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For The User

A blog for SharePoint users. If you are a SharePoint administrator or developer, feel free to read on but be warned I'll be covering stuff that may seem pretty basic to you. It's been my experience that getting started with and getting the most out of SharePoint as an end user isn't always an intuitive process. My goal is to provide information and content in the hopes of smoothing your path to becoming a master SharePoint user.

December 2007 - Posts

  • If You Use Google Reader...

    For the last six months or so I've been using Google Reader to collect and read my RSS news feeds, and they've recently rolled out a new feature that I think is pretty interesting.  You can now add friends through Gmail and gTalk, and allow those friends to see your shared items within Google Reader, as well as see the items shared by those friends.  I've added a couple of friends so far, and like what I see.  And as a self-professed information junkie, I'm always on the lookout for new nuggets of information.  If you want to find out more about friends in Google Reader, I would recommend checking out the Google Reader blog:

    http://googlereader.blogspot.com/

    And if you are using Google Reader and would like to add me as a friend, send me an invitation (ferringer  --  at  -- gmail  -- dot  -- com).

    As a final note, you should be aware that there are some privacy concerns around the Friends function in Reader.  The following links detail the problems people have with it, as well as how you can configure Reader to address some of these concerns:

    • http://www.news.com/8301-10784_3-9838017-7.html?part=rss&subj=news&tag=2547-1_3-0-20
    • http://searchengineland.com/071227-085442.php 
  • If You Build it, Will They Come?

    My wife got a new cell phone last night, a Palm Centro.  It's her first PDA, and definitely the most advanced handset she's ever had.  Not that my wife is a total Luddite or anything, she's just not...as entranced by technology and gadgets as I am; basically I'm a geek and she isn't.

    But I was struck by how much she was enjoying the experience of taking her shiny new phone out of the box, turning it on, and playing with it.  Heck, I think she enjoyed manually copying her contacts from her old phone to her new one (at least the first 10 or so...). I bet she also noticed me enviously watching her out of the corner of my eye, and if she did I'm sure she enjoyed that Smile. I found myself thinking about how I love it when I get a new toy like that, whether its a new laptop, a new piece of software (here I come Visual Studio 2008!), or even a new BBQ recipe (don't get me started).

    Here's the interesting thing: all too often when I get a new toy, I'm surprised by how soon the allure and appeal of it wears off on me.  All too often I get tired of the item, and either start taking it for granted or stop using it all together. I would say that the only non-work new shiny item I've gotten in a while that has continued to hold my attention and keep being used is my iPod.  This doesn’t really surprise me, because it is an incredibly well-engineered item and I find it very useful and engaging.  I can always put new music or podcasts (90% of what I listen to now is podcasts) on it, and even though it’s an old 20GB model, it still works like a charm and is easy to use

    I know, I know.  What's this got to do with SharePoint? Well, to me this is important because your SharePoint sites mean nothing if they're not being used.  Sure, once you install it and send out an announcement to your users that it’s open for business you'll have a nice number of logins because people are curious and want to see the new shiny site.  But what happens after that?

    It's important to not just think about how you're going to implement this new powerful tool, but also about how you want your audience to use it and how you will motivate them to do so. What compelling reasons do your users to not only view your SharePoint site, but use it and continue to use it? What information will you keep in your environment that your users can not find in any other location? What behaviors or activities will your encourage or require? What tools will you make available in SharePoint that will keep users coming back to use them time and time again?

    Some of what you'll be fighting is engrained behavior. For example, one of SharePoint's best features is its ability to foster document hosting and collaboration. It allows you to store a document in a single central location and let multiple access it, rather than sending individual copies to each member of your audience.  But the problem is that most users are too used to sending a document out via email, rather than distributing a link to it. Believe me; I'm as guilty of this as the next person.

    So as you roll out your new SharePoint environment (or any new platform, application, or service for that matter), don't count on the fact that your users will use it simply because it's the new kid on the block.  While my wife loves her brand new toy in her favorite color (red), that she can put dates in, store reminders, and play games with it, she's going to keep using it because it’s a cell phone and she can't live without one of those anymore. 

    What aspect of your SharePoint farm will your users be unable to live without?

  • Sharing Links: SharePoint Service Pack 1

    Thought I'd get up a quick post with some links to articles and postings I've seen this week about the new WSS v3 and MOSS 2007 Service Pack 1 releases.  From what I'm seeing, it looks like there's some good, some bad, right now. 

    The Good:

    The Bad (mostly MSDN forum postings):

    I'll try to post more as I find them.  Definitely check out the MSDN postings; although people are having problems, they are getting solutions from the community in some instances.

  • Free SharePoint eLearning classes available from Microsoft

    Please note that these classes are not completely targeted at SharePoint end users, but if you're at all curious about how to get started building your own custom web parts or applications using SharePoint these are worth taking a look at.  My experience with these courses in the past is that they are a good way to introduce you to some of the tools and concepts involved in SharePoint development.  You shouldn't expect to be a fully proficient developer after completing the courses, but you'll have your feet wet and you can't beat the price.

    One thing I've noticed with the SharePoint end user experience is that once people get comfortable in the environment, their thoughts often turn to how they can customize their sites and tune them to meet their specific needs.  That often leads to some gnashing of teeth when they come up against limitations of the platform out of the box.  The great thing about the latest versions of SharePoint is that its much easier to develop against, but the learning curve is still pretty steep. 

    If you're an experienced SharePoint developer, I highly doubt there's going to be any great revelations for you in this training.  However, if you're a new or novice developer, definitely check them out.

  • With Great Power: Beware the New Shiny Precious

    If you're like me and read over 100 SharePoint blog posts a day (and I hope you're not, because you need to get a life!), you're probably aware that Microsoft has released service packs for WSS v3, MOSS 2007, and Office 2007.  So I'm not going to go through the motions of posting links to the download pages for those files, or run through the list of what's included in these updates.  That's been done quite well by far more competent bloggers before me.

    If you don't know what a service pack is, here's a quick summary.  Since the latest versions of Office and SharePoint were released last year, Microsoft has been publishing patches and updates to the platform.  These updates are intended to fix bugs, patch security holes, and correct functional errors that have been found post-release in SharePoint, and they are a very normal part of the process for commercial software.  If you have Windows Update enabled on your workstation, you've seen Windows download similar patches and updates for the programs installed on your computer.  At intervals throughout a product's life cycle, Microsoft releases service packs as a way to roll all of those updates up into one package, to catch up anyone who might have not applied any of those smaller updates.  Often, new functionality is often included in the service pack, as an additional incentive to apply the update, such as the Security Center functionality included in Windows XP Service Pack 2.  So in this round of SharePoint service packs we have the addition of AJAX compatibility as an example of new functionality.

    So service packs are a good thing, right?  I should have my SharePoint admin rush right out, download them, and slap them on my production SharePoint farms, right?  Nope!

    With the great power of these service packs, comes great responsibility.  Don't rush into implementing these services packs.  Definitely plan on installing them, but not until you've fully tested and evaluated them in a testing environment.  These things make big and often irreversible changes to your SharePoint servers.  They not only change your file systems and the application files on your server used to run SharePoint, but they also change your SharePoint configuration and content databases.  And they change the way SharePoint functions.

    So when you decide you want to take a look at these service packs, I would recommend the following steps:

    1. Find out what's in the service packs.  Understand what's being updated, and what's being added.  Look for things that may impact customizations or modifications you've made to your SharePoint farm.  Look for things that you'll want to test.  Look for things that aren't being updated, so you can confirm that they still work as expected.  I recommend starting at the Microsoft SharePoint team's blog, but don't limit yourself to only Microsoft sources.
    2. See what people are saying about the service packs.  Look for blog posts about the special tricks that people had to use to get the service packs installed in their environment.  Check the forums at SharePointU.com and the SharePoint forums at MSDN to see if anyone is posting questions or issues about the service packs.  Don't make the same mistakes that other people are making.
    3. Download the service packs.
    4. If you don't have one already, set up a test environment that replicates your production SharePoint farm.  Virtualization is very helpful here, because you can rollback your servers if you want to try the process again.  Examine your production farm and determine what you want to test.  If you have any system or integration tests available from when you initially implemented SharePoint, re-run them against the service packs.  If you've customized your SharePoint farm in any way, test those updates to confirm that your custom code still works.
    5. Once you finished testing and are confident that you are ready for primetime, start backing up your production environment.  Back up your SharePoint servers and your SQL servers.  If you haven't tested your back up and recovery process, you should do so before you apply the service packs!  Trust me, you don't want your first restore to also be the first test of your process.
    6. (NOTE: this tip is more for Admins) Do not apply the service packs to more than one SharePoint server in your farm at the same time.  I learned this one the hard way.  SharePoint updates (service packs included) often make changes to columns and tables in the back-end SQL databases.  Running a patch like that on more than one SharePoint server at the same time can cause concurrency issues and get your database way out of sync.
    7. After you've applied the service packs, test your production environment to make sure that everything is good to go.
    Your process may have a few more steps, depending on how your environment looks and what sort of processes you have in place for patching and updates.  But if you don't have a process, please definitely take a look at my suggestions above; while it may add some time to your roll out of the new SharePoint service packs, I can promise you that it will definitely increase your chances for success.
  • Two More Small Notes about Features with a Big F

    In the process of working on some other topics for posting, I've noticed a couple of small details that you'll want to keep in mind when working with Features in SharePoint. I realize they may be kind of nit-picky, but I work in a world where not paying attention to the tiniest of details can lead to days or weeks of re-work. 

    NOTE: Please read my previous post if you need some background on the difference between features and Features in WSS v3 and MOSS 2007.

    The first is that when you're in the Site Settings pages, the links for administrating your Site Features and your Site Collection Features use the term "feature" in all lowercase.  Don't be alarmed, these are the admin pages you'll want to check out if you need to activate or deactivate Features in your site or site collection.

    The other thing I noticed was that when you open one of those Feature administration pages, the list of features displayed has some icons showing up to the left of each available Feature.  I've opened these pages quite a few times in the past, and this was the first time that I've noticed that there are some difference between some of these icons. 

    The most common one appears to be this: Generic Feature Icon.  This is the Generic Feature icon.  It shows up next to basic Features like "Office SharePoint Server Publishing" and "Reporting".

    Another icon you'll see is Workflow Solution Feature Icon; the Workflow Solution Feature icon.  This icon appears next to all the out of the box workflow-related features, such as "Group Approval" and "Collect Signatures Workflow".

    The last icon that I found in a stock MOSS install is the WSS Team Collaboration Feature icon: WSS Team Collaboration Icon.  This icon can be found next to the Team Collaboration Lists feature, and I would imagine that its purpose is pretty self-explanatory.

    One aspect of custom-developed Features is that the developer can specify his or her own icon to be displayed with the Feature when it is deployed.  This can be helpful if you want to continue the practice of grouping Features according to their function or if you want to easily differentiate your custom Features from the stock ones. 

    In the next few posts, I'm going to start going through some of the out of the box Features and what they do.  I apologize for not having written anything in a while, but my daughter got sick right before the Thanksgiving holiday, and those two items kept me pretty busy and it's been tough to get back into the swing of things.


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Posts (c) their respective authors. Everything else (c) 2007 SharePoint Experts