Thủ thuật Sharepoint 2010 part 68 docx

488  ❘  Chapter 17   Social Computing and SharePoint 2010 Figure 17-13 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 multiple 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 number 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 application 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: Create a new web application by following the instructions in Chapter 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 After the web application has been created, a confirmation pop-up window will appear Click this link on this window called Create Site Collection 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 In Central Administration, click Manage web applications in the Application Management section Click to select the My Sites web application 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 17-14 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 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 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 different 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 suffix of the personal site location URL For singledomain 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 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: In the My Site Settings section, click Configure Trusted Host Locations The Description field should contain the text that is displayed to the users, as a clickable link Click the New Link button The URL field should contain the link to the top level of the location in which the My Sites are located 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 departmental 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 collaboration 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 17-15 Follow these steps to set up personalization site links in the User Profile Service Application, per the preceding example: In the My Site Settings section, click Configure Personalization Site Take a look at Figure 17-16, and click OK to save the new link Follow the preceding steps for each company department Click the New Link button Fill in the URL to the departmental team site The Description will be the text that is displayed, such as “Marketing Site” in Figure 17-15 The owner is a required field, and represents the person responsible for maintaining this link 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.” Figure 17-16 Publish Links to Office 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 Office 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 Office 2010 and SharePoint through Group Policy” with information about using Active Directory Group Policy to control the SharePoint site links in Microsoft Office 2010 applications This is simply another method of globally configuring the links that are published to Office 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 specific ones as needed FIguRE 17-17 To perform a search for either tags or notes, the username or URL must be specified 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 494  ❘  Chapter 17   Social Computing and SharePoint 2010 Figure 17-18 The user’s status update appears in the dialog bubble by the user’s image To update your own status, simply type inside this bubble This brief status update is known in social computing as micro blogging Some important properties are displayed under the user’s name, such as phone number and e‑mail address The fields that are displayed here are configured in the user property display settings in the User Profile Service Application The descriptive text toward the right side of the user’s name in Figure 17-18 comes from the About Me property in the user’s profile Each of the subheadings described next appear as tabs on the My Site profile A light-blue band across the top of the profile includes the option to View My Profile as seen by This setting enables users to test how their profile will appear when viewed by others For example, users may want to preview their information for privacy purposes When editing their profile, users can specify that their home phone number should be visible only to their manager To be absolutely certain that the home phone number is not shown publicly, users can view the profile as seen by everyone (for example) and ensure that the home phone field does not show Overview The Overview tab displays some basic information about the person and their activity in SharePoint Within each user’s profile, by default there is an editable field called Ask Me About This is a place for users to type in keywords regarding their areas of expertise On this overview tab, the Ask me about section contains that person’s expertise keywords as hyperlinks When one of these links is clicked, text is automatically inserted into a new Note Board note For example, if the user’s profile has an Ask Me About link called “marketing,” clicking this link will insert this text “Question on marketing:”, which enables My Site visitors to type in their own text before posting the note The Note Board on My Site can be likened to the “wall” on the Facebook social networking site This is a place for colleagues to post public comments to each other Another prominent part of the Overview tab is a list of recent activities, as shown in Figure 17-19 My Sites  ❘  495 Figure 17-19 Recent Activities is a list of what the person has been doing in SharePoint, such as updating information about themselves, tagging items, and making notes on note boards When viewing user profiles other than your own, the In Common With You section displays a list of commonalities between the logged-in user and the user whose profile is being viewed Above this section is a small organization chart with a link to view the Organization Browser, which is a link to the Organization tab Organization The Organization tab contains the Organization Browser, an interactive Silverlight Web Part (Microsoft’s Silverlight software must be installed on client machines in order for them to enjoy not only this Web Part, but also several other enhanced interfaces within SharePoint 2010.) The entire structure of this interface is based upon the accuracy of the Manager field in the user profiles Click any name to see the profile page for that person The Organization Browser Web Part is shown in Figure 17-20 Note that non-Silverlight clients can view a simple HTML view via a link at the bottom-left corner of the Organization tab Content The Content tab is where each user stores his or her own content, such as documents and spreadsheets in libraries, and personal SharePoint lists and subsites Click the Content tab on any user’s My Site to see content that has been shared publicly, such as shared documents and blogs Each of these personal sites is a site collection, and each user is the owner of his or her own site collection 496  ❘  Chapter 17   Social Computing and SharePoint 2010 Figure 17-20 Tags and Notes The Tags and Notes tab displays a running list of all tags and notes that the user creates in SharePoint Figure 17-21 shows an example of the information in the Tags and Notes section You can optionally refine the list on the right to show either tags or notes, and scroll between months The tag cloud on the left shows the most frequent tags by this person Users can go to their own Tags and Notes and either edit or delete them individually When viewing your own Profile, there is also the option to filter the list to display only private or public items Colleagues In SharePoint, all users keep their own list of favorite colleagues with whom they would like to keep current and share certain information This tab enables users to manage and organize colleagues, such as by group A person’s colleagues can be added as follows: ➤➤ Automatically — Some colleagues will be automatically added, such as direct reports and people who report to the same manager As mentioned earlier, this data is drawn from the Manager property under User Properties, and is therefore only as accurate as the data entered in Active Directory ➤➤ Suggestions — Some colleagues will be suggested by SharePoint, based on commonly sent Exchange e‑mails, Office Communication Server contacts, and websites for which multiple individuals are included in the Members group ➤➤ Manually — When viewing a person’s profile page, you can click the Add as a Colleague button, which is located below the person’s profile picture, to add them to your own list of colleagues My sites ❘ 497 FIguRE 17-21 There are a couple of different reasons to add people to your personal list of colleagues First, the activity of colleagues will be displayed in your newsfeed, also known as the My Network page, which is covered later in this section All of the colleagues’ social interactivity within SharePoint is displayed on this continuous feed Second, when people are added as colleagues, it is possible to granularly share profi le information with them The Add Colleagues screen, shown in Figure 17-22, contains the following options: ➤➤ Add to My Team — Enable this option in order to use the privacy settings This allows for granular sharing of certain information with the given colleague ➤➤ Add to a Group — Colleague groups provide a simple organization method for handling a long list of colleagues ➤➤ Show to — Use this option to specify which people are allowed to see that this person is in your list of colleagues “Colleagues” is also an out-of-the-box Web Part that users can add to their own My Content sites In SharePoint 2010 My Sites, a drop-down box called Show To appears in several places This is a privacy setting, which allows control over what personal information is displayed, and to whom it is displayed Five different levels are possible, listed in order from the most private to the most public: Only Me, My Manager, My Team, My Colleagues, and Everyone 498  ❘  Chapter 17   Social Computing and SharePoint 2010 Figure 17-22 Memberships This section displays SharePoint sites and distribution lists of which the person is a member Each item in the list has a privacy setting that determines who is allowed to view that membership Memberships is also a Web Part that users can add to their own My Content sites My Newsfeed The next few sections regarding My Newsfeed, My Content, and My Profile refer to the top navigation items on My Sites My network is the activity feed, and displays all of the activities of the current user’s colleagues, along with activity related to tags in which the user is interested Figure 17-23 shows an example of an activity feed An out-of-the-box Web Part called What’s New can be used on My Site content pages to display the same information as this activity feed The top of the My Network page displays the following three links: ➤➤ My Colleagues — Link directly to the Colleagues tab on the My Site ➤➤ My Interests — Link directly to the current user’s profile page, and the Interests property ➤➤ Newsfeed Settings — Link directly to the current user’s profile page, and the Activities I am following section My Content With My Sites, each person has his or her own site collection for storing personal content, which can be accessed by clicking My Content at the top of the My Site The first time a user clicks on My Content, the site collection is automatically created Also, if the client computer has Microsoft Office installed, then the first time the content site is accessed the user will be prompted to allow Microsoft Office to remember the My Site location After clicking Yes to this prompt, Microsoft Office applications will have the user’s My Site as a SharePoint location in which to save documents For example, in Microsoft Office, click the File menu at the top, select the Share tab on the left, and then click Save to SharePoint My Site will be listed under My SharePoint Locations My Sites  ❘  499 Figure 17-23 My Profile This link simply takes the current user to his or her My Site profile page On this page, there is an Edit My Profile link under the user’s photo Profile editing is covered shortly in the section “Edit My Profile.” My Links SharePoint users can save their favorite links to their own list called My Links Although it is not apparent as a tab in the interface, there are two ways to add links and to manage a list of personal links: ➤➤ Document Libraries — Follow these steps to add to My Links from within document libraries: In any document library, click the Library tab in the Ribbon at the top of the page In the Connect & Export section of the Ribbon, click the Connect to Office button, shown in Figure 17-24 Figure 17-24 From this drop-down box, you can add or remove a link to this library, or manage your own personal list of links 500  ❘  Chapter 17   Social Computing and SharePoint 2010 ➤➤ My Content Site — Follow these steps to add to My Links from within the personal My Content site: Click to edit the page and click to Add a Web Part In the Recommended Items category of Web Parts, add the My Links Web Part to the page This Web Part contains the list of My Links, along with a button to Manage Links Edit My Profile All SharePoint users have their own personal profile and can modify certain properties in it The properties that can be edited are controlled from within the user profiles and properties in the User Profile Service Application, which was covered at the beginning of this chapter When viewing your own My Site profile, click the Edit My Profile button, located below your photo Figure 17-25 displays an example of part of the edit screen of a user’s profile Figure 17-25 On the right side of each property is a Show To setting indicating who is able to see that particular piece of information The Manage User Properties section earlier in this chapter describes how administrators can configure these settings globally For some properties, end users can change the Show To setting using a drop-down box, whereas other settings are hard-coded to a default setting In some properties of the profile, such as Ask Me About, Skills, and Interests, tags are used When tagging, you are not simply typing text in a text box The keywords that are used in profiles become part of the farm’s metadata term set The tags that are used in these fields are interactively tied to many other social aspects of SharePoint 2010 Read more about term sets in Chapter 16 Wikis and Blogs  ❘  501 Another important part of the edit screen of the user’s profile is the Preferences section, shown in Figure 17-26 Figure 17-26 Set your own e‑mail notification preferences here, along with activities to follow To follow an activity means to see that type of activity listed in your My Network page Wikis and Blogs Wikis and blogs are considered part of social media on the web, and are both highly interactive types of web pages Before delving into how to use them in SharePoint, we will quickly define each of these concepts A wiki is a web page that allows users to freely create and edit content through a web browser interface This open editing concept is useful in the creation of collaborative websites, in obtaining community input, or for personal note taking Wikis are exceptionally useful when it comes to maintaining knowledge management systems, such as a knowledge base for an information technology help desk A blog is a personal web log, and can be thought of as an individual’s journal on a particular topic Blog posts can be written about either personal or business-related topics, and are usually created for consumption by the general public Each new entry made in the blog is referred to as a blog post, and readers of the blog are usually allowed to comment on each of these posts Wikis In SharePoint, a wiki can be created using a site template, or a wiki can simply be created as a library within an already existing site This section covers both methods, along with concepts of working within a wiki 502  ❘  Chapter 17   Social Computing and SharePoint 2010 To create a Wiki site: Click Site Actions ​  ​ ew Site ➪N Click Enterprise Wiki, and enter a name and URL for the new site Click the Create button To create a Wiki library in an existing site: Click Site Actions ​  ​ ore Options ➪M Click Wiki Page Library and type a name for it Click the Create button When a new wiki is created, by default there are two entries in the wiki library To create a new entry in the library: Click the Page tab in the Ribbon at the top of the screen Click the View All Pages button to see the list of all wiki pages in the library In the Ribbon at the top of the screen, click the Documents tab Click the New Document button A wiki site has quite a few more features than a wiki library The following wiki site benefits aren’t included when simply creating a wiki library: ➤➤ Page ratings included on each wiki page ➤➤ Page categories (tagging) on each wiki page ➤➤ An Edit This Page button on each wiki page, for quick editing ➤➤ Three different wiki page templates ➤➤ The capability to insert multimedia into a wiki page Blogs Blogs are composed of a blog site, blog posts, and blog comments When it comes to the social features that SharePoint 2010 offers, blogs play an integral part In the corporate environment, blogs can be used to post current information on projects, highlight departmental achievements, or serve as a log of technical trials and tribulations Each user’s My Site content site contains a “Recent blog posts” Web Part by default When people create blog posts in SharePoint, they become part of the bigger picture of social activity Unlike wikis, which can be created as sites or just libraries, blogs can only be created as sites Besides being included as part of My Sites, blogs can also be created anywhere in SharePoint For example, suppose your IT department wants to publish an “IT Blog” by the CIO, which is a subsite of the public IT departmental site Wikis and Blogs  ❘  503 Follow these steps to create a new blog site: Click Site Actions ​  ​ ew Site ➪N Choose Blog, and type a name and URL for it Click Create You are now the proud owner of a new blog site, as shown in Figure 17-27 Figure 17-27 One of the first things to consider when creating a blog site is the blog categories Notice that the Quick Launch bar on the left lists categories through by default Obviously, there’s a button to Add New Category, but you’ll probably want to modify the existing ones first Click All Site Content, and then go to the Categories list to edit each of the default categories In addition to creating your own set of categories, create an image and description for this new blog The About this Blog Web Part is simply a Content Editor Web Part that can be modified Blog Tools On the right side of the blog is a set of links called Blog Tools, which can be viewed only by users who have at least Contribute permissions on the blog posts The following are options available in the Blog Tools: ➤➤ Create a Post — Create a new item in the list on the site called Posts The most recent blog post is listed first, on the blog site ➤➤ Manage Posts — Navigate to a list view of the Posts list on the site 504  ❘  Chapter 17   Social Computing and SharePoint 2010 ➤➤ Manage Comments — Navigate to a list view of all comments that have been made on blog posts This is a list on the site called Comments ➤➤ Launch blog program to post — Open Microsoft Word in order to create a blog post Chapter 18 has detailed information on how to create blog posts in Word Allowing Comments In a typical blog scenario, one or two people create blog posts in any given blog site, and then the general visitors to the site are able to make comments on those posts By default, the Comments list is set up to inherit permissions from the site level, but in order to allow comments on a blog, some permissions need to be changed, as described in the following steps: On the blog site, click Manage Comments on the right side of the page In the Ribbon at the top of the screen, click the List tab Click the List Permissions button Click the Stop Inheriting Permissions button According to your company’s requirements, give the appropriate group of people Contribute permissions on this screen, to allow them to add blog comments Click the Grant Permissions button to add new groups or individuals, or click the check boxes next to existing ones to change their permissions A good example is where the site visitors group may have Read access, change that group’s permission to Contribute Users can now add and edit comments on this blog site, but we don’t want them to be able to edit other people’s comments This is a simple setting change in the Comments list, following these steps: On the blog site, click Manage Comments on the right side of the page In the Ribbon at the top of the screen, click the List tab Click the List Settings button Click Advanced Settings Look at the Item-Level Permissions section In the Create and Edit access option, select Create items and edit items that were created by the user Click OK Another action that can be taken in order to have a bit of control over the comments that are posted is to turn on content approval Follow these steps to turn on comment approval: On the blog site, click Manage Comments on the right side of the page In the Ribbon at the top of the screen, click the List tab Click List Settings Click Versioning Settings In the Content Approval section, choose Yes Click OK Ratings  ❘  505 There’s one more step How will you know when new comments are added to the blog? The comments have to be approved, so someone needs to know when to approve them Set up an alert for yourself on the Comments list, to be notified when new items are added To approve or reject an item, go to the Comments list and click the drop-down box on the item Choose Approve/Reject, and then pick whether you approve or reject the item, and add optional comments Ratings In SharePoint 2010, you can rate content on a scale from zero (the lowest rating) to five (the highest) In addition to tags and notes, this is yet another way that people are encouraged to participate by giving feedback in SharePoint This section covers the rating setup steps, along with ways that this rating information can be utilized Turning on Ratings In a list or library’s settings, click Rating Settings Choose Yes to allow items in this list to be rated Once this rating feature has been enabled, a new column called “Rating (0–5)” appears in the list This field can be added to any views, and it is displayed on the View Properties and the Edit Properties form for each item in the list or library Figure 17-28 shows an example of a document library view in which ratings have been enabled Figure 17-28 Hover over any individual item’s star rating to see text about your own rating of the item Click to assign a rating is shown, along with My Rating, which reminds you, the logged-in user, of any rating that you have already assigned As items are rated, they are listed in activity feeds The Ratings Timer Job In order for current ratings to be displayed as the appropriate number of stars next to each rated item, there is a timer job on the server The User Profile Service Application - Social Rating Synchronization Job runs hourly by default This timer job aggregates all of the past hour’s ratings, and calculates totals and averages for each rated item  ... used to target departmental 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... “Managing Office 2010 and SharePoint through Group Policy” with information about using Active Directory Group Policy to control the SharePoint site links in Microsoft Office 2010 applications... Web Part (Microsoft’s Silverlight software must be installed on client machines in order for them to enjoy not only this Web Part, but also several other enhanced interfaces within SharePoint 2010. )