Category: Capabilities

Microsoft Lync

Robert Everatt / / Capabilities, Features, Lync

Let me start by just saying that Michael and I have been working together for about 4 months now, however our desks are half a room apart and yet we have still managed to work well together, I believe that this is because of Lync. Microsoft Lync is included in all Microsoft Office 365 packages and allows users to IM each other, however, it is so much more than that. Michael and I use it to work together all day every day, constantly discussing our findings, sharing program control, sending monitor views and links to each other, we don’t need to get up and go to each others computer each and every time we find something new, Lync saves us a lot of time and effort.

I believe that Microsoft Lync will be an extremely useful too for the university in the future allowing staff and students to communicate with one another making communication within the University much more fluid.

RE

What does Windows 8 mean for SharePoint?

Robert Everatt / / Capabilities, Cloud Computing, Office 365, Upgrades

Last week Windows 8 developer preview was released into the world, users were able to install Windows 8 as their new operating system or install it as a virtual machine. One of the biggest new features of Windows 8 was the Windows phone 7 style front page view, the applications and widget ’tiles’ are made mainly from HTML5 and java which is a new direction for Microsoft, but what does this mean for SharePoint?

So far there has been no word from Microsoft as to what Windows 8 might do for SharePoint, but there have been some theories thrown around the internet as to what the new OS could do for SharePoint. One blogger (http://lncn.eu/eghw)thinks that it could greatly improve the SharePoint experiance. “Making Windows 8 widgets from SharePoint lists will be ideal to show important information to the user: Sales forecasts, New team members, Team workloads, New documents published, Internal news and many more.” This could make SharePoint administration much easier to keep up with on large networks, this wouldn’t just benefit administrators but all users, having lists be updated in tiles, allowing them to read announcements and access new documents directly from the Windows 8 front page, this would greatly improve SharePoint’s userbility in my opinion.

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SharePoint 2010 Features

Robert Everatt / / Capabilities, Features, Research, SharePoint 2010

Here you will find descriptions of the majority of features mentioned in the previous post, some appeared to be rather useful and beneficial for the University, others probably wouldn’t be used in this environment.

The Developer Dashboard – This is a new feature for SharePoint 2010 but is not included in Microsoft SharePoint Online, the developer dashboard provides the user with additional performance and tracing information, that can be used to debug and troubleshoot issues with page rendering time. This isn’t available on SharePoint Online as the user does not manage SharePoint, the SharePoint servers are managed by Microsoft, removing the need for Developer Dashboard.

Records Centre – The Records Centre is intended to serve as a central repository in which an organization can store and manage all of its records. SharePoint 2010 also has an extremely useful feature called In-place records management; this allows the user to declare a document as a record without moving it to a Records Centre, records and documents live alongside each other in the site that they were originally created in.

Business Intelligence Centre – The Business Intelligence Centre is a site template, that is optimized to help manage the working elements of business intelligence reporting: scorecards, dashboards, data connections, status lists, status indicators, and so on.

Business Data Web Parts – Microsoft Office SharePoint Server 2007 includes five default Business Data Web Parts: Business Data List, Business Data Item, Business Data Item Builder, Business Data Related List, and Business Data Actions. These Web Parts rely on the Business Data Catalogue, and offer three main benefits:

  • No required coding and reusability These Web Parts enable you to display business data on your portal site without writing any code. Also, these Web Parts are generic and reusable and can show any type of data (entity) registered in the Business Data catalogue.
  • Connectability These Web Parts support Web Part connections and make it easier to create Master-Detail applications without writing any code. For example, you can display customers and their details using the Business Data List and Business Data Item Web Parts by simply connecting them. These Web Parts can also be integrated in dashboards.
  • Customization These Web Parts support WYSIWYG editing in Microsoft Office SharePoint Designer 2007 and can be customized using XSLT transformations.

Web Analytics – This feature helps the user to collect, report, and analyse the usage and effectiveness of your SharePoint 2010 deployment – whether it’s used as an internal or external web portal, a collaboration tool or a document and records management repository.

Word Automation Services – There are some tasks that are difficult when using the Welcome to the Open XML SDK 2.0 for Microsoft Office, such as repagination, conversion to other document formats such as PDF, or updating of the table of contents, fields, and other dynamic content in documents. Word Automation Services is a new feature of SharePoint 2010 that can help in these scenarios. It is a shared service that provides unattended, server-side conversion of documents into other formats, and some other important pieces of functionality. It was designed from the outset to work on servers and can process many documents in a reliable and predictable manner.

Chart Web Parts – One of the new additions to Microsoft’s SharePoint Server 2010 platform is the Chart Web Part (CWP), which allows you to create static and dynamic charts for your site without a line a code. One of the complaints from MOSS 2007 was that users wanted to be able to drop a chart onto their site to create dashboard or display information from Excel documents, or provide metrics to other users in a graphical way.

Timer Jobs – This article describes the default timer jobs for SharePoint Server 2010. A timer job runs in a specific Windows service for SharePoint Server. Timer jobs also perform infrastructure tasks for the Timer service, such as clearing the timer job history and recycling the Timer service; and tasks for Web applications, such as sending e-mail alerts. A timer job contains a definition of the service to run and specifies how frequently the service is started. The SharePoint 2010 Timer service (SPTimerv4) runs timer jobs. Many features in SharePoint Server rely on timer jobs to run services according to a schedule.

External Data Column – Microsoft SharePoint Server 2010 provides a field type called External Data that is available to all regular SharePoint lists (except External lists). The External Data field type enables users to add data from external content types registered in the Business Data Connectivity (BDC) service metadata store to SharePoint lists.

Secure Store Service – In Microsoft SharePoint Server 2010, the Secure Store Service replaces the single sign-on (SSO) feature of Microsoft Office SharePoint Server 2007. The Secure Store Service is a claims-aware authorization service that includes a secure database for storing credentials.

Decomposition tree – This is a new feature for SharePoint 2010 and again is not included in SharePoint Online, for reasons unknown. The decomposition tree is a performance analytics tool; this displays how individual members in a group contribute. This appears to be a feature mainly for retailers, analysing the user’s sales abilities.

Data Connection Library – A Data Connection Library in Microsoft SharePoint Server 2010 is a library that can contain two kinds of data connections: an Office Data Connection (ODC) file or a Universal Data Connection (UDC) file. Microsoft InfoPath 2010 uses data connections that comply with the Universal Data Connection (UDC) file schema and typically have either a *.udcx or *.xml file name extension. Data sources described by these data connections are stored on the server and can be used in standard form templates and browser-enabled form templates.

PerformancePoint Services – PerformancePoint Services in Microsoft SharePoint Server 2010 is a performance management service that you can use to monitor and analyze your business. By providing flexible, easy-to-use tools for building dashboards, scorecards, reports, and key performance indicators (KPIs), PerformancePoint Services can help everyone across an organization make informed business decisions that align with companywide objectives and strategy. Scorecards, dashboards, and KPIs help drive accountability. Integrated analytics help employees move quickly from monitoring information to analyzing it and, when appropriate, sharing it throughout the organization.

Search Functions – There are many search function features that SharePoint 2010 has that SharePoint online does not, some of these features greatly improve the search functionality and even enable the search function to be tailored for certain sites. An Office 365 representative had this to say about it: “Due to the limitations of a multi-tenant hosted environment, FAST is currently not planned to be available in SharePoint Online.  (Enterprise search is really only feasible for dedicated or on-prem SharePoint environments).” So it looks like ShaerPoint Online will not be recieveing this features any time soon.

Chart Web Parts – Chart Web Parts enable you to display some data on your SharePoint page in a graphical form. It can also be integrated with Excel Services.
Business Data Connectivity Services – Business Data Connectivity (BDC) service is the new version of the Business Data Catalogue that was provided in Microsoft Office SharePoint Server 2007. It is now provided in Microsoft SharePoint Foundation 2010. BDC is implemented as a shared service in Microsoft SharePoint Foundation 2010 and it still relies on the Metadata Store. The BDC Service enables you to declaratively model external systems so that you can expose external data in SharePoint Server 2010 (and, with Microsoft SharePoint Server 2010 with Enterprise Client Access License, in Microsoft Office 2010 applications also). BDC bridges the gap between SharePoint sites and your business applications, and enables you to bring in key data from various external systems to SharePoint lists (via the new external lists feature and external data columns), Web Parts, search, user profiles, and custom applications.
Excel Services and PowerPivot – Excel Services and PowerPivot for SharePoint – Excel Services in Microsoft SharePoint Server 2010 is a Microsoft SharePoint Server shared service that you can use to publish Microsoft Excel 2010 workbooks on SharePoint Server. The published workbooks are available throughout your organization for knowledge workers to use. Any published workbook can be managed and secured according to your organizational needs and then shared throughout. PowerPivot for SharePoint supports Excel 2010 workbooks that contain PowerPivot data and that are published to a SharePoint site. As a result, other users who do not have the PowerPivot add-in installed can view and interact with the workbook. In addition, PowerPivot for SharePoint has unique features to extend the capabilities of Excel workbooks that contain PowerPivot data.

RE & MB

Migrating Outlook

Robert Everatt / / Capabilities, Cloud Computing, Limitations, Migration, Office 365

So far we have only really looked at migrating our SharePoint server to the cloud, we haven’t really looked at migrating the Exchange server at all. I have come across an article on ZDNET describing their Exchange migrating experience, this article highlights a big issue with the migration process and the limitations of Office 365.

In ZDNET’s artcile, “Outlook: Cloudy (with a chance of email)” they describe their migration into the cloud as being pretty smooth, that is up until they got to the much larger mailboxes. We already know that Office 365 does not allow users to send attachments over 25mb but what I didn’t realise is that when migrating the exchange server, office wont migrate emails that already have attachments over 25mb. This limitation can halt the migration process, which of course can cause a problem for anyone migrating to the cloud. The smaller mailboxes will continue to upload, but any mailboxes left out of migration will be considered a failure.

ZDNET also came up with a method to avoid these problems

“Possibly the easiest way to deal with the large message problem is to use Outlook’s Search Folders to build a dynamic query that will find all messages over a set size. You can sort the resulting virtual folder by size, and remove all the messages (or attachments) that are blocking the migration.”

Once these changes had been made, the migration process was simply restarted and completed. Fortunately, the good thing about migrating the exchange server is that users will still be able to use their emails while the migration is in process, so there is no interruption to service.

For the university however, this could be a very lengthy process as there are an extremely large amount of mailboxes to migrate, with thousands of staff accounts and thousands of student accounts to migrate over to the cloud.

RE

Web Browser Support

Michael Bratley / / Capabilities, Office 365

We haven’t spoken about browser support much up until now. Here I will briefly discuss browser support, issues and our own experiences. The main functionality is supported well in most modern browsers. Below are the officially supported web browsers.

Operating Systems Web Browsers
Windows 7 (32-bit) Internet Explorer 8 or later
Firefox 3 or later
Chrome 6 or later
Windows 7 (64-bit) Internet Explorer 8 or later
Firefox 3 or later
Chrome 6 or later
Windows Vista with Service Pack 2 (32-bit) Internet Explorer 7 or later
Firefox 3 or later
Chrome 6 or later
Windows Vista with Service Pack 2 (64-bit) Internet Explorer 8
Internet Explorer 7
Firefox 3 or later
Windows XP with Service Pack 3 (32-bit) Internet Explorer 7 or later
Firefox 3 or later
Chrome 6 or later
Windows XP with Service Pack 2 (64-bit) Internet Explorer 8
Internet Explorer 7
Firefox 3 or later
Windows Server 2008 and 2008 R2 Internet Explorer 8 or later
Firefox 3 or later
Chrome 6 or later
Mac OS X 10.5 or Mac OS X 10.6 Firefox 3 or later
Safari 4 or later

Web Apps

The Office Web Apps are only supported in the more modern browsers. They are fully supported in Internet Explorer 7 and later on most Windows operating systems, Safari 4 on Mac operating systems, and Firefox 3.5 and later on Windows, Mac and Linux operating systems. Chrome is not listed as officially supported by Microsoft for the Web Apps, however as much as we have used it, there does not appear to be any problems.

There are some circumstances where these may be prevented from working correctly. These are; a 64 bit version of Internet Explorer is being used, Microsoft Office is not installed on the machine or or is earlier than Office 2003, security settings in Internet Explorer are preventing the Active X controls from running, the browser does not support Active X or the the client browser is Firefox, but the plug-in that enables Firefox to open Office documents is not installed.

Users are also able to view their documents on supported mobile devices. These are Internet Explorer on Windows Mobile 5, 6, 6.1 and 6.5, Safari on iOS, Blackberry 4.x or later, NetFront 3.4 or later, Opera Mobile 8.65 or later and Openwave 6.2 or later.

Outlook

Outlook is very well integrated, with both the desktop application and the web. One problem I have found is that it is not fully supported in Safari on Windows. At this stage it appears to be a compatibility problem rather than an incorrectly set preference preventing the full Outlook Web App loading. This issue is being investigated. Update – It turns out that Safari on Windows is not officially supported by Microsoft. So any problems that exist for anyone who uses this browser are not likely to be fixed in the near future, and it would therefore be recommended to use a different browser for any work with Office 365 on a Windows machine.