Thủ thuật Sharepoint 2010 part 71 ppsx

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 1811 520  CHAPTER 18 iNtegratiNg the office 2010 clieNts With sharePoiNt 2010 The version history shows file version numbers, along with the dates and names of the users who modified them. These file versions can be opened, but sometimes it’s hard to tell exactly what was changed in the document, especially if it’s a large document or only very minor changes were made. In situations like this, Word can be used for more than just listing the versions. Documents can be visually compared side by side. In Word, open a document from a SharePoint document library. On the Review tab in the Ribbon, click the Compare button. Figure 18-12 shows the options to compare specific versions to each other, or even to combine versions. When versions are compared side by side, the differences are indi- cated in red, making it readily apparent exactly who made which changes during the collaboration process. Document Barcodes The Information Management Policy settings in SharePoint have several capabilities, but the main one related to Office integration is the capability to insert barcodes into documents when your docu- ment management solution requires that unique barcodes be associated with, and inserted into, each document. Barcodes policies can be set up at the site-collection level, or on an individual document library. Follow these steps to turn on the barcode functionality for a library: 1. In the document library’s Library tab, click Library Settings. 2. In the General Settings section, click Advanced Settings. 3. In the Content Types section, Allow management of content types should be changed to Yes. Click OK. 4. Back on the Document Library Settings page, there will now be a section called Content Types. You may have to scroll down the page a little bit to get to this section. 5. Click Information Management Policy Settings. 6. On the Edit Policy screen, check the box next to Enable Barcodes, and optionally select to prompt users to insert a barcode before saving or printing. Quick Parts Quick Parts in Word are yet another point of integration with SharePoint 2010. Quick Parts are fields that you can insert into a Word document. Metadata (columns) from the document library can be inserted into the associated document. Insert a Quick Part into a document as follows: 1. Open a Word document from a SharePoint library, and ensure that it is in Edit mode. 2. Click on the Insert tab in the Ribbon at the top of the page. 3. In the Text section, click Quick Parts. 4. Choose Document Property and then, in the fly-out, choose the name of the field to insert. FIGURE 1812 Integrating SharePoint 2010 with Word 2010  521 Notice that the document library’s column data for that document is displayed in a Content Control box in the document. When the metadata in the library is changed, the Word document will display the updated information the next time it is opened. Blogging in Microsoft Word Microsoft Word can be used to quickly create and post blog entries to SharePoint and other types of blog sites. This section covers the Word 2010 blog integration with SharePoint 2010. Here is a list of some blog terminology to be aware of: Blog posts  — These can be thought of as journal entries that chronicle information on a general topic. Some blog posts are of a personal nature, and some are more educational or technical. Blog site  — This is the web location where blog posts are posted. SharePoint provides a Blog template that enables you to easily and quickly get your own blog up and running. Blog account  — The account is simply the URL and login information associated with the blog site. Read more about blogging and social media in Chapter 17. To quickly create a new blog site in SharePoint, click Site Actions  New Site. Click the Blog template, specify a Title and URL for the new blog, and click the Create button. There’s your new blog site! All that is needed now is the site’s URL from the Address bar in the browser, to be used later in this section. The New tab in Word’s Backstage view has an option to create a new blog post, as shown in Figure 18-13. FIGURE 1813 522  CHAPTER 18 iNtegratiNg the office 2010 clieNts With sharePoiNt 2010 The first time a blog post is created in Word, the user is prompted to Register a blog account, with options to register now or later. Click Register Now, and follow these steps to set up Word for blogging: 1. On the New Blog Account screen, choose SharePoint Blog from the list of providers, and click Next. 2. On the New SharePoint Blog Account page, enter the URL of the blog site in SharePoint. An exam- ple is shown in Figure 18-14. Note that the “default.aspx” part has been left out. Click OK. The Picture Options button enables users to select where pictures in blog posts are stored. By default, they are uploaded to a picture library called Photos on the blog site. 3. An Account registration successful dialog will pop up. Click OK. 4. Once this new blog post has been written, simply click the Publish button in the Ribbon. There is yet another way to create a new SharePoint blog post in Word. On the blog site in SharePoint, there is a set of links called Blog Tools on the right side of the page, which is only visible to content owners and editors. Click Launch Blog Program to Post, which will launch Microsoft Word, and the new blog post creation (blank) page. If you have a regular Word document that wasn’t originally created as a blog post, you can post it to a blog site. On the Save & Send tab of the Backstage view in Word, click Publish as Blog Post. Then, inside the newly formatted Word document, click the Publish button. INTEGRATING SHAREPOINT 2010 WITH EXCEL This section describes the ways in which Excel 2010 is tightly integrated with SharePoint 2010. We cover importing from and exporting to SharePoint 2010, along with Web Parts that display charts, and a little bit about Excel Services. Importing Spreadsheets into SharePoint The capability to import spreadsheet data into SharePoint is very powerful, and enables work- ers to become more efficient in their daily tasks. Any properly formatted Excel spreadsheet can be imported into SharePoint as a new, custom list. If you can simply upload a spreadsheet into a document library and take turns with other users checking out and working on it, why would you want to import the spreadsheet? What is the difference? The difference is quite significant. Think about a scenario in which managers are tasked with enter- ing their daily sales figures in a spreadsheet every day. If that spreadsheet is in a document library, those managers can collaborate on it by taking turns checking it out, adding their sales numbers, FIGURE 1814 Integrating SharePoint 2010 with Excel  523 and remembering to check it back in. When the spreadsheet is a custom list in SharePoint instead, users are simply creating new items in the same list. Besides the obvious effi ciency increase, a benefi t of working in a SharePoint list is the capability to use SharePoint alerts. Once the data has been col- lected, it can still be exported back out to spreadsheet format if needed. A spreadsheet must be properly formatted in order for it to be imported. Each column heading becomes a new column in the SharePoint list, so make sure that row 1 (and only row 1) contains the column headings. The list data must begin at row 2, and there should be no blank rows among the data portion of the spreadsheet. Because column headings will become SharePoint list column names, it’s a good idea to keep these short and sweet. Keep in mind that if a more descrip- tive column heading is needed, there is a Description fi eld associated with each SharePoint column that can be used for further clarifi cation to the end users. Column A in the spreadsheet will become the Title column in the SharePoint list, so it is a good idea to use a Text fi eld as this fi rst column before importing. A common reason for import failure is your IE settings. It most cases, the site you are trying to import needs to be in the Local intranet or Trusted sites zone. The following steps can be taken to import a spreadsheet into SharePoint: 1. In SharePoint, click Site Actions, and choose More Options… . 2. Select Import Spreadsheet in the list of templates in the middle of the screen. Click the Create button on the right. 3. In the Name box, type a name for the new list, and in the Import from Spreadsheet section, click the Browse button. 4. Navigate to the current location of the spreadsheet, click to select the spreadsheet name, and click Open. 5. Back on the New screen in SharePoint, click the Import button. The spreadsheet will be auto- matically opened in Excel, with a dialog box called Import to Windows SharePoint Services list. If there are no named ranges used in the spreadsheet, choose Range of Cells in the Range Type box. 6. The Select Range box allows for selection of the cells that need to be imported as a list in SharePoint. After a range has been selected, click the Import button. 7. The new SharePoint list is automatically created, and you will be taken to the default view of this list. Another way to move data from Excel to SharePoint is from within Excel. Select the spreadsheet’s data region, click the Format as Table button, and pick a style. From this new table, click the Design tab in the Ribbon. The Export button will provide the option to Export Table to SharePoint List. 524  CHAPTER 18 iNtegratiNg the office 2010 clieNts With sharePoiNt 2010 Exporting to Excel As mentioned earlier in the section “Connecting to Offi ce 2010 From SharePoint 2010,” there is an Export to Excel button in lists and libraries that you can use to export the current view to Excel. Another way to export the data to Excel is a hidden task pane that exists in the list’s Datasheet view. 1. Click the Datasheet View button in the List tab of a SharePoint list (or the Library tab in a library). This view is displayed in Figure 18-15. FIGURE 1815 2. Click the task pane. This is a little hard to fi nd at fi rst. It is a long, ver- tical bar that goes down the right side of the datasheet view (high- lighted in Figure 18-15). The contents of this task pane are displayed in Figure 18-16. 3. You can choose from several Excel options, including Query list with Excel, Print with Excel, Chart with Excel, or even Create Excel PivotTable Report. The Access options are discussed later in this chapter. When you are in the Datasheet view and the Datasheet View button is grayed out, it is most likely because this capability has been disabled on the list. In the list settings, an administrator can go to Advanced Settings and change Allow items in this list to be edited using the datasheet? to Yes. FIGURE 1816 Integrating SharePoint 2010 with PowerPoint  525 Chart Web Part The new Chart Web Part is a fantastic addition to the already long list of SharePoint’s out-of-the-box Web Parts. Many SharePoint projects require a graphical display of data as a Web Part on a page. Figure 18-17 shows an example of the Chart Web Part. The data in this Web Part can come from a SharePoint list, an external content type (previously known as the BDC), Excel Services, or even another Web Part on the same page. The Data & Appearance button directs you to a screen with wizards to Customize Your Chart or Connect Chart to Data. The interface and configuration screens are very intuitive, and the chart itself is highly customizable, which makes this Web Part perfect for business users, thereby making the job of the SharePoint admin- istrator and developer easier! Publishing to Excel Services The Save & Send tab in Excel’s Backstage view has an option to Publish to Excel Services. Excel Services is a SharePoint technology that is used in facilitate sharing, securing, and ease of use when it comes to Excel spreadsheets as interactive entities in the enterprise. If a spreadsheet will be used in Excel Services, publishing the file to a library is the preferred method over simply saving the file. Click the Excel Services Options button in order to specify spreadsheet components to be published, such as individual sheets and charts. Excel Services are covered in more detail in Chapter 20. Excel Web Access Web Part The Excel Web Access Web Part can be used to display data from within a spreadsheet that has been published to Excel Services. You can display the entire spreadsheet or just specific portions of it such as ranges and charts. When typing interactivity is enabled in the Web Part properties and Office web applications are installed on the server, the spreadsheet is editable right in the Web Part. Charts in this Web Part are different from the Chart Web Part described earlier because the chart’s configuration is done within Excel. The Chart Web Part is set up within the Web Part settings. For more information on the fun you can have with Excel Web Access check out Chapter 20. INTEGRATING SHAREPOINT 2010 WITH POWERPOINT PowerPoint is an application that is used to create powerful and portable presentations, and PowerPoint 2010 has more multimedia capabilities than ever. This section covers the ways in which SharePoint and PowerPoint are integrated. Live co-authoring, covered earlier in the chapter, is also available in PowerPoint presentations. This allows multiple users to work on the same file, and each user’s currently edited slide is locked from editing by the other collaborators. Because PowerPoint presentations consist of slides, our first stop is a look at slide libraries. FIGURE 1817 . button. INTEGRATING SHAREPOINT 2010 WITH EXCEL This section describes the ways in which Excel 2010 is tightly integrated with SharePoint 2010. We cover importing from and exporting to SharePoint 2010, along. 1816 Integrating SharePoint 2010 with PowerPoint  525 Chart Web Part The new Chart Web Part is a fantastic addition to the already long list of SharePoint s out-of-the-box Web Parts. Many SharePoint. Table to SharePoint List. 524  CHAPTER 18 iNtegratiNg the office 2010 clieNts With sharePoiNt 2010 Exporting to Excel As mentioned earlier in the section “Connecting to Offi ce 2010 From SharePoint