20 April, 2012

Content Type in SharePoint 2010


Content types and site columns are the foundational elements of SharePoint, but they often get misused. Whether it’s creating too many content types, not enough, or recreating site columns that are already available out of the box, it is critical to remember some key aspects when instituting and managing these items:

Content Types
Content types are a core organizational feature of SharePoint 2010. They are designed to give users the ability to organize SharePoint content in a centralized and meaningful manner. Site columns (metadata) can be encapsulated within a content type to allow for reusable structure or independently added to sites and lists.
At its most basic level, a content type is a collection of settings which can be applied to content. They are reusable since content types are independent of sites and lists. A content type includes site columns to define the desired information. Example: The Task content type includes site columns for Task Status, Start Date and Due Date where the Schedule content type includes site columns for Location, Start Time and End Time. Using these content types as a template when a new task or event list needs to be created is much more efficient than rebuilding separate lists from site columns.

Site Columns
Site columns are similar to content types in that they are centrally managed and can be added to sites and lists. They differ in that the information in a site column is focused to a single definition of data while content types encapsulate multiple site columns and definitions of data. Example: A site column named Department is created as a single line of text for users to enter their department name and a content type is created named Projects which include the site columns of Department, Project Name and Project Due Date.
Site columns can contain multiple types of information, ranging from a Single line of text to Managed Metadata. It is important to note the difference between metadata and managed metadata. Site columns are referred to as metadata since they represent an attribute a user wants to manage. Example: The site column of Department is an attribute that can be reused in multiple lists.

Managed Metadata
Managed metadata is collection of centrally managed terms that can be used as attributes for SharePoint items. Defining a site column to use Managed Metadata for information is a powerful tool for assigning attributes. Example: Creating a Department site column, based on a managed metadata term set containing all of the department names in an organization, allows users to select the correct department and reduces typographical errors and non relevant data. It also provides for the proper tagging of documents for routing and search purposes.

Content Type Hub
Content types can also be stored in a Content Type Hub for centralized management of content types across Site Collections and Web Applications. This feature utilizes the Managed Metadata Service and allows Site Collections to subscribe to any published content types. Any changes to published content types will be updated in the subscribing Site Collections. Since managed metadata can be created as a site column within a content type, terms can be globally syndicated across Site Collections and Web applications.

Content Type and Site Column Suggestions
Centrally creating and managing relevant content types and site columns is critical to ensuring consitent attributes across SharePoint. The following points offer guidance on maintaining an organized content type and site column structure:

Review the built in content types and site columns before creating new ones
SharePoint 2010 comes with many built in content types and site columns that may meet the needs of your structure. In planning your SharePoint structure, review the built in options before creating any new content types or site columns. New content types will be based on content types that already exist (parent content types). This allows for a pre organized template to begin the content type creation process. Example: Creating a new content type of “Proposal Document” based on the parent content type of “Document” will provide the necessary settings for referencing a document template and include the site columns of Name, Title and Keywords.

Carefully plan the information contained in content types and site columns and be prepared to refine metadata
Creation of new content types and site columns should not be done on an ad hoc basis. Take the time to discover what metadata is relevant to your organizations data collection and referencing needs. Creation of underutilized site columns (metadata) and content types places an unnecessary data entry burden on users which can lead to poor adoption of SharePoint and creation of non-relevant data.

Centrally manage content types and site columns
Site columns (metadata) can be created at the list or document library level. Site columns created in this manner exist only at the list level in which they were created and not within the confines of content types or the centrally managed Site Column Gallery. This becomes problematic when managing consistent metadata as these site columns cannot be reused. It is highly recommended to create new site columns within the Site Column Gallery and add these site columns to the content types associated with the preferred list or document library. Changes made to centrally manage content types will propagate down to the list and document libraries they have been added to.
A SharePoint implementation with multiple Site Collections or Web applications would benefit from the use of a Content Type Hub. This will allow for central management of “global” content types across the Enterprise for Site Collections that are subscribed to published content types. Leveraging this feature in tandem with managed metadata creates globally syndicated terms. Example: A content type containing a managed metadata site column, based on a product term set, is published. The list of products can now be reused as an attribute across the organization.

Conclusion
Content types and site columns are core to ensuring a strong SharePoint foundation. While determining this component of the logical Information Architecture may seem like a mundane task, the rewards of a strong and manageable foundation cannot be understated.

12 April, 2012

sites and site collection in SharePoint 2010

Sites, Site collections and sub-sites: Very commonly used terms in SharePoint right from the first version i.e. SharePoint 2001 till new version i.e. SharePoint 2010. Every SharePoint version has some new features, new functionalities, different GUI interface and many more.
Today we are going to concentrate on site collection features, How exactly the GUI change, where exactly we need to check, what options are available, which features are important from day to day perspective.
For site designers: a site collection's galleries and libraries provide a means for creating a unified, branded user experience across all sites in the site collection.
For site collection administrators: a site collection provides a unified mechanism and scope for administration. For example, security, policies, and features can be managed for a whole site collection; Site Collection Web Analytics Reports, audit log reports, and other data can help administrators track site collection security and performance.
For farm administrators: site collections provide scalability for growth based on how much content is stored. Because each site collection can use a unique content database, administrators can easily move them to separate servers.
For site authors: a site collection's shared site columns, content types, Web Parts, authoring resources, workflows, and other features provide a consistent authoring environment.
For site users: a site collection's unified navigation, branding, and search tools provide a unified Web site experience.
The following list includes site features that you can configure uniquely:
Templates: You can make each site have a unique template. For more information, see Site templates included in SharePoint Foundation 2010.
Language: If language packs have been installed on the Web server, you can select a language-specific site template when you create a new site. Text that appears on the site is displayed in the site template’s language. For more information, see Deploy language packs (SharePoint Foundation 2010).
Security: You can define unique user groups and permissions for each site. For more information, see SharePoint 2010 Governance Planning (white paper).
Navigation: You can fine-tune your site's navigation experience by configuring unique navigation links in each part of your site's hierarchy. Site navigation reflects the relationships among the sites in a site collection. Therefore, planning navigation and planning sites structures are closely related activities. For more information, see Site navigation overview (SharePoint Foundation 2010).
Web pages: You can make each site have a unique welcome page and other pages.
Site layouts: You can make unique layouts or master pages available in a site.
Themes: You can change colors and fonts on a site. For more information, see Plan for using themes (SharePoint Foundation 2010).
Regional settings: You can change the regional settings, such as locale, time zone, sort order, time format, and calendar type. For more information, see Regional settings (SharePoint Foundation 2010).
Search: You can make each site have unique search settings. For example, you can specify that a particular site never appears in search results.
Content types: You can make each site have unique content types and site columns. For more information, see Content type and workflow planning (SharePoint Foundation 2010).
Workflows: You can make each site have unique workflows.
I hope the above mentioned information will be helpful to you and provide some insight that you are looking for. In case of any queries/questions then please let me know. I would be more than happy to help you as well as resolves your issues J J

10 April, 2012

How to start the Trace service


The Windows SharePoint Services Tracing (SPTrace) service is used by Windows SharePoint Services 3.0 to manage trace output of the call stack. When trace logging is enabled, administrators can specify the path used to store the trace logs. This log file is reused by many applications that are built on top of Windows SharePoint Services 3.0.

The Microsoft SharePoint Foundation Tracing (SPTrace) service is a required service on all Microsoft SharePoint Foundation servers. If this service is stopped, error messages are not logged on the server.

How to Start the Trace service:
1. Log on to the SharePoint Foundation server as an administrator.
2. In a Command Prompt window, type the following at the command prompt:
3. net start SPTrace


I hope the above mentioned information will be helpful to you to get some insight regarding SharePoint tracing service. In case of any issues/queries regarding the mentioned information then please let me know. I would be more than happy to help you as well as resolves your issues, thank you

SharePoint 2010 versions


This article contains a list of SharePoint 2010 version numbers and related updates.


KB Article
SP Version Number
Description
2536599
14.0.6106
SP2010 Server – June 2011 CU
2536601
14.0.6106
SP2010 Foundation – June 2011 CU
2460045
14.0.6029
SP2010 Server – Service Pack 1
2460058
14.0.6029
SP2010 Foundation – Service Pack 1
2512800
14.0.5138
SP2010 Server – April 2011 CU
2512804
14.0.5138
SP2010 Foundation – April 2011 CU
2475878
14.0.5136
SP2010 Server – February 2011 CU
2475880
14.0.5136
SP2010 Foundation – February 2011 CU
2459257
14.0.5130
SP2010 Server – December 2010 CU
2459125
14.0.5130
SP2010 Foundation – December 2010 CU
2394320
14.0.5128
SP2010 Server – October 2010 CU
2394323
14.0.5128
SP2010 Foundation – October 2010 CU
2352342
14.0.5123
SP2010 Server – August 2010 CU
2352346
14.0.5123
SP2010 Foundation – August 2010 CU
2259686
14.0.5114
SP2010 Server – June 2010 CU
2028568
14.0.5114
SP2010 Foundation – June 2010 CU

09 April, 2012

No text converter is installed for this file type’ PowerPoint error


A PowerPoint file may become corrupt owing to a variety of reasons including corrupt operating system, application malfunction, virus infections, and human errors and so on. A corruption scenario is a great cause of worry for anyone who has invested his precious time and indulged in intensive research to create a presentation. You can sail through the above unfortunate situation if you backup your data regularly. However, if you haven’t maintained any backup, there is no need to press the panic button. There are many things you can consider doing to recover PowerPoint file than mulling over going through the grind again.

As a practical case, you may come across the following error while trying to view a ppt file sent via an e-mail:
“No text converter is installed for this file type”

As a result of the above error, you will not be able to access the data stored in the PowerPoint file.

Cause:
you can receive the above error in the following circumstances:
If you are trying to open a PowerPoint 2007 file in an earlier version of PowerPoint
If you are trying to open a corrupt PowerPoint file (A PowerPoint file received via email has the tendency to get corrupt. It is a good practice to zip the file before sending it as an attachment.)

Resolution:
Below mentioned workarounds can be observed in order to fix the error and access the data from a ppt file:
You can install the compatibility pack which will let you open PowerPoint 2007 file 

To extract the data from a corrupt ppt file, you can observe the following PowerPoint recovery steps:
1.You can click Slides from Files on the Insert menu
2.You can try and recover text by opening a corrupt presentation in Word 
3.Try and access the file on a different hard drive or a computer
4.Open PowerPoint in safe mode and then try to open a corrupt file
5.To recover ppt file if all the above methods fail, you have to rely on a third-party utility

You can download such a tool from the Internet. Ensure you select a read-only application which doesn’t modify the original content.