Keyboard Shortcuts

LOCAL SYSTEM

ALT + Space Bar : Display Windows menu
ALT + F : Display file menu
Alt + Tab : Toggle between open windows
ALT + Underlined Letter : Display the corresponding menu
CTRL + A : Select all
CTRL + C : Copy
CTRL + ESC : Display Start menu
CTRL + P : Print
CTRL + S : Save
CTRL + V : Paste
CTRL + X : Cut
CTRL + Z : Undo
CTRL + Shift + Arrow Key : Select a block of text
CTRL + Shift + ESC : Display Task Manager
Shift + Delete : Delete files permanently
Shift + End : Highlight from current cursor position to the end of the line
Shift + Home : Highlight from current cursor position to beginning of the line
CTRL + Home : Put cursor at beginning of the document
Windows Key + E : Display My Computer folder
Windows Key + F : Find files or folders
Windows Key + F1 : Display Help and Support
Windows Key + L : Lock the keyboard
Windows Key + M : Minimize window
Windows Key + Shift + M : Restore minimized window
Windows Key + R : Display user command line

REMOTE DESKTOP

CTRL + ALT + END : Task Manager
ALT + Page Up or ALT + Page Down : Toggle Windows
CTRL + ALT + "+" : Screen Print of Remote Desktop (Local Clipboard)
CTRL + ALT + "-" : Screen Print of Remote Desktop (Remote Desktop Clipboard)

SharePoint V3: Records Center: Created

When you send a document from a SharePoint site to a MOSS 2007 Records Center document library, the "Created" date reflects the date and time that the document was received by the Records Center document library, not the date and time the document was originally created in its native document library.

SharePoint V3: Search: “The search request was unable to connect to the Search Service”

Description:

Error: “The search request was unable to connect to the Search Service”


Solution:

Step 1

* Central Admin > Application Management > Office SharePoint Server Shared Services > Create or Configure this farm's shared services
* Shared Services Provider (drop down) > Edit Properties
* Edit Shared Services Provider > Index Server: Verify the index server is set

Step 2

Single Server Farm

On the MOSS 2007 server:
* Start > Run > CMD > stsadm.exe -o osearch -action stop
* Start > Run > CMD > stsadm.exe -o osearch -action start -role queryindex

Multiple Server Farm

On the MOSS 2007 Front End Web/Query server:
* Start > Run > CMD > stsadm.exe -o osearch -action stop

On the MOSS 2007 Index server:
* Start > Run > CMD > stsadm.exe -o osearch -action stop

On the MOSS 2007 Index server:
* Start > Run > CMD > stsadm.exe -o osearch -action start -role index

On the MOSS 2007 Front End Web/Query server:
* Start > Run > CMD > stsadm.exe -o osearch -action start -role query

SharePoint V3: When To/When Not To Use Content Types

Content types allow you to structure documents and list items in a SharePoint portal. They give the functional ability to define and enforce uniformity throughout a portal. There is no question that content types greatly enrich SharePoint as a content management product. However, in determining when to use content types in a portal, there are several considerations.

Desire
Is there a knowledge management champion who can coordinate the effort of unifying a business unit or entire company?

Executive Sponsorship/Authority
Do the resources who have the desire to standardize content also have the authority within a department (or broader scope) to make descisions and execute changes (or the backing of an executive sponsor)?

Culture
Is there a sense of unity amongst business units or are they segmented?
Are the business units of the organization integrated in their nomenclature (or even individuals within a business unit)?
How easy is it to communicate ideas accross business units or within a buisness unit?

Resources Allowed for Design
Does the organization have the people and intellectual bandwidth, and focus to figure out how to categorize document and list types, provide name for content types, determine format of each content type?

Governance
Is there a system of checks and balances, perhaps a design committee, in place for change management to ensure that pros and cons have been properly weighed prior to making design changes?

Organizational Adoption
Will the producers and consumers of the content accept a consistent structure for their content, or will they shy away or complain about it?
Will the users understand the content if it is categorized?

Skill
Are the content producers and their supporting power users familiar with SharePoint enough, and trusted enough by peers to create content types, associate templates, and add the content types to libraries?

...these represent some of the overarching ideas that come into play when trying to determine when to use content types.

Here are some of the technical considerations:

Site Structure
Does the portal design include one site collection or many?
Do the content types span accross site collections?
Content types work well within a site collection. But, when your content types span several site collections then it becomes a little tedious keeping the content type definitions in synch with each other.

Portability
Since templates and site exports (.cmp) can rely on content types, which means you need to set up the content types on multiple site collections.

Orphaned Data
Custom List or Document Library W/Multiple Content Types + DataSheet View + Unique Columns on View = Users can apply values to metadata columns that don't actually exist for a content type, and the metadata actually gets stored (no hard damage, just not clean)

Benefits of Content Types
* Allows you to name types of content
* Makes consistent metadata structure for each type of content
* Allows you to associate a unique document template
* New button shows the name of the content type instead of generic New Document or New Item
* Allows you to define parent/child relationships, allowing you to create a logical tree structure for taxonomy design
* Allows you to easily provision a new custom list or document library, the columns are already defined in the content type, just add the content type
* IE Script Error (mentioned above)
* Orphaned Data (mentioned above)
* No easy way to synchronize accross site collections (can use PowerShell to export/import)
* No security gains, not able to secure content types, still done at item or library level

Site Columns Without Content Types
* Great middle of the road, save time by predefining columns in a site collection, but avoid some of the technical issues with content types
* Limits you to one document template per library (back to the generic new button)
* Limits you in that all items or documents in a list or library now must have the same columns as each other

SharePoint V3: Move Web Application's Virtual Directory Location

Description:

You do not like the location of a MOSS web application's virtual directory. For example, maybe it was originally configured in a default location (e.g. C:\Inetpub\WWWRoot\WSS\VirtualDirectories\). Whatever the case, you would like to move a MOSS web application's virtual directory to a new location.

Solution:

* Backup the source web application and associated site collections (e.g. SQL backup, stsadm site collection backup)
* Create a new web application
Central Admin > Application Management > Create or Extend Web Application
* In the "Create New Web Application" screen, configure the IIS Web Site path to point to the desired location (e.g. D:\VirtualDirectories\)
* Give the new web application a temporary URL (e.g. http://server:port).
* Migrate the content database of the source web application, or restore the site collections of the source web application to the new web application
* Remove the IIS host headers from the source web application, give the source web application a temporary URL (e.g. http://server:port).
* Remove the External URL and alternate access mappings of the source web application.
* Configure IIS host headers on the new web application.
* Configure External URL and alternate access mappings on new web application.
* Delete the source web application.

At this point the web application is restored and has the desired virtual directory file location.

SharePoint V3: Error: Creating Web Application Error

Description

Central Admin > Application Management > Create a Web Application

Error: The path specified cannot be used at this time. (Exception from HRESULT: 0x80070094)

Solution

Start > Run > iisreset /noforce

SharePoint V3: Content Type Cons

Ok, so I have spent the last week recreating a SharePoint business application and corresponding Records Center because there still isn't a post SP1 hotfix for the MOSS2007/ContentTypes/Office 2003 compatibility issue.

One thing I did learn in this process is that if you are trying to work around this issue, then removing content types from your libraries is not the way to go. If you disable content types from your document libraries, you will still get the IE script error. You actually have to create new document libraries and leave content types disabled. This means adding site columns directly to the libraries. It also means recreating all the views.

I guess the silver lining to going no content types is at least you are able to template your libraries again. I'm beginning to shift my opinion about content types. They still sound great in a whiteboard design session, but in my recent experiences, they are more trouble than they are worth.

Content Types Cons:
* Cause document libraries to be incompatible with Office 2003
* In a sense, invalidate (or at least limit) document library templates in a multi site collection environment because templates taken are dependant on Content Type which are tied to site collection
* Allow datasheet view users to apply meta data to metadata columns that don't exist
* Are not securable (as sites, web parts, items are)

Links: CodePlex SPSReport

CodePlex SPSReport Releases
http://www.codeplex.com/spsreport/Release/ProjectReleases.aspx?ReleaseId=5706

Quick Instructions
* Download SPSReport
* Install
* Run
* Select your version of SharePoint
* Select option 4 to capture all events

Links: Microsoft Process Monitor

Microsoft TechNet Process Monitor v1.26 http://www.microsoft.com/technet/sysinternals/processesandthreads/processmonitor.mspx

SharePoint V3: Preparing for MOSS 2007 Service Pack 1

As I am about to begin testing MOSS 2007 SP1 in some environments ahead of production deployment, I began to ask myself some questions so that I could be more prepared:

Q. What version number is WSS 3.0 SP1 and MOSS 2007 SP1?
A. 12.0.0.6219


Q. Are there any known issues with MOSS 2007 SP1?
A.

KBAlertz.com: After you install the 2007 Office System Servers SP1 or Windows SharePoint Services 3.0 SP1 on a server that has the Foxit PDF IFilter installed, .pdf document types are not indexed
http://kbalertz.com/944447/After-install-Office-System-Servers-Windows-SharePoint-Services-server-Foxit-IFilter-document-types-indexed.aspx

KBAlertz.com: Error message when you try to install 2007 Office System Servers Service Pack 1 (SP1) on a computer that also has Project Server 2007 installed
http://kbalertz.com/944446/Error-message-install-Office-System-Servers-Service-computer-Project-Server-installed.aspx

KBAlertz.com: After you install SharePoint Server 2007 Service Pack 1, the maximum disk space that is used on a query server or on an index server increases to 2.85 times the physical size of the index
http://kbalertz.com/943105/After-install-SharePoint-Server-Service-maximum-space-query-server-index-server-increases-times-physical-index.aspx

Links: SharePoint V3: Performance, Configuring Caching

Microsoft TechNet: Additional performance and capacity planning factors (Office SharePoint Server)
http://technet2.microsoft.com/Office/en-us/library/9f3cfe3f-01b5-406e-8615-04735ae422861033.mspx?mfr=true

Microsoft Office Online: Configure object cache settings
http://office.microsoft.com/en-us/sharepointserver/HA101577831033.aspx

MSDN: Object Caching
http://msdn2.microsoft.com/en-US/library/aa622758.aspx

Links: Microsoft Network Monitor

Download Microsoft Network Monitor 3.1
http://www.microsoft.com/downloads/details.aspx?FamilyID=18b1d59d-f4d8-4213-8d17-2f6dde7d7aac&displaylang=en

Microsoft Help and Support: How to use Network Monitor to capture network traffic
http://support.microsoft.com/kb/812953

Microsoft Help and Support: How to capture network traffic with Network Monitor
http://support.microsoft.com/kb/148942

Bryce Canyon

There is a place for those who cannot find all of their answers on the Internet. It is called Bryce Canyon and the drive from Las Vegas is almost as exhilarating as the destination.

SharePoint V3: Modify Advanced Search Box Result Types

Description:

By default, the Advanced Search Box offers a Result Type filter that allows users to select which type of documents they want returned in their search query.

By default, the options are:
* All Results
* Documents
* Word Documents
* Excel Documents
* Presentations





You would like users to be able to query for PDF Documents, too.


Solution:

* Site Actions > Edit Page > Advanced Search Box > Edit > Modify Shared Web Part
* Expand the Properties node > Click on Properties elipses
* Open Visual Studio > File > New File > XML File
* Copy the XML into Visual Studio
* Locate the Result Type node for Word Documents, Copy it, Modify it for PDF

* Copy the XML back into the Advanced Search Box Properties Editor, Click OK
* Publish the page

Links: Public SharePoint Web Sites

Here is a link to a list of public web sites hosted on SharePoint:
http://www.wssdemo.com/Pages/websites.aspx

Links: Arx CoSign Electronic Signature Flash Demos

Arx is a digital signature solution vendor.

This link provides some demonstrations on the Arx CoSign product: http://www.arx.com/products/cosign_flash_demos.php

SharePoint V3: Error: IE Script Error When Saving Docs With Office 2003

Background/Environment:

Server: Microsoft Office SharePoint Server 2007
Client: Microsoft Office Professional 2003
Other: MOSS 2007 document library configured with content types


Description:

A MOSS 2007 document library is configured to use content types. A client machine with MS Office 2003 saves a document to the library and receives a script error (shown below):

" Internet Explorer Script Error, An error has occurred in the script on this page. Error: ‘length is null or not an object’. "

After continuing to save beyond the script error, changes to the content of the document are saved, however, document library metadata values are reset.



Steps to Re-Create Issue:

* From a computer which has Office 2003, browse to a SharePoint Server 2007 document library which has content types
* Open the document in Edit mode
* Make an edit to the document
* File, Save
* Script error appears
* Click yes to the error until it disappears
* Open the document, notice the changes to the document were saved
* Open the document properties, notice the metadata values have been reset


Solutions:

No "fixes" are currently available, but there are a few workarounds:

1. Upgrade to Office 2007
2. Don't use content types
3. Wait for a hotfix (possibly in the February 2008 time frame)


Reference:

MSDN Discussion
http://207.46.236.188/msdn/rss.aspx?postid=2105089&forumid=1202&siteid=1

Links: Visio Stencils for Designing Sites, Processes, SharePoint

Visio Stencils for Information Architects
http://www.nickfinck.com/stencils.html

Visio stencils for designing Sharepoint sites
http://demiliani.com/blog/archive/2006/01/23/3398.aspx

Visio template and stencil for designing SharePoint sites (beta) http://blogs.msdn.com/roberdan/archive/2006/03/05/543967.aspx

SharePoint V3: Adjusting Maximum Upload Size

How to adjust the maximum upload size for a web application:

Central Administration > Application Management > Web Application General Settings > Maximum Upload Size (Default is 50MB, Maximum is 2047MB)

SharePoint V3: How to Change the Site Access Requests Recipient Email Address

How to change the recipient of site access requests at the site collection:

Change recipient email address:
Site Actions > Site Settings > Modify All Site Settings > Advanced Permission > Settings > Access Requests
"Allow requests for access" - Select Yes/No
"Send all requests for access to the following email address" - (Provide Email Address)


How to change the recipient of site access requests at the sub-site:

1.
Break inheritance to enable the Settings menu:
Site Actions > Site Settings > Modify All Site Settings > Advanced Permission > Actions > Edit User Permissions

2.
Modify the recipient email address for access requests:
Site Actions > Site Settings > Modify All Site Settings > Advanced Permission > Settings > Access Requests

SharePoint V3: How to Locate the Recycle Bin Settings for a Web Application

How to Locate the Recycle Bin Settings for a Web Application

Central Administration > Application Management > Web Application General Settings

Recycle Bin

Recycle Bin Status:
On
Off

Delete Items in the Recycle Bin:
After X Days
Never

Second Stage Recycle Bin:
Add X percent of live site quota for second stage deleted items
Off

SharePoint V3: Error: Shared Services Provider creation failed

DESCRIPTION:

When creating a new Shared Services Provider in a MOSS 2007 farm, the SSP creation results in an error:

"Failure! Shared Services Provider creation failedReason: Timed out waiting for Shared Services Provider 'SSPName' provisioning timer job to startCheck the event log for details. Note: SSP provisioning will be retried periodically. If you correct the error that caused this failure, provisioning will subsequently succeed. To stop provisioning from being retried, delete the SSP."



The SSP remains in "Provisioning" status.


SOLUTION:

Exam the event viewer for errors.

Refer to Microsoft KB article number 934838,
http://support.microsoft.com/kb/934838. If the failure error is being caused by a service account login failure, then use stsadm.exe to update the password of the service account.

Once the underlying issue is resolved, SSP will complete the provisioning process automatically.

SharePoint V3: Patches: KB934525 (WSS V3), KB937832 (MOSS 2007)

MS07-059: Vulnerability in Windows SharePoint Services 3.0 and in SharePoint Server 2007 could result in elevation of privilege within the SharePoint site
http://support.microsoft.com/kb/942017

Downloads:
** 32 Bit
KB34525: Security Update for Windows SharePoint Services 3.0 (KB934525)
KB937832: Security Update for Microsoft Office SharePoint Server 2007 (KB937832)
** 64 Bit
KB34525: Security Update for Windows SharePoint Services 3.0 (KB934525)
KB937832: Security Update for Microsoft Office SharePoint Server 2007 (KB937832)

INSTRUCTIONS
Shane Young; Please install the SharePoint updates on your server
http://msmvps.com/blogs/shane/archive/2007/10/18/please-install-the-sharepoint-updates-on-your-server.aspx

Andrew Connell; Update your SharePoint servers with KB934525 (WSS v3) and KB937832 (MOSS 2007) http://andrewconnell.com/blog/archive/2007/10/20/Update-your-SharePoint-servers-with-KB934525-WSS-v3-and-KB937832.aspx

Joel Oleson; SharePoint FAQ on DST and October 9th Public Update
http://blogs.msdn.com/joelo/archive/2007/10/16/sharepoint-faq-on-dst-and-october-9th-public-update.aspx

SharePoint V3: Error: Your Client Does Not Support Opening This List In Windows Explorer

DESCRIPTION:

SharePoint V3: Error: Your Client Does Not Support Opening This List In Windows Explorer



Users who are running IE 6 are are unable view SharePoint document libraries in Windows Explorer view. Users who have IE 7 do not have this problem.

SOLUTION:

IE 6 doesn't support Windows Explorer View when the URL is more than 100 character URLs. If it is not feasible to upgrade to IE 7, there are a couple KB articles that explain the details and provide instructions to obtain a patch that remedies this issue.

KB 923906
When you try to open a folder in a Windows SharePoint Services 3.0 document library in Explorer View, the folder does not open
http://support.microsoft.com/kb/923906

KB 325355
You cannot access Word documents by using Outlook Web Access on a server that is running SharePoint Portal Server
http://support.microsoft.com/kb/325355/

SharePoint V3: Recover Site Collection from SQL DB Backup

Here are the steps to follow if you need to recover a deleted site collection from a SQL database backup. For purposes of covering various scenarios, I tried to outline related IIS and AAM configurations to be aware of during the process.

* SharePoint Central Administration > Operations > Backup and Restore
Perform a full farm backup

* SharePoint Central Administration > Application Management > Create or Extend Web Application

* Create a new Web Application
It doesn't matter what you name this database, it will be deleted in a later step

* SharePoint Central Administration > Application Management > Content Databases
You will see that the number of sites is 0 because there are no site collections associated with this web application yet

* SQL Management Studio

* Locate the content database backup which contains the site collection you would like to restore

* Restore this content database, overwriting the one you created for your new web application
Here is where you want to be concious of the name you give the restored database. I like to name the first content database for a web application WSS_WebApp_WebAppName and subsequent content databases for the web application as WSS_SiteCollection_SiteCollectionName.

* Attach the restored content database to the new web application
C:\Program Files\Common Files\Microsoft Shared\web server extensions\12\BIN> Stsadm.exe –o addcontentdb –url http://servername –databasename databasename –databaseserver servername

* SharePoint Central Administration > Application Management > Content Databases
You will now see the content database you restored. The number of sites should be 1 if there was originally 1 site collection in that database when it was backed up.

* Navigate to the URL of the new web application. Verify that the site collection was restored and is
functioning properly

* IIS Management
Note all IIS settings for the original web application including host headers and ip addresses of the IIS web site

* SharePoint Central Administration > Operations > Alternate Access Mappings
Note all of the AAM's for the original web application

* SharePoint Central Administration > Application Management > Delete Web Application
Delete the original web application

* SharePoint Central Administration > Operations > Alternate Access Mappings
Add all of the necessary AAM's to the new web application, make sure the default AAM is fully qualified

* IIS Management
Update the IIS web site for the new web application with all necessary host headers. If the original web application had its own unique, internal ip address asssigned to it, then assign that ip address to the new web application

* Test the URLs for the restored site collection

SharePoint V3: Stsadm.exe Backup Script

Create Backups Directory
Create a backup directory for storing the scheduled SharePoint backups (e.g. c:\backupsharepoint)

Create Bat File Directory
Create a directory for storing the backup script file (e.g. c:\scriptssharepoint)

Create Bat File
Create a bat file using the code below, modified for your environment. Use UNC paths when using in a server farm environment.

@echo off
echo ====================================================
echo Backup Script For Office SharePoint Server 2007
echo ====================================================
cd \program files\common files\microsoft shared\web server extensions\12\bin
@echo off
stsadm.exe -o backup -url http://servername -filename c:\backupssharepoint\backupsharepoint.dat -overwrite
@echo off
echo completed

Schedule bat file
Schedule the backup to run frequently, during off peak hours.

Open Start > Programs > Accessories > System Tools > Scheduled Tasks
Add a Scheduled Task
Scheduled Task Welcome Screen, Click Next
Click the program you want Windows to run, Click Browse
Select the backupsharepoint.bat file you created (e.g. c:\scriptssharepoint\backupsharepoint.bat)
Name the task, Schedule it (e.g. Daily)
Start Time, Frequency, Start Date
Username and Password (use a domain user account that has proper permissions and non expiring password )
Finish

Verify Backups
Keep the backup directory secure. Monitor the job to ensure the job is running properly. Perform test restores from the backup files.


Click Here if you need similar instructions for SharePoint Portal Server 2003.

Microsoft Download Center: 2007 Office System Document: Developer Posters

Microsoft Download Center: 2007 Office System Document: Developer Posters
-Developer Roadmap for the 2007 Microsoft Office System
-Microsoft Office InfoPath 2007 Managed Object Model Poster
-Developer Map for SharePoint Products and Technologies Poster

SharePoint V3: Basic Backup Plan Using Out of Box Tools

Backup

1.
Using the SharePoint Central Admin Backup/Restore Utility, perform a full farm backup after each time you make configuration changes to the SharePoint farm. This backup will protect most of the farm configurations.

2.
Schedule an stsadm.exe backup script to run at least daily on each site collection. These backups will protect the site collections and their content.

3.
Create a SQL Server maintenance plan to backup all databases and transaction log filres on a regular schedule. SQL database backups can be also used to recover site collections. SQL backups also protect farm configurations.

Restore

To test a full restore, you can first restore the farm using the SharePoint Central Administration Backup/Restore Utility. Next, you can restore each site collection from the latest backups using stsadm.exe. This should get you to to a healthy state, as of the time of your latest site collection backup.

You may also want to test restoring a content database by creating a new web application on the farm, restoring a content database backup in SQL, then running the stsadm.exe command for attaching the content database to the new web application. Run iisreset /noforce then try hitting the restored site collections from the browser.

SharePoint V3: 64 bit PDF iFilter

Here is a link for a 64 bit PDF iFilter http://www.foxitsoftware.com/pdf/ifilter/.

SharePoint V3: Technique for Creating Branded Site Template

The process of creating a custom master page and CSS file to brand a site is often necessary. When creating a portal with multiple site collections, I like to template the branded site first and then create subsequent site collections using the template.

I start by creating the first web application and site collection. Next, I create the custom master page and CSS file. I upload the necessary images and logos to the publishingimages or sitecollectionimages directories of the site collection.

Once I have the site collection looking the way I want, then I use stsadm to backup the site collection. Then, I create a new web application and restore the sts backup. Now I don't have to brand the second site collection manually.

SharePoint V3: Pros and Cons of Managing Users and Groups

Here is a whiteboard dump from a session I had earlier today.

Provisioning SharePoint sites using Active Directory users:

Pros:
* Site Members web part displays the names of the users
* Provisioning can be delegated to site owners instead of IT
* User names and respective permission levesls are visible on Permissions screen

Cons:
* Portals with large memberships require a lot of maintenance
* Sub-sites that do not inherit security from parent require a lot of maintenance
* Adding and Removing members requires constant maintenance


Provisioning SharePoint sites using Active Directory groups:

Pros:
* Administration can be done completely from Active Directory
* Mail-enabled security groups provide a way to delegate group membership to people who are not AD administrators (they can manage memberships through Outlook global address book)
* Can nest AD groups within other AD groups to automate the process of provisioning users in SharePoint sites

Cons:
* Site members web part will display group names but not user names
* It isn't possible to view user membership from the SharePoint site permissions page, only group names appear
* Detailed security audit requires parsing multiple queries to Active Directory and SharePoint

SharePoint V3: Out of Box Options for Backing MOSS 2007 Farm Configurations

This post is about backing up farm configurations. Backing up web applications, site collections, and sites is a different subject.

1.
SharePoint Central Administration Backup/Restore Utility
Central Admin > Operations > Backup and Restore

Caveats:
Cannot be scheduled

2.
STSADM.EXE
Program Files > Common Files > Microsoft Shared > Web Server Extensions > 12 > Bin > stsadm.exe

a. Identify the components you would like to backup
stsadm.exe -o showtree

b. Perform Backup Operation
stsadm.exe -o backup -directory file://servername/backup_share_name -backupmethod full -item farm -backupthreads 1

Caveats:
Cannot backup the following:
Configuration Database
Central Administration web application
Shared Services Provider web application
Shared Services Provider database
User Profile Application
Shared Services Index
Shared Services Provider Search database
Search Instance
WSS Search database

SharePoint V3: Achieving Checked-In Status When Uploading Mulitple Documents

Description:

After uploading multiple documents to a document library, you find that the documents are all checked-out. In situations such as a document migration where you are uploading several documents at one time you may not want all of the documents uploaded with a checked-out status because its time consuming to go and check-in each one manually.

Solution:

Prior to doing an upload, disable the setting that require documents to be checked out before they can be edited.

How to do this:

1. Document Library > Settings > Document Library Settings > Versioning Settings"Require documents to be checked out before they can be edited?"
Set this to "No" while doing migration

2. Upload the documentsDocument Library > Upload > Upload Multiple Documents

3. If desired, change the setting back to require documents to be checked out before they can be edited. This will force future document edits to require check-out. It is practical to have this set when working with documents one by one. It isn't practical to have it set during file migrations.

For more information:
http://njbblog.blogspot.com/2009/08/sharepoint-30-clarifying-check-out.html

Access Services for SharePoint

InfoPath client...Forms Services
Excel client...Excel Services
Access client...uh?

As SharePoint implementations evolve beyond content management and collaboration, there is often a need for custom applications with normalized data models. SharePoint's AllUserData table just doesn't cut it some times.

The business data catalog certainly enhances existing applications, but I think there is a real demand to replace those systems or create new ones. I also think that the value proposition for doing this type of thing with the current SharePoint product line is weak because it requires a lot of custom development.

I think Microsoft should provide the marketplace with Access Services for SharePoint. Perhaps such a feature could provide a way to upsize Access applications to SharePoint, upgrading the Access forms to ASP.NET web part pages and databases to SQL Server.

July 24 2007 NERSUG

I delivered a presentation titled, "Microsoft Office SharePoint Server Enterprise Search," at the New England Regional SharePoint User Group Meeting, on July 24, 2007.

The slides for this presentation have been posted to www.jornata.com and can be downloaded here.

Links: SharePoint V3: Search: Style Sheets

Customizing Enterprise Search Results
http://msdn2.microsoft.com/en-us/library/ms550732.aspx

Enterprise Search Core Results XSLT Transformation
http://msdn2.microsoft.com/en-us/library/ms584121.aspx

How to: Change the Properties Returned in the Core Search Results
http://msdn2.microsoft.com/en-us/library/ms560074.aspx

How to: View and Edit the Search Results XSLT Transformation
http://msdn2.microsoft.com/en-us/library/ms544191.aspx

Sample: Search Core Results Web Part XSLT
http://msdn2.microsoft.com/en-us/library/ms562390.aspx

Links: SharePoint V3: Search: BDC

Enabling Business Data Search
http://msdn2.microsoft.com/en-us/library/ms492695.aspx

SharePoint 2007: BDC - User Profiles
http://blah.winsmarts.com/2007-4-SharePoint_2007__BDC_-_User_Profiles.aspx

Walkthrough: Configuring Search for the AdventureWorks Business Data Application Sample
http://msdn2.microsoft.com/en-us/library/ms493671.aspx

Links: SharePoint V3: Search: Search Center

Adding Properties to MOSS Advanced Search
http://www.codeproject.com/spoint/MOSS_Advanced_Search.asp?print=true

How to: Change the Properties Returned in the Core Search Results
http://msdn2.microsoft.com/en-us/library/ms560074.aspx

How to: Display a Search Scope in the Search Box and Advanced Search Web Parts
http://msdn2.microsoft.com/en-us/library/ms498872.aspx

Walkthrough: Add a Tab and Custom Search Page with Enterprise Search Web Parts to the Search Center
http://msdn2.microsoft.com/en-us/library/ms584031.aspx

Links: SharePoint V3: Search: Planning

Plan search (Office SharePoint Server)
http://technet2.microsoft.com/Office/en-us/library/e8c0fccd-8364-4352-8778-c9c46a668b701033.mspx

Plan for administrative and service accounts (Office SharePoint Server
http://technet2.microsoft.com/Office/en-us/library/f07768d4-ca37-447a-a056-1a67d93ef5401033.mspx?mfr=true

MOSS Search - Customer Proof of Concept Scoping and Typical Tasks
http://blogs.msdn.com/miketag/archive/2007/01/18/moss-search-customer-proof-of-concept-scoping-and-typical-tasks.aspx

SharePoint Deployment Capacity & Performance Planning 2003 & 2007
http://blogs.msdn.com/joelo/archive/2006/07/19/671789.aspx

Estimate performance and capacity requirements for search environments
http://technet2.microsoft.com/Office/en-us/library/5465aa2b-aec3-4b87-bce0-8601ff20615e1033.mspx?mfr=true

Estimate performance and capacity requirements for Internet environments (Office SharePoint Server)
http://technet2.microsoft.com/Office/en-us/library/45997bad-da15-4442-8727-78e0f2dc5a9c1033.mspx?mfr=true

Estimate MOSS Search Disk Space Requirements
http://blogs.msdn.com/miketag/archive/2007/07/05/estimate-moss-search-disk-space-requirements.aspx

SharePoint V1, V2, V3: SharePoint Web Site Prompts User For Windows Credentials

Description:

SharePoint web site prompts user for Windows credentials


Solution:

Open Internet Explorer
Tools
Internet Options
Security Tab
Highlight "Local Intranet"
Click Sites
Add SharePoint URLs
Click Close to close Local Intranet

Highlight "Local Intranet"
Click Custom Level
Scroll to the option User "Authentication: Logon"
Set this to "Automatic logon only in Intranet zone"
Click OK to close Security Settings
Click OK to close Internet Options

Navigate Internet Explorer to SharePoint URL

WhitePaper: Microsoft Office Programs and SharePoint Products and Technologies Integration Fair, Good, Better, Best

This document compares the user experiences of Office 2007 and Office 2003 as it relates to SharePoint 2007 integration. It summarizes the benefits of Office 2007. This information is helpful for anybody with SharePoint 2007 who might be considering an upgrade to Office 2007, or maybe somebody who already has upgraded to Office 2007 and wants to understand the SharePoint 2007 integration features available to them.

WhitePaper: Microsoft Office Programs and SharePoint Products and Technologies Integration Fair, Good, Better, Best

SharePoint V3: Configuring the "I Need To..." Web Part

* Create a custom list (e.g. Site List) with the following columns:
Title (single line of text)
URL (hyperlink)
Visable (choice, checkbox, yes is only option, yes is default value)



* Add the "I Need To..." web part to a web page

* Modify Shared Web Part

* Click the Change button and set the following fields:
Select custom list (e.g. Site List)
Filter Field: Visible
Filter Value: Yes

SharePoint V2, V3: Error: Service Unavailable

Description:

* This applies to: WSS 2.0, WSS 3.0, SPS2003, MOSS2007
* Service account password had changed.
* Site returns error: "Service Unavailable"



Solution:

IIS Manager > Application Pool Properties > Identity Tab
* Update the service account and password


Start > Run
* IISRESET /noforce

Start > Programs > Administrative Tools > Services
* Update user name and password for any other services registered with this user account
* Restart the updated services

SharePoint V3: Site Images Appear as Red X

Description:

After logging into a SharePoint Web Application, the site images show as red x.




Solution:

* IIS Manager > Application Pool Properties for Web Application > Identity
* Select "Configurable" radio button
* For user name and password, type the domain\username and password of a farm service account
* Run IIS Reset

SharePoint V3: Error: Access Denied When Clicking User Profiles and Properties in SSP

Description:

Shared Service Provider > User Profiles and Properties
Error: Access Denied






Solution:

Log into Shared Service Provider web application using an administrator account. In Actions > Site Settings > All Site Settings > Advanced Permissions, add the users to the access list for the site and assign permissions. In Actions > Site Settings > All Site Settings > Site Collection Owners, add the user account as a site collection owner if desired.

SharePoint V2: How to Configure and View Diagnostic Logs for Search in SharePoint Portal Server 2003

Configuring:

Central Admin > Component Configuration > Configure Diagnostic Settings


Under Logging Settings, highlight Search Service and click Edit


Modify the logging level (remember to go back afterwards and set it back to avoid using disk space unnecessarily)


Viewing:

Under View Diagnostic Logs, highlight the most recent search log and click View

Links: SharePoint V3: What every SharePoint administrator needs to know about Alternate Access Mappings

What every SharePoint administrator needs to know about Alternate Access Mappings (Part 1 of 3)

What every SharePoint administrator needs to know about Alternate Access Mappings (Part 2 of 3)

What every SharePoint administrator needs to know about Alternate Access Mappings (Part 3 of 3)

Links: Project Server 2007: Microsoft TechNet: Migration guide for Office Project Server 2007

Microsoft TechNet: Migration guide for Office Project Server 2007

Links: SharePoint V3: Microsoft TechNet: Governance Information for SharePoint Server 2007

Microsoft TechNet: Governance Information for SharePoint Server 2007

SharePoint V3: Error Importing User Profiles

Description:

In Microsoft Office SharePoint Server 2007, after initiating a full user profile import, the user profiles fail to import and the crawl log contains the following error:
"The specified domain either does not exist or could not be contacted. (Exception from HRESULT: 0x8007054B)"

Solution:

Adding WINS addresses to the LAN Connection properties corrected this issue.

1.
From the Index server: Control Panel > Network Connections > LAN Connection Properties > WINS tab
Add WINS server addresses

2.
SSP Admin > User Profile and Properties > Import
Perform user profile import
Verify import is successful

Links: SharePoint V3: Microsoft TechNet: Plan for performance and capacity (Office SharePoint Server)

Microsoft TechNet: Plan for performance and capacity (Office SharePoint Server)

SharePoint V2: Adding a New Portal to an SPS 2003 Server Farm

Description:

This blog post explains how to add a new portal to a SharePoint Portal Server 2003 farm having two front end web servers.

Solution:

Web Server #1

* From Windows Explorer: Create a directory on a non operating sytem drive to be used for the new IIS web site.
* From IIS Manager: Create a new web site, using the new directory as the home directory. Disable anonymous access.
* From SharePoint Portal Server 2003 Central Administration:
SharePoint Portal Server > Portal Site and Virtual Server Configuration > Create a Portal
Site Name: Give the portal a name, consider using host header or port number in name.
Virtual Server: Select the new IIS web site. Site URL: e.g. http://webserver1:port
Account Name, Email Address

Web Server #2

* From Windows Explorer: Create a directory on a non operating sytem drive to be used for the new IIS web site.
* From IIS Manager: Create a new web site, using the new directory as the home directory. Disable anonymous access.
* From SharePoint Portal Server 2003 Central Administration:
Windows SharePoint Services > Virtual Server Configuration > Extend or Upgrade Virtual Server Provisioning Options > Extend and map to another virtual server Current
Virtual Server: Verify this is set to the web site you want to extend
Server Mapping: Select the virtual server that was created on web server #1 Wait for refresh cache on the other serverse to succeed and click ok.

SharePoint V3: Configuring the Author Managed Property

Description:

This blog post explains how to configure the Author managed property so that it may be used effectively in Search within an Office SharePoint Server 2007 environment.

Solution:

SSP Admin > Search Settings > Metadata Property Mappings > Managed Properties > Author

Step 1

Set the "Mappings to crawled properties" radio button to "Include values from a single crawled property based on the order specified." It is common to expose the Author property in search results, so don't "include all values from crawled properties mapped" because your search results will end up with mulitple names listed beside the search result and it will be difficult to distinguish which is really the author.

Step 2

Map the most relevant crawled properties to the Author managed property, and position them in the best possible sequence. Obviously, if authors are truly dilligent about maintaining the Office document Author property within the document itself , then this is best candidate for first position. However, in many organizations, this property is not actively maintained. SharePoint's Created By property isn't always an accurate indicator of who actually created the document, so this one also tends to fail as being a reliable first position candidate. In many cases, the best thing to do is to create a custom Author site column, make it required, and add it to all document content types. Then, map the corresponding crawled property as first position. This ensures that the Author information will be maintained to some degree by people touching the documents.

Once the first position is set, then add and order the subsequent crawled properties.

SharePoint V2: Error: Upgrade Pre-Scan Error, Orphaned Site

Description:

During preparation for an upgrade to Microsoft Office SharePoint Server 2007, after running prescan.exe on a SharePoint Portal Server 2003 environment, the pre-upgrade report lists an error such as the one below.

06/04/2007 16:26:59 Error: Cannot get content database Id for SPSite: http://servername/sites/sitename
06/04/2007 16:26:59 Microsoft.SharePoint.SPException: There is no Web named "/sites/sitename". ---> System.Runtime.InteropServices.COMException (0x81070504): There is no Web named "/sites/sitename". at Microsoft.SharePoint.Library.SPRequestInternalClass.OpenSite(String bstrUrl, Boolean bGetUrlOnly, String& pbstrServerRelativeUrl, Guid& pgSiteId, Int32& pOwnerID, Int32& pSecondaryContactID, DateTime& pdtLastContentChange, DateTime& pdtLastSecurityChange) at Microsoft.SharePoint.Library.a.a(String A_0, Boolean A_1, String& A_2, Guid& A_3, Int32& A_4, Int32& A_5, DateTime& A_6, DateTime& A_7) --- End of inner exception stack trace --- at Microsoft.SharePoint.Library.a.a(String A_0, Boolean A_1, String& A_2, Guid& A_3, Int32& A_4, Int32& A_5, DateTime& A_6, DateTime& A_7) at Microsoft.SharePoint.SPSite.c() at Microsoft.SharePoint.SPSite.get_ID() at Microsoft.SharePoint.PreupgradeReport.Scan.GetContentDBBySite(SPSite site, SPVirtualServer vs)

Solution:

Windows SharePoint Services 2.0 and SharePoint Portal Server 2003 each have their own approach to cleaning up orphaned records. The KB articles below provide information on related hotfixes and explain how to use command line utilities to clean up corrupted databases.

Windows SharePoint Services 2.0
http://support.microsoft.com/kb/924881
http://support.microsoft.com/kb/918744
From: \program files\common files\microsoft shared\web server extensions\60\bin
To Detect: stsadm -o databaserepair -url http://ServerName -databasename DatabaseName
To Repair: stsadm -o databaserepair -url http://ServerName -databasename DatabaseName -deletecorruption

SharePoint Portal Server 2003
http://support.microsoft.com/kb/919175
http://support.microsoft.com/kb/918742
From: \programfiles\Sharepoint Portal Server\Bin
To Repair: spsadm repairorphans http://ServerName

SharePoint V3: MOSS 2007 Search: How to Index Lotus Notes Content

I recently configured MOSS Search to index Lotus Notes. Here is an overview of the process.

Preparation:
* Lotus Notes server name
* Lotus Notes database file name
* List of fields you want to display in search results
* Notes user logon file (e.g. user.id)
* User credentials for installing Notes client

Steps:
* Install Lotus Notes Client 6.0 to the SharePoint Index Server
* From the index server, share the c:\program files\lotus\notes\data directory allowing WSS_WPG group access
* From an existing workstation, copy a valid user id file to index server c:\program files\lotus\notes\data
* Download the Lotus C++ API Toolkit 3.0I* Extract the files* Copy lcppn30i.dll to the index server, c:\program files\microsoft office servers\12.0\bin
* Rename 1cppn30i.dll to 1cppn30.dll
* From index server, c:\program files\microsoft office servers\12.0\bin, execute notessetup.exe
* Specify the server name, database file, view, etc.
* From index server, cmd prompt, net stop osearch, then net start osearch
* SSP Admin > Search Settings > Content Sources: Configure content source for Lotus Notes
* SSP Admin > Search Settings > Scopes: Configure scope for Lotus Notes content source
* SSP Admin > Search Settings > MetaData Property Mappings: Create managed properties for those Lotus Notes properties that you want to search or display in search results
* Search Center: Configure the search web parts and search results web parts (and related xml files) to display useful field when the search result item is coming from the Lotus content source

Lessons:
* The notessetup.exe won't work with the 1cppn30i.dll file name, need to rename it to 1cppn30.dll
* I used 6.0 Notes Client, because Notes Client 6.5 did not create a data directory

References:
* Configure Office SharePoint Server Search to crawl Lotus Notes (Office SharePoint Server 2007 for Search)
* Using SharePoint 2007 to Index Lotus
* Secure crawls of Lotus Notes with SharePoint
* How to Configure Search to Honor Lotus Notes Security Settings
* MOSS2007 Search and Index Lotus Notes
* IBM software downloads (for Lotus C++ API ToolKit)

SharePoint V3: Fresh MOSS 2007 Search Configuration for Medium Server Farm

Description
After configuring and starting MOSS Search, you wish to have a clean configuration. Maybe the indexing process doesn't seem to be working correctly. Or, perhaps there are issues with the propogated index share folder. Or, maybe the crawler doesn't seem to complete its process. Or, maybe the first time around you forgot about your database naming convention and you want to rename the search database to something more relevant. Whatever the issue or reason, the solution below offers a way to gain a fresh start with MOSS search configuration. This solution creates a new search database, it clears the index and propogated index file shares and creates new ones.

Solution
From each of the search servers
* Start > Run > CMD
* net stop osearch

From each of the query servers
* Central Admin > Services on Server
* Stop/Remove MOSS Search (query) from each of the query search servers

From the index server
* Central Admin > Services on Server
* Stop/Remove MOSS search (index)

From the index server
* Central Admin > Services on server
* Note the database name
* Stop/Remove WSS search

From the index server
* Central Admin > Services on server
* Start/Add the WSS Search (this requires creating a new db)

From the index server
* Central Admin > Services on server
* Start/Add the MOSS Search (select only the index checkbox)

From each of the query servers
* Central Admin > Services on server
* Start/Add MOSS Search (select only the query checkbox)

From the SSP
* SSP Admin > User Profiles
* Verify that user profiles have been imported

From the SSP
* SSP Admin > Search Settings
* Verify all content sources, crawl rules, schedules, scopes are configured properly
* Perform a full crawl of content

SharePoint Error: Service Unavailable

Description:
Users receive "Service Unavailable" error when they point their browsers at the SharePoint site

Solution:
* Administrative Tools > Services > SQL Server Service > Log On Tab
Set the identity to a domain user account
Restart the service
* IIS Manager > Application Pools > Application Pool Properties > Identity Tab
Set the identity to a domain user account (e.g. use same as sql server service account)
* Start > Run > IISReset

See Also:
Microsoft Support KB973917: Description of the update that implements Extended Protection for Authentication in Internet Information Services (IIS) http://support.microsoft.com/kb/973917

SharePoint V3: MOSS 2007 People Search Scope, 0 Items

Description:
MOSS 2007 Search is configured but the People scope contains zero items.

Solution:
* SSP Admin > User Profiles and Properties
Verify that user profiles have been imported by looking at the number of profiles
* SSP Admin > Search Settings > Scopes > Scope Properties and Rules
Delete existing rules
Create a new rule where contentclass = urn:content-class:SPSPeople
Set the new rule behavior to "Require"
* SSP Admin > Search Settings > Scopes
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