Integrating the O ce 2010 Clients with SharePoint 2010 WHAT’S IN THIS CHAPTER? Common SharePoint integration points that exist in all of the O ce suite products Integration of each O ce 2010 application with SharePoint Setting up O ce 2010 integration from within Central Administration and Group Policy settings Microsoft Offi ce 2010 is now more tightly integrated with SharePoint than any previous ver- sion. Collaboration has become an intuitive part of the user experience, and it is a familiar ingredient of all the Offi ce 2010 applications. With SharePoint 2010 and Offi ce 2010 together, teams will be able to communicate effectively, stay in touch, share questions or concerns, and, of course, work on shared content. Believe it or not, many workers still send e-mail attachments back and forth as their only form of collaboration. There are several reasons why this is not the most effi cient way to accomplish the task at hand. There can be confusion about which version of the document is the most recent, who is working on it, and who made which changes to the fi le. In addition, each time a docu- ment arrives in a mailbox, it takes up more space on the Exchange server. Consider the cumu- lative effect of a single fi le being sent back and forth between a handful of people four or fi ve times — and this happening many times a day between hundreds or thousands of users. This can signifi cantly affect server storage, especially when you compare it to saving each fi le in a single place in SharePoint and using version control. This simple example alone makes a great case for utilizing SharePoint integration to its fullest. In this chapter, you will learn about the SharePoint 2010 integration features that are part of several different Offi ce 2010 applications. 18 512 CHAPTER 18 iNtegratiNg the office 2010 clieNts With sharePoiNt 2010 OFFICE 2010 APPLICATION COMMONALITIES All of the Microsoft Office applications have a common look and feel. The menus are similar, and so is the contextual Office Fluent UI or Ribbon that is part of the user interface, first introduced in Office 2007. Once users are familiar with one Office application, it becomes easy to switch between different applications and quickly find those common commands and buttons. With this in mind, it is logical that many SharePoint collaboration and integration features are also the same across the Office applications. There are also a multitude of points where Office and SharePoint talk to each other. If a user would like to take an action such as upload a document to SharePoint, for example, or even edit or tag an existing document, those tasks can be done from either within SharePoint or from the client application. This section describes the many convenient ways to make the most of Office 2010 collaboration and integration. This integration is covered from two points of view. The first perspective is from work- ing within the Office applications; the second perspective looks at Office integration options from within SharePoint in the browser. Connecting to SharePoint from within Microsoft Oce 2010 Applications People work in Office applications all day long, so saving files to SharePoint should be a convenient process. In the name of efficiency, files can be accessed, worked on, and saved without ever having to open SharePoint in the browser. This section covers the concepts of live co-authoring, the Backstage view, and the Document Information Panel in Office. Live Co-authoring Gone are the days where you have to wait until another user checks a document library file back in before you can make your own changes! Now, with Office 2010, multiple users can work on the same file at the same time, and communicate with each other during the process. Whether using OneNote, Word, PowerPoint, or the Excel Web Application, the new live co-authoring feature promises to bring a higher level of efficiency to your daily work and collaboration. What does the live co-authoring experience look like? The following example dem- onstrates Word 2010 co-authoring. As shown in Figure 18-1, when a document is being edited from a document library in SharePoint, the familiar Save button at the top-left corner of the application looks a little different. It also has a small “refresh” symbol as an over- lay. This means that if the document is being co-authored, when you click the Save button it will be saved and also refreshed at the same time, to show any changes that other users have made to the document concurrently. While working in the document, an icon at the bottom left indicates the number of users simultaneously editing the document, as shown in Figure 18-2. Two people are working on the example document. Clicking on the people icon with the number 2 on it will display a list of the users’ names. Each name is clickable, and can be expanded to display more information about the person, with vari- ous ways to contact them. The paragraphs that other users are working on are locked for editing, as shown in Figure 18-3. FIGURE 181 FIGURE 182 Oce 2010 Application Commonalities 513 FIGURE 183 A vertical line appears down the left side of the locked paragraph, with the user’s name and con- tact information next to it. When you click the Save button, if another user concurrently edited the document a notification pops up, letting you know that Word has refreshed your document with changes made by other authors. Backstage View Microsoft Office 2010 applications all have what’s called the Backstage view. Think of this view as an amplified replacement for the old File menu at the top-left corner of previous versions of the applications. As shown in Figure 18-4, click the File tab to bring up the Backstage view. FIGURE 184 514 CHAPTER 18 iNtegratiNg the office 2010 clieNts With sharePoiNt 2010 Notice that there are several tabs down the left side of the Backstage view. The Info tab contains vital information about the file, along with some buttons for interactivity with SharePoint. Permissions — Click the Protect Document button to carry out any of the following actions: Mark the document as Final — A document is marked as final indicates that editing is complete. Encrypt with Password — Require that a password is used in order to open this doc- ument. When collaborating on documents in SharePoint, this archaic option is a bit redundant, because SharePoint permissions can be used on documents instead. Restrict Editing — This option enables users to segregate parts of a file and define which users can edit each different part. Restrict Permission by People — This option makes use of Microsoft’s Information Rights Management Service, which is a separate product that can be purchased. Add a Digital Signature — Insert a digital signature box into the document or spread- sheet when an official signature of approval needs to be obtained. This digital signature option is also available on the Insert tab, and it can be used in conjunction with the out-of-box workflow called “Collect Signatures - SharePoint 2010”. Prepare for Sharing — Click the Check for Issues button to carry out any of the following actions: Inspect Document — Check the document for items such as comments, personal information, or hidden text. Check Accessibility — Inspect the document for any content that people with dis- abilities may find difficult to read. Check Compatibility — This checker looks for issues in the file that may exist due to compatibility with earlier versions of Office. Display either Office 97–2003 or Office 2007 issues, or both. Versions and Check Out — Click the Manage Versions button to check the file in or out, com- pare major versions, recover draft versions, or delete all draft versions. The list of previous versions is displayed in this section for easy reference. Note that document library versioning should be turned on in order to look at previous versions of the document. The Backstage view’s Save & Send tab, shown in Figure 18-5, contains several options related to document collaboration and integration with SharePoint. Send Using E-mail — When this option is selected, some useful dialog boxes explain to users the difference between sending the file as an attachment in e-mail versus sending a link to the SharePoint document. As stated at the beginning of the chapter, when users understand the benefits of keeping the files within SharePoint, collaboration becomes much more efficient. Save to Web — Use your Windows Live login account to save a file to your own personal or public folders on the Internet. Oce 2010 Application Commonalities 515 Save to SharePoint — This option shows the current location, recent locations, and My SharePoint locations. In order to save to SharePoint, the current logged-in user must have at least Contribute permissions on the target library. Publish as Blog Post — This option enables the capability to publish to a SharePoint blog. It is covered in more detail later in this chapter. Workflows — This section shows SharePoint workflows that can be run on the current file. FIGURE 185 The Document Information Panel In Microsoft Word, Excel, and PowerPoint, the document information panel is where you can view the metadata associated with a file, from within the application. Metadata refers to the properties associated with each file in a library. Columns in libraries are considered metadata, and contain information about each file, such as the create date and creator. You can add custom metadata to libraries simply by creating new columns. (See Chapter 16 for more about metadata.) Figure 18-6 shows an example of a default Document Information Panel. FIGURE 186 516 CHAPTER 18 iNtegratiNg the office 2010 clieNts With sharePoiNt 2010 By default, the document information panel is not displayed when documents are opened, but this can be remedied with a quick setting change in the document library: 1. In the document library’s Library tab, click Library Settings. 2. In the General Settings section, click Advanced Settings. 3. In the Content Types section, the Allow management of content types option should be changed to Yes. Click OK. 4. Back on the Document Library Settings page, there will now be a section called Content Types. It may be necessary to scroll down the page a little bit to get to this section. 5. All of the content types for the library are listed here. By default, the only content type is called Document. Click the name of the Document content type. 6. In the Settings section for this content type, click Document Information Panel settings. This screen is shown in Figure 18-7. FIGURE 187 7. The Show Always section enables you to force the document information panel to be dis- played each time fi les of this content type are opened. 8. The Document Information Panel Template section enables customization of the panel itself, which is covered in the section “Integrating SharePoint 2010 with InfoPath.” You can confi gure a document information panel globally so that all documents of a certain content type in the site collection are affected. To do so, click Site Settings at the site collection level. In the Galleries section, click Site Content Types. Start at step 6 in the preceding set of instructions. For information on how to further customize the appearance of the document information panel, skip ahead to “Integrating SharePoint 2010 with InfoPath.” Oce 2010 Application Commonalities 517 Connecting to Oce 2010 from SharePoint 2010 Each library and list in SharePoint 2010 can be connected to the logged-in user’s Office client soft- ware. From a library, there will be a Library Tools section of the contextual Ribbon, as shown in Figure 18-8. FIGURE 188 Click the Library tab inside the Library Tools section. This displays the Ribbon containing all of the options available at the library level. Figure 18-9 shows a document library, with the Library tab displayed. FIGURE 189 In the Ribbon, the section labeled Connect & Export contains buttons related to Office integration. Depending on the current type of list or library, different options will appear in this area. Many of these concepts are expounded upon later in this chapter: Sync to SharePoint Workspace — Create a synchronized copy of the current library on your local computer using SharePoint Workspace 2010. SharePoint Workspace is an Office appli- cation that enables entire SharePoint sites or site lists and libraries to be synchronized to an offline copy. Connect to Office — Users can save their personal favorite SharePoint links to their own list. This list within SharePoint is similar to saving items as Favorites in the browser but even better. When items are saved in this list, these bookmarks are available no matter which computer a user logs into. These locations are also available on the Save & Send tab in the Backstage view. Connect to Outlook — In SharePoint, certain types of lists and libraries can be connected to Outlook. This means that the list itself is added as a type of folder in the Outlook client, and the list items are accessible and editable from within Outlook. Document libraries can be connected to Outlook, and the types of lists that can be connected are Contacts, Calendars, 518 CHAPTER 18 iNtegratiNg the office 2010 clieNts With sharePoiNt 2010 Tasks, and Discussion Boards. External content types can even be connected to Outlook! Learn more about external content types in Chapter 16. Once a list or library has been con- nected, it will be displayed at the bottom of Outlook’s folder view, under SharePoint Lists. Right-click on any SharePoint list from Outlook and click Open in Web Browser to get back to the associated SharePoint site. Export to Excel — Take a look at the columns and data in the current view of the list. This option enables you to export the data to an Excel spreadsheet. The column order and fi lter- ing of the current view are carried over in Excel. This is a useful feature when you want to further analyze data, or when the need arises to send static list information to an individual outside of the organization. Create Visio Diagram — This option is available in a task list, and creates several visual representations of the task list in a new Visio diagram. Note the tabs across the bottom of Figure 18-10. Each tab displays a different visual representation of the list, such as Task Status, Workload Distribution, and Incomplete Tasks by Assigned To. FIGURE 1810 Integrating SharePoint 2010 with Word 2010 519 Open With Access — This handy integration functionality enables you to connect a SharePoint list to Microsoft Access. When this is done, the live SharePoint list data is avail- able as a table in an Access database. Open Schedule — From a SharePoint task list, click Open Schedule to export tasks in the cur- rent list to Microsoft Project. Now that some of the more common integration features have been covered, the rest of this chapter details each of the Microsoft Office 2010 applications as they relate to SharePoint. INTEGRATING SHAREPOINT 2010 WITH WORD 2010 Microsoft Word 2010 is used for document creation and editing, and has its own set of unique inte- gration points with SharePoint. This section covers the following Word capabilities: Comparing document versions Document barcodes Quick Parts Blogging Comparing Document Versions From the Review tab in Word, you can compare various document versions to each other. Of course, multiple versions of a document will not be saved unless versioning is enabled in the library’s set- tings. By default, versioning is not enabled. Follow these steps to enable versioning: 1. Click to select the target document library. 2. In the contextual Ribbon at the top of the screen, under the Library Tools tab, click the Library tab. 3. Click the Library Settings button. 4. In the General Settings section, click Versioning Settings. 5. Choose Create major versions so that each time the file is saved, it becomes a new ver- sion number. You can create major and minor (draft) versions if it is necessary to work on drafts and publish each file when it is ready for public consumption (major versions). 6. To access the file’s versions from SharePoint, click the drop-down box on the file name and select Version History (see Figure 18-11). FIGURE 1811 . ahead to “Integrating SharePoint 2010 with InfoPath.” Oce 2010 Application Commonalities 517 Connecting to Oce 2010 from SharePoint 2010 Each library and list in SharePoint 2010 can be connected. integration features that are part of several different Offi ce 2010 applications. 18 512 CHAPTER 18 iNtegratiNg the office 2010 clieNts With sharePoiNt 2010 OFFICE 2010 APPLICATION COMMONALITIES All. chapter details each of the Microsoft Office 2010 applications as they relate to SharePoint. INTEGRATING SHAREPOINT 2010 WITH WORD 2010 Microsoft Word 2010 is used for document creation and editing,