484 CHAPTER 17 social comPUtiNg aNd sharePoiNt 2010 Remember that audiences are not a method of controlling security. Items that are not targeted to specifi c users are not inaccessible to those users. Navigation in SharePoint will automatically be security trimmed, which means that users who don’t have access to a list, library, or site, will not see that link in navigation. When it comes to navigation, audience targeting is most useful with links that have been manually added, such as links to external websites, or links to other site collections. TAGS AND NOTES Interfaces for social interactivity and feedback on content are pervasive throughout SharePoint 2010. Users are encouraged to tag items everywhere in the environment, which makes their expe- rience more interactive and collaborative. This section explains the tagging and notes interface, including steps for tagging and making notes. First, take a look at the top-right corner of any site in SharePoint 2010 to see the I Like It and Tags & Notes buttons, shown in Figure 17-9. These icons will become very familiar, as they appear pretty much everywhere in SharePoint 2010. ACTIVITY FEED TIMER JOB By default, SharePoint does not automatically compile the activity feed, which is the list of user activities like tags and notes. There is a server timer job that needs to be enabled fi rst. In Central Administration, click Monitoring in the quick launch. In the list of timer jobs, click the User Profi le Service Application Activity Feed Job, and click the Enable button. Tagging In SharePoint Server 2010 discussions, you hear a lot about metadata and social tags. Tags are basi- cally keywords, or data about data. To tag something is to assign keywords to it, separated by semico- lons, and these keywords can be associated with anything. End users are able to “tag,” which not only adds a level of rich interactivity, but enables participation in the SharePoint community in the organi- zation. The I Like It button, next to Tags & Notes, enables users to quickly identify content that they like. These tags can also be managed, and even structured, from within Central Administration and at other levels. Read Chapter 16 for a thorough understanding of this managed metadata. Here is a list of some objects that can be tagged in SharePoint 2010: Pages Libraries FIGURE 179 Tags and Notes 485 Lists List items Documents External websites My Sites Tag profiles Images When tagging pages, libraries, lists, My Sites, and tag profiles, the experience is similar. Simply navigate to that location in SharePoint, and use the Tags & Notes button at the top-right corner of the page. Figure 17-10 shows an example of the Tags & Notes interface after some user activity. FIGURE 1710 My Tags are tags that you have added, and the Suggested Tags section shows what others have added to the same object. As you start typing a new tag, SharePoint will automatically suggest similar tags that already exist as managed metadata. In document libraries, the content tagging setting is not turned on by default. To enable it, in the library settings, click Enterprise Data and Keyword Settings. There are two check boxes on the Enterprise Metadata and Keywords Settings screen: Add Enterprise Keywords — Check this box in order to make use of any legacy keywords asso- ciated with the items in this list. In the Office applications, on the File Save As screen, there is a Tags field. The words entered here automatically populate a new Enterprise Keywords column in the document library. Once this check box is selected and OK is clicked, this option cannot 486 CHAPTER 17 social comPUtiNg aNd sharePoiNt 2010 be turned back off. The new column can then be added to any views in the library. When only this option is selected, tags added to the Enterprise Keywords column are not part of the Tags & Notes for the item. Metadata Publishing —When this option is selected, tags can be added to the item using the Tags & Notes button, and those tags are saved as social tags in the Managed Metadata. When both of the above items are selected, the Enterprise Keywords for an item are the same as the Tags in the Tags & Notes screen. For example, when a document is created, tags can be added on the Save As screen in Word. These tags not only get passed to the Enterprise Keywords column in the library, but they show up when viewing the Tags & Notes screen for the item. Why participate in tagging? Tagging something helps to describe it, and enables it to be found again by browsing or searching. When you identify and classify items this way, it aids in informa- tion retrieval for not only the individual doing the tagging, but also for other people who visit SharePoint sites. The tags themselves each have their own page, or Tag Profile, and can be fol- lowed by other people in their My Site activity feeds. Shown in Figure 17-11 is the out-of-the-box Web Part called the Tag Cloud Web Part, which can be found in the Social Collaboration category when adding the Web Part. FIGURE 1711 A tag cloud is a listing of recent tags related to the current page. Tags that have been used more often are displayed in a larger font, with the font size decreasing for tags that have been used less often. By default, this Web Part displays tags created by the current user only, but the Web Part’s properties can be changed to show tags by everyone. The Web Part can also be configured to display a maximum number of tags, or to display a number in parentheses next to each tag (Show Count), indicating the exact number of times it has been used. By default, the date range of tags is one month, but it can be changed to one year or all dates. A tag cloud is also displayed on the Tags & Notes tab of each user profile. The Note Board The Note Board is new in SharePoint 2010, and it is pervasive throughout all sites in the environ- ment. Notes in SharePoint 2010 are literally free-form notes that users add to SharePoint objects, as a running commentary. Like the tags described in the preceding section, these notes exist within the same interface. Notes are an integral part of an activity feed in the social network of SharePoint 2010. Figure 17-12 displays the Note Board portion of the Tags & Notes interface. Tags and Notes 487 FIGURE 1712 The Note Board is also an out-of-the-box Web Part that can be added to any page in SharePoint, and can be found in the Social Collaboration category of Web Parts. Web Part settings include the capability to configure the number of recent notes that are displayed, and whether or not to include the new note entry text box. Even if the option to enable new note entry is unchecked, users may still add new notes by using the Tags & Notes button at the top-right corner of the page. Tag Profiles For every tag that has been added to content in SharePoint 2010, there is a special page called a Tag Profile, as shown in Figure 17-13. In this case, the tag profile is for the tag “policies.” It includes a list of recent items that have been tagged with the word, a Get Connected section, and, of course, a Note Board. The Get Connected section is another way in which personal interactivity with SharePoint is enhanced, and it contains the following links: Follow this tag in My Newsfeed — When this link is clicked, the tag is added to the current logged-in user’s newsfeed, as a keyword that is “followed.” This newsfeed can be accessed by clicking My ProfileMy Network. After this link has been clicked, the tag is automatically added to the user’s profile, in a property called Interests. Profile editing is covered later in this chapter in the section “My Sites.” Add to “Ask Me About” in My Profile — When this link is clicked, the tag is added to the current logged-in user’s profile, in a property called Ask Me About. View people who are following this tag — Clicking this link will elicit a People search on the tag, for people with the word in their Ask Me About property or in the Interests property of their profile. 488 CHAPTER 17 social comPUtiNg aNd sharePoiNt 2010 FIGURE 1713 Also included for each tag profile is a link called See all results for this tag in Search. Clicking this link elicits a search on All Sites, for items that have been tagged with this keyword. The search syntax for a tag called “policies” is as follows: socialtag:“policies.” MY SITES In SharePoint, My Sites are personal sites that not only display information about each user in the organization, but also are used as a personal landing page and storage site for individuals. My Sites can be used to both enter information about yourself, such as demographics, current projects, and areas of expertise, and to view an activity feed of information about colleagues’ activities in SharePoint. This section explains how to set up My Sites on the server, and then discusses their components and how they can be used. Setting Up My Sites Basically, each My Site is a site collection, and each user is the site collection owner of his or her My Site. Some planning should be done before jumping right into the setup. The following should be determined ahead of time: Storage requirements — Each My Site is a site collection in which each owner can create mul- tiple libraries and lists, and subsequently upload many files to these libraries. Because of this, site sizes can easily get out of hand if storage and quotas are not considered at the time of creation. Consider setting up a relatively small site quota as a default, such as 50MB. Multiply this num- ber by the number of users in the organization, for a potential total. Keep in mind that as more storage is needed, it can be handed out on a per-user basis, or the default quota can be changed. A lot of the size planning for My Sites is based on how many users will actually be using them and storing data in them, and only you know this about your own company. My Sites 489 URL planning — What URL will be used for My Sites? It is a best practice to create a new web application for this purpose. Some commonly used URLs for the My Site web applica- tion are “my” or “mysite.” For example, if your company were called Contoso, and the main SharePoint site were http://intranet.contoso.com, then the My Sites web application would be http://my.contoso.com. Here are the steps to take to set up My Sites in SharePoint Server 2010: 1. Create a new web application by following the instructions in Chapter 4. Use the naming convention that was determined in the URL planning phase. Here’s an example of what a few of the fields would contain if “my” was determined to be the DNS name of the web application: My Sites New Web Application FIELD CONTENTS IIS Web Site Name My Sites Port 80 Host Header my.contoso.com URL http://my.contoso.com 2. After the web application has been created, a confirmation pop-up window will appear. Click this link on this window called Create Site Collection. 3. Fill out the following fields on the Create Site Collection screen: Create My Sites Site Collection FIELD CONTENT Title My Sites Home Web Site Address (URL) Leave this as the default of “/”, which is the root of the web application. Template Selection In the Enterprise tab, select My Site Host. Site Collection Administrators Designate primary and secondary site collection owners. Quota Template This is the quota discussed above in the storage requirements bullet point. There is a default quota template called Personal Site, with a storage limit of 100MB. Use this one, or go to Specify Quota Templates in Application Management to create a custom one. This can be changed at any time. 490 CHAPTER 17 social comPUtiNg aNd sharePoiNt 2010 4. In Central Administration, click Manage web applications in the Application Management section. Click to select the My Sites web application. 5. In the Ribbon at the top of the screen, click Managed Paths. Add two managed paths as shown in Figure 17-14. Note that “personal” is a wildcard, whereas “my” is explicit. FIGURE 1714 6. Now that the site collection has been created, the My Sites configuration is next. In Central Administration, click Manage Service Applications, in the Application Management section. 7. Click the User Profile Service Application and click Manage in the Ribbon. Alternately, click the hyperlink text on the name of the application to access it. 8. In the My Site Settings section, click Setup My Sites. Here are some settings to consider: My Site Settings FIELD CONTENT My Site Host Location This is the URL to the My Site web application, with /my at the end. This will be the beginning of the URL to each user’s public profile — for example: http://my.contoso.com/my The profile page of a user with the login name of mollyc on the contoso domain will have a URL of http://my.contoso.com/my/Person .aspx?accountname=CONTOSO%5Cmollyc Personal Site Location This is the beginning of the URL for each user’s content area, which is dierent from the user’s profile page URL. This is the personal site collection for each user, where they can store their data in lists and libraries. An example URL is http://my.contoso.com/personal My Sites 491 FIELD CONTENT Site Naming Format This is the sux of the personal site location URL. For single- domain environments, the first option called “User Name” is a good choice. Inherently, because there are no duplicate usernames in a single domain, there will be no conflicts. In multiple-domain environments, pick one of the second two options. In a single-domain environment, a user with the login name of “mollyc” will have a personal site collection URL of http://my.contoso.com/personal/mollyc . Read Permission Level By default, all authenticated users are given Read permissions to new personal sites as they are created, which is a best practice for My Sites. 9. After all of these steps have been completed, try it out by clicking your name at the top-right corner of a SharePoint site. Click My Profile. This is your profile page. Click My Content at the top of the screen to generate your own personal site collection. Trusted My Site Host Locations In larger SharePoint deployments with geographically distributed farms and User Profile Service Applications, multiple My Site host locations can exist. In these scenarios, administrators manage a list of Trusted My Site host locations, and then target each location to the audiences of users who need to view those locations. Follow these steps to set up multiple My Site trusted locations in the User Profile Service Application: 1. In the My Site Settings section, click Configure Trusted Host Locations. 2. Click the New Link button. 3. The URL field should contain the link to the top level of the location in which the My Sites are located. 4. The Description field should contain the text that is displayed to the users, as a clickable link. 5. In the Target Audiences box, chose one or more audiences who will use that URL location as their My Site host. Personalization Site Links Personalization site links are links that are added to the top navigation within My Sites. Each link that is added can be targeted to a specific audience or to the default audience of All Site Users. This enables end users to quickly navigate from their My Site to other locations that are relevant to them. The following example demonstrates how personalization site links can be used to target departmen- tal home pages to users in each company department. The company, called Contoso, has five major 492 CHAPTER 17 social comPUtiNg aNd sharePoiNt 2010 departments, each with its own SharePoint departmental home page that is used for team collabora- tion. Five different audiences have been created, one for each department; and five personalization site links have been created, each one a link to the departmental home page, and targeted to users in the departmental audience. For example, when users in the marketing department navigate to their My Site, the appropriate link is displayed in the top navigation, as shown in Figure 17-15. FIGURE 1715 Follow these steps to set up personalization site links in the User Profile Service Application, per the preceding example: 1. In the My Site Settings section, click Configure Personalization Site. 2. Click the New Link button. 3. Fill in the URL to the departmental team site. 4. The Description will be the text that is displayed, such as “Marketing Site” in Figure 17-15. 5. The owner is a required field, and represents the person responsible for maintaining this link. 6. The Target Audience in this example is called “Marketing,” composed of all users in an Active Directory, security-based e-mail distribution list called “Marketing.” 7. Take a look at Figure 17-16, and click OK to save the new link. Follow the preceding steps for each company department. FIGURE 1716 Publish Links to Oce Client Applications The configuration to publish links to Microsoft Office client applications is conceptually similar to the personalization site links. This setting enables SharePoint links to be pushed out, so that they are available to end users within the Office applications, such as Word and Excel. When users have such quick and easy access to open and save files to common SharePoint locations, their daily work processes can be even more efficient. In the My Sites section, click Publish Links to Office Client Applications. The steps to create a new link are identical to the personalization site link steps in the previous section, except that there is an additional drop-down box to select what type of item is being published, such as a document library or a team site. My Sites 493 Where does the end user see the published links? In any Offi ce 2010 application, click the File tab at the top left, choose the Share tab, and click Save to SharePoint. This section lists the published links on the right side, which the fi le can then be saved in as long as the user has Contribute rights to the library selected. Chapter 18 includes a section called “Managing Offi ce 2010 and SharePoint through Group Policy” with information about using Active Directory Group Policy to control the SharePoint site links in Microsoft Offi ce 2010 applications. This is simply another method of globally confi guring the links that are published to Offi ce clients. Manage Social Tags and Notes Within the My Site Settings section of the User Profi le Service Application is a setting called Manage Social Tags and Notes. The concept of tags and notes was described earlier in this chapter. As shown in Figure 17-17, SharePoint 2010 includes a management console for administrators that enables them to perform searches on existing tags and notes, as well as delete specifi c ones as needed. FIGURE 1717 To perform a search for either tags or notes, the username or URL must be specifi ed. You can narrow down the search results by specifying a date range or keyword or both. Click the Find button to see the results of the query. When the list of results is displayed, the only action that can be taken on an item is to delete it. Only the person who created a note is allowed to edit it. My Sites User Experience This section covers My Sites from the user’s perspective. It explains the different parts of the user’s My Site and profi le, along with how they are used. Once My Sites have been set up in the SharePoint environment, users have access to their own My Site profi le, and can navigate through other users’ profi les. At the top-right corner of any site, logged-in users can click their name to see a drop-down box. The My Profi le option is selected in order to display the profi le portion of My Site. Figure 17-18 displays the top portion of a user’s profi le, as seen by the user. . Note Board is new in SharePoint 2010, and it is pervasive throughout all sites in the environ- ment. Notes in SharePoint 2010 are literally free-form notes that users add to SharePoint objects,. used to target departmen- tal home pages to users in each company department. The company, called Contoso, has five major 492 CHAPTER 17 social comPUtiNg aNd sharePoiNt 2010 departments, each. Board is also an out-of-the-box Web Part that can be added to any page in SharePoint, and can be found in the Social Collaboration category of Web Parts. Web Part settings include the capability