the spreadsheet is a custom list in SharePoint instead, users are simply creating new items in the same list Besides the obvious effi ciency increase, a benefi t
of working in a SharePoint list is the capability to use SharePoint alerts Once the data has been col-lected, it can still be exported back out to spreadsheet format if needed
A spreadsheet must be properly formatted in order for it to be imported Each
column heading becomes a new column in the SharePoint list, so make sure that
row 1 (and only row 1) contains the column headings The list data must begin
at row 2, and there should be no blank rows among the data portion of the
spreadsheet.
Because column headings will become SharePoint list column names, it’s a
good idea to keep these short and sweet Keep in mind that if a more
descrip-tive column heading is needed, there is a Description fi eld associated with each
SharePoint column that can be used for further clarifi cation to the end users
Column A in the spreadsheet will become the Title column in the SharePoint
list, so it is a good idea to use a Text fi eld as this fi rst column before importing
A common reason for import failure is your IE settings It most cases, the site
you are trying to import needs to be in the Local intranet or Trusted sites zone
The following steps can be taken to import a spreadsheet into SharePoint:
1 In SharePoint, click Site Actions, and choose More Options…
2 Select Import Spreadsheet in the list of templates in the middle of the screen Click the Create button on the right
3 In the Name box, type a name for the new list, and in the Import from Spreadsheet section, click the Browse button
4 Navigate to the current location of the spreadsheet, click to select the spreadsheet name, and click Open
5 Back on the New screen in SharePoint, click the Import button The spreadsheet will be auto-matically opened in Excel, with a dialog box called Import to Windows SharePoint Services list If there are no named ranges used in the spreadsheet, choose Range of Cells in the Range Type box
6 The Select Range box allows for selection of the cells that need to be imported as a list in SharePoint After a range has been selected, click the Import button
7 The new SharePoint list is automatically created, and you will be taken to the default view of this list
Another way to move data from Excel to SharePoint is from within Excel Select the spreadsheet’s data region, click the Format as Table button, and pick a style From this new table, click the Design tab in the Ribbon The Export button will provide the option to Export Table to SharePoint List
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Exporting to Excel
As mentioned earlier in the section “Connecting to Offi ce 2010 From SharePoint 2010,” there is an Export to Excel button in lists and libraries that you can use to export the current view to Excel Another way to export the data to Excel is a hidden task pane that exists in the list’s Datasheet view
1 Click the Datasheet View button in the List tab of a SharePoint list (or the Library tab in a library) This view is displayed in Figure 18-15
FIguRE 18-15
2 Click the task pane This is a little hard to fi nd at fi rst It is a long,
ver-tical bar that goes down the right side of the datasheet view
(high-lighted in Figure 18-15) The contents of this task pane are displayed
in Figure 18-16
3 You can choose from several Excel options, including Query list
with Excel, Print with Excel, Chart with Excel, or even Create Excel
PivotTable Report The Access options are discussed later in this
chapter
When you are in the Datasheet view and the Datasheet View button is grayed
out, it is most likely because this capability has been disabled on the list In the
list settings, an administrator can go to Advanced Settings and change Allow
items in this list to be edited using the datasheet? to Yes.
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The new Chart Web Part is a fantastic addition to the already
long list of SharePoint’s out-of-the-box Web Parts Many
SharePoint projects require a graphical display of data as a Web
Part on a page Figure 18-17 shows an example of the Chart
Web Part
The data in this Web Part can come from a SharePoint list, an
external content type (previously known as the BDC), Excel
Services, or even another Web Part on the same page The Data
& Appearance button directs you to a screen with wizards to
Customize Your Chart or Connect Chart to Data The interface
and configuration screens are very intuitive, and the chart itself
is highly customizable, which makes this Web Part perfect for
business users, thereby making the job of the SharePoint
admin-istrator and developer easier!
Publishing to Excel Services
The Save & Send tab in Excel’s Backstage view has an option to Publish to Excel Services Excel Services is a SharePoint technology that is used in facilitate sharing, securing, and ease of use when
it comes to Excel spreadsheets as interactive entities in the enterprise If a spreadsheet will be used
in Excel Services, publishing the file to a library is the preferred method over simply saving the file Click the Excel Services Options button in order to specify spreadsheet components to be published, such as individual sheets and charts Excel Services are covered in more detail in Chapter 20
Excel Web Access Web Part
The Excel Web Access Web Part can be used to display data from within a spreadsheet that has been published to Excel Services You can display the entire spreadsheet or just specific portions of it such
as ranges and charts When typing interactivity is enabled in the Web Part properties and Office web applications are installed on the server, the spreadsheet is editable right in the Web Part Charts in this Web Part are different from the Chart Web Part described earlier because the chart’s configuration is done within Excel The Chart Web Part is set up within the Web Part settings For more information
on the fun you can have with Excel Web Access check out Chapter 20
INtEgRAtINg ShAREPOINt 2010 WIth POWERPOINt
PowerPoint is an application that is used to create powerful and portable presentations, and PowerPoint
2010 has more multimedia capabilities than ever This section covers the ways in which SharePoint and PowerPoint are integrated Live co-authoring, covered earlier in the chapter, is also available in PowerPoint presentations This allows multiple users to work on the same file, and each user’s currently edited slide is locked from editing by the other collaborators Because PowerPoint presentations consist
of slides, our first stop is a look at slide libraries
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