Thủ thuật Sharepoint 2010 part 74 pot

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All three of the list default forms are automatically changed to be displayed with the new colors and
title. This example shows an
EditForm.aspx fi le of an existing list item. Think of the possibilities!
No client software is required to work in SharePoint lists that have been customized in this manner,
as the forms are browser-based by default.
INTEGRATING SHAREPOINT 2010 WITH MICROSOFT VISIO
The Microsoft Visio application enables the creation of advanced visuals such as charts, diagrams,
fl owcharts, and even fl oor plans and network diagrams. This section covers several ways that you can
use Visio and SharePoint in conjunction. Chapter 25 explains how SharePoint workfl ows integrate
with Visio Services.
The Visio Graphics Service is a service application in Central Administration. SharePoint users can
create Visio diagrams on their client machines and publish them to the server, after which point
the client software is no longer needed. After the diagram has been published to the Visio Graphics
Service, the server can take care of refreshing that diagram and maintaining the data connections
inside of it.
Visio Graphics Service Confi guration
In Central Administration, click Manage Service Application, and see that the Visio Graphics Service
is listed. Click the Visio Graphics Service link to get to the Visio Graphics Services Management
page. There are two different pages here, where service customization options are located:
Global Settings

— This page contains settings such as the maximum diagram size, maximum
and minimum cache sizes, and the maximum data refresh duration. Also, if external data
connections are to be used in Visio graphics, there is a section here for an unattended service
account’s Application ID.
Trusted Data Providers

— This page contains a list of default data providers, with databases

such as SQL and Oracle. You can add new, custom trusted data providers here.
You can save Visio fi les as web drawings. You can view these fi les in the
browser. They have a fi le extension of
.vdw.
Visio Web Access Web Part
When added to a page in SharePoint, the Visio Web Access Web Part is used to display Visio fi les
that have been saved to SharePoint as a Web Drawing (VDW) fi le. Follow these steps to insert a
Visio Web Access Web Part on a page and confi gure it:

1. At the top left, click Site Actions and choose Edit Page.

2. On the Ribbon at the top, click Insert Web Part.

3. In the Business Data category, select Visio Web Access, and click the Add button.
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4. Click the link that says Click here to open the tool pane, and the Web Part tool pane will
appear on the right side of the screen. Figure 18-25 shows some tool pane settings.

5. Click the ellipses button next to the Diagram URL box, navigate to the document library in
which the VDW file exists, select the target file, and click OK.

6. Click OK at the bottom of the Web Part tool pane.
Figure 18-25 shows an example of a Visio diagram being displayed in a Visio Web Access Web Part.
You can make further customizations in the Web Part tool pane. In addition to the settings displayed
in Figure 18-26, there are sections to configure the Toolbar and User Interface, and the Diagram
Interactivity.
INTEGRATING SHAREPOINT 2010 WITH ONENOTE
OneNote is an Office application that is used to quickly take notes and organize them. Not only

are there note typing and writing capabilities, you can insert many different types of objects into
OneNote files, such as images, links, and even video or voice clips. Putting notes in OneNote gives
you a visually clear and easily searchable solution.
The capability for OneNote to be shared and integrated with SharePoint and the other Office appli-
cations makes it a very useful and easily accessible tool. The live co-authoring feature discussed at
the beginning of this chapter also applies to Office OneNote.
To create a new shared notebook for collaboration from a document library in SharePoint, follow
these steps:

1. Click the File tab to open the Backstage view.

2. Click the New tab on the left side of the screen.
FIGURE 1825 FIGURE 1826
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3. Choose Network, type a name for the new file, and choose the URL of the target document
library.

4. Click the Create Notebook button.

5. Once the new file is created, OneNote offers you the option to send the link in an e-mail to
someone.
From this point on, users who have at least Contribute permissions on that document library will be
able to open the file and make their notes. The left side of the screen contains a vertical button with
the name of the current file. Right-click on this button to view several options, such as the capability
to Sync this notebook now.
INTEGRATION WITH ACCESS 2010 AND ACCESS SERVICES
Microsoft Access is a small-scale relational database management system. It has historically been
used to create relatively simple solutions; and in most cases, database creators need not have any

programming knowledge. Access provides the ability to connect to any external data sources, such
as SQL or other databases. Before delving into how this application relates to SharePoint, you
should know about some basic Access objects:
Tables

— Tables are the location where the data itself is stored. Everything that you do in
Access is going to be based upon the information in your tables.
Queries

— Queries provide a way to look at the data in one or more tables. For example,
using a query you can filter and refine information, reference information from various
tables, and define the way that common fields relate to each other.
Forms

— Forms are the means by which end users interact with data in the tables. These gen-
erally consist of text boxes, drop-down menus, and other types of controls, such as buttons.
Forms are the user interface when adding or modifying table data.
Reports

— Reports are used to display or print the Access data. Business users generally view
reports in order to quickly assess numbers, using tables or graphs.
In scenarios where multiple users are attempting to access and modify the data within Access data-
base tables, which can be difficult to accomplish, SharePoint integration provides a solution. If you
think of lists and libraries in SharePoint as tables in a database, it is easy to understand the natural
integration with Microsoft Access.
This section describes how to use SharePoint lists as tables in Access databases and the new concept
of Access Services in SharePoint 2010.
SharePoint Data As a Table
The data in SharePoint can easily be connected to serve as live table data in an Access database, which
can be queried and reported on. There are a couple of ways to accomplish this. In this section, you’ll

learn the methods that you can use to establish communications between SharePoint and Access.
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Connecting to Access from SharePoint
From a SharePoint 2010 list, on the List tab in the
Ribbon, click the Open with Access button in the
Connect & Export section. Figure 18-27 shows
the screen that appears.
If the desired database already exists, navigate
to it or otherwise customize the name of the new
database to be created. The option to link to the
dynamic data is the default, but the data can
optionally be exported from SharePoint as static.
SharePoint libraries do not have the Open with Access button that exists in lists,
but they can be connected to Access. Refer to the “Exporting to Excel” section
and Figure 18-16 earlier in this chapter, which demonstrates how to access the
hidden task pane.
Connecting to SharePoint from Access 2010
When armed with the URL of the target SharePoint site, you can create a dynamic connection to
SharePoint from within the Access 2010 software. This section describes the various ways to go
about this.
Figure 18-28 displays the External Data tab in Access 2010. Both the Import & Link section and
the Export section contain drop-down boxes called More, each of which contains an option for
SharePoint List.
FIGURE 1828
Data can be imported from SharePoint into Access, and it can even be exported from Access, to
become a table in SharePoint.
Using the Create tab in Access 2010, you can also create several different types of SharePoint lists
right from Access! The Database Tools tab contains a button called SharePoint, which you can use to

move the tables to a SharePoint list and create linked tables in the database. In previous versions of
Access, this was a manual operation, per table. The last step, which is new in Offi ce 2010, is to upload
the database fi le to a SharePoint document library, where it can be opened and interacted with.
FIGURE 1827
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A REALWORLD EXAMPLE
A project management department at a small company has an Access database on a
fi le share, which they have always used to enter new projects. Some fairly complex
Access reports are run on the project data. These reports are based on multiple
tables and queries, are full of advanced calculations, and need to be shown to the
company president every month.
The problem with this archaic solution is that it is not easy for multiple people
to enter data at the same time. This is a good scenario in which the tables can be
added to SharePoint as lists, and connected to Access. The Access database itself
can then be uploaded to a document library, and the original copy on the fi le share
can be deleted. Multiple users can access the Project Management SharePoint site
and enter and edit project data, and those monthly reports can still be run from
within the Access database in the document library.
Note that changes to the database design itself (not the data) will require that the database fi le
be downloaded, changed, and then uploaded to the document library again. When multiple users
change the database design simultaneously, one user’s version of the fi le can be overwritten.
Access Services
There seems to be something missing when it comes to the way Access and SharePoint work
together. How can legacy Access databases be fully translated into purely SharePoint applications? It
shouldn’t be necessary to have to keep queries and reports in Access, and only tables in SharePoint.
SharePoint 2010’s answer to this need is called Access Services.
Table 18-1 shows the additional functionality that Access Services brings to SharePoint.
TABLE 181 Additional Functionality with Access Services

FUNCTIONALITY JUST SHAREPOINT SHAREPOINT AND ACCESS SERVICES
Data in SharePoint lists
✔ ✔
Centrally deployed interface
✔ ✔
Collaborative design
✔
Web forms in the browser
✔
Web reports in the browser
✔
Server-side macros
✔
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Existing Access databases can be published to Access Services, which will convert them to
SharePoint web objects. The SharePoint user and permissions model is leveraged, and the databases
then become more collaborative. For design and structure changes, the database is only locked per
object, as opposed to per the whole database. One user can redesign a report while another user
modifi es a form or creates a new one. Once a database has been published in Access Services, the
database objects are all run completely within the web browser, and no client software is needed,
except for those users who will be redesigning the database.
Access Services Web Service Application
In Central Administration, Access Services is listed as one of the Service Applications by default,
and is considered a middle-tier service that handles the query processor and the data access layer.
Access Services also manages communication between the Access application and the SharePoint
content database, which enables the use of large lists. In addition, SharePoint 2010 adds some
advanced database concepts to SharePoint lists, which were fairly basic in the past. These new capa-
bilities are relationships between lists, unique column constraints, and data-level validation.

Access Services are confi gured like other service applications, which are dis-
cussed in Chapter 7.
You can confi gure numerous settings to optimize the performance of Access Services as an applica-
tion. For example, there are several query settings, such as maximum columns per query, maximum
sources (lists) per query, and maximum calculated columns per query. The setting called Maximum
rows per query enables you to control how many rows can be viewed at once. For instance, if there
are 2 million rows, a default of 50,000 rows per query is a good setting. Another setting called
Maximum records per table enables you to set a limit on the table’s size. For example, the IT depart-
ment may want to reassess the use of a database when it reaches a certain size. At that point, it can
be further determined whether the data may be better suited to a different type of database, such as
SQL. There are several settings related to the maximum number of sessions, and even a maximum
size for the log fi le. To access the settings described, go to Central Administration and click Access
Services.
To get started publishing an existing Access 2010 database to Access Services, follow these steps:

1. In the database, click the File menu. The Backstage view will be displayed.

2. On the Save & Publish tab, click Publish to Access Services.

3. Click to Run the Compatibility checker. Some items may be fl agged as incompatible with
the web, such as certain types of characters in fi eld names. When there are incompatibility
issues, a new table called Web Compatibility Issues is automatically created. You will need
to resolve any issues before the database can be published to the web.
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4. The database will be published as a subsite, so fill in the URL of the top-level SharePoint site.
As shown in Figure 18-29, enter a site name, and then click the Publish to Access Services
button.

5. Once the Access database ACCDB file has been published to Access Services, it is not needed
anymore and can be deleted or archived.
FIGURE 1829
Note that during the web compatibility troubleshooting process, you can right-click on any object
in Access, such as a table, and run the compatibility checker on just that object. This enables you to
gradually work through the issues, especially when there is a long list of them.
One of the first things that is apparent on the New tab of the Backstage view in Access 2010 is an
option to create a new “Blank Web Database.” Once SharePoint 2010 with Access Services has
been deployed in the organization, users can be trained to get in the habit of always choosing Blank
Web Database when creating new databases. When creating these databases, the design interface is
trimmed down to only allow for functionalities that are web friendly. This will ensure SharePoint
compatibility going forward, with no web compatibility issues to work through when it’s time to go
live with the database.
After databases have been published to Access Services, they can be saved as templates to be used
later, which is a similar concept to saving a SharePoint site as a template. Follow these steps to save
the template and deploy it:

1. On the Settings page of the published database in SharePoint, click the Options drop-down
and choose Open in Access.

2. Click the File menu, and on the Save & Publish tab on the left, click Save Database As.
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3. For the format, choose Template (ACCDT).

4. The Create New Template from This Database
screen will display (see Figure 18-30). Type a name
for the template, and at the bottom optionally
choose to include the data in the template.

5. The template file can then be uploaded to the
Solution gallery on a SharePoint site, and activated.

6. From that point on, when users click to create a
new subsite, there will be a new option with the
same name as the template that was created. The
nice thing about this method is that the person
creating the new site based off the Access template
need not have Microsoft Access installed on his or
her client machine.
SHAREPOINT 2010 WORKSPACE
Previously known as Microsoft Office Groove 2007, SharePoint Workspace is an application that
enables you to take a SharePoint site’s data offline. With this tool, SharePoint sites, along with all
of their content, become convenient and portable. SharePoint content can be set up for automatic
synchronization that is able to be customized at a granular level. Although some list types are not
compatible with offline synchronization, for the most part this is a wonderful tool for those of us
who are frequently on-the-go.
Earlier in this chapter, it was mentioned that some list types and document libraries can be con-
nected to Microsoft Outlook for use from within the Outlook client and offline. Compared to the
offline capabilities of Outlook, SharePoint 2010 Workspace provides a much more granular syn-
chronization interface, and the capability to select an entire SharePoint site for offline accessibility.
The Site Actions menu on a SharePoint 2010 site contains an option called Sync to SharePoint
Workspace. Also, from within each document library in the browser, the Library tab in the Ribbon
contains a link to Sync to SharePoint Workspace. The same goes for lists, and the button is on the
List tab in the Ribbon.
The first time the SharePoint Workspace software is elicited, the user is prompted to create a new
account or restore an existing account. This “account” will contain the user’s connection settings
for the different SharePoint sites to which they need to have offline access, and which libraries and
lists are set up to synchronize to this offline copy. The user’s e-mail account is used to initially con-

figure the account, or an Account Configuration Code can be used in conjunction with an Account
Configuration Server.
FIGURE 1830