Secrets of SharePoint

December 2010 - SharePoint Tips

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  • A Word of Caution with SharePoint Groups

    Jenny Branham -Expert in Residence There are a few things you need to keep in mind though when using SharePoint Groups. First, SharePoint groups are limited to a single site collection. They cannot be used over multiple site collections. Second, they belong to the ENTIRE site collection. You may not necessarily have the SharePoint groups assigned to an object within the site collection, but inexperience often can lead to the accidental deletion of...

  • Export a list in SharePoint 2010 using PowerShell

    Mattias Karlsson -Expert in Residence If you want to export a list in SharePoint 2010 using PowerShell, you can use the PowerShell cmdlet Export-SPWeb. In this example, we export the document library “Documents” located in our root site, including all versions and permissions. Export-SPWeb http: // youSPSite / -path "D:\backup\Documents.cmp" ` -ItemUrl / Documents -IncludeVersions All –IncludeUserSecurity ReTweet this Tip...

  • SharePoint Groups vs. Direct Permissions

    Jenny Branham -Expert in Residence SharePoint groups serve as a great way to simplify permissions management within your SharePoint environment. Recall that direct permissions is the assignment of an AD user or AD Group directly to an object such as a site, list, or item. For example; John Smith may have Full Control to a site, Contribute rights to a particular list in that site, but then only Read access to an item in that list. If John works with...

  • Take control over checked-out documents in SharePoint 2007

    Mattias Karlsson -Expert in Residence A popular and useful feature in SharePoint is the check-in and check-out feature. However, there are situations where documents never get checked-in again that could cause problems for end-users. As a user with Full Control, you are able to view and take control over checked- out documents. Go to Settings and Document library settings in the document library where you have the checked-out document or documents...

  • Understanding SharePoint’s Security Model

    Jenny Branham -Expert in Residence Understanding SharePoint’s underlying security model is the first step towards successfully managing security within your environment. This model layout is the exact same for SharePoint 2007 as well as SharePoint 2010. The basic model includes four primary components. 1. Access Scenarios: This is the “HOW” someone can access an object. There are four basic ways in which this can occur. Through the...

  • Fine tune performance by modifying timer job schedules

    Mattias Karlsson -Expert in Residence SharePoint uses a lot of timer jobs to propagate changes and handle events, such as sending out alerts, cleaning the trash can, synchronizing profiles etc. Most of these timer jobs exist one time for each Web application. So if you have 10 Web applications in a farm, you will have 10 Profile Synchronization for instance. In farms with a lot of Web applications, it is sometimes a good idea to modify the timer job...

  • Managing Security

    Jenny Branham -Expert in Residence SharePoint security can be managed using the native SharePoint pages, but this is cumbersome and many factors must be considered when doing this. First; you need to hit every object level to get a true assessment of what permissions exist for users and where. This includes every web application, site collection, site, list and item. Second; you need to fully consider inheritance. This includes not only permissions...

  • Governance in Health Care Organizations

    Errin O'Connor -Expert in Residence As more and more hospital systems and government health care institutions roll out SharePoint 2010 or continue to use their existing MOSS 2007 implementations, many of these organizations are unknowingly putting themselves at risk of violating HIPAA regulations, (HIPAA is an acronym for the Health Insurance Portability and Accountability Act, which is a federal law enacted by Congress in 2003) specifically around...

  • Find the STSADM command you are looking for

    Mattias Karlsson -Expert in Residence STSADM is the SharePoint administrator’s best friend, or at least until PowerShell got introduced in SharePoint 2010. STSADM is heavily used since there are still a lot of SharePoint 2007 installations out there. STSADM offers a wide range of commands and it’s easy to forget the exact name of all of them. But you can use simple trick to retrieve all the commands containing a specific word or phrase...

  • SharePoint Profiles

    Jenny Branham -Expert in Residence SharePoint profiles can pose points of confusion for many users. For MOSS environments, the SharePoint profiles are stored at the SSP. (For WSS users, these profiles don’t exist; but the information pages at the site collection level still exist.) The original concept of a SharePoint profile was to synchronize user information pages created at each of the site collections. Despite their original design, the...

  • Control the file size of your export packages

    Sean McDonough -Expert in Residence When SharePoint is directed to create a granular export using STSADM.exe –o export , the Export-SPWeb PowerShell cmdlet (SharePoint 2010 only), or the Export a Site or List link in Central Administration (SharePoint 2010 only), it generates one or more .cmp files as output. The number of files that are generated depends on the amount of content being exported; by default, SharePoint will try to “chunk”...

  • Restrict the use of SharePoint designer in SharePoint 2010

    Mattias Karlsson -Expert in Residence SharePoint Designer 2010 has been significantly improved, however, there are still scenarios where you, as an administrator, will want to disable or restrict the use of SharePoint designer in your farm. In SharePoint 2010, you are able to disable or restrict some of the features provided by SharePoint Designer on a Web Application basis. Go to Central Administration -> General Application settings -> Configure...

  • “Dead” Accounts in SharePoint

    Jenny Branham -Expert in Residence Once an organization has installed and run SharePoint for some time, many natural tendencies are going to be noticed by users. One of these is the appearance of users that are no longer with the firm still appearing inside SharePoint groups, member lists, and various other locations. Their Active Directory profile may not show up any more; however, their SharePoint profile continues to linger on. These accounts are...

  • Peer inside export packages to learn more about them

    Sean McDonough -Expert in Residence Granular exports of SharePoint content, such as sites and lists, can be performed using STSADM.exe –o export , the Export-SPWeb PowerShell cmdlet (SharePoint 2010 only), or the Export a Site or List link in Central Administration (SharePoint 2010 only). When an export package is created, by default it takes the form of one or more files possessing a .cmp extension (for “content migration package”...

  • Recover data from unattached content databases

    Mattias Karlsson -Expert in Residence With the new concept of unattached content databases found in SharePoint 2010, you are now able to connect a content database to the farm without having it attached to a specific Web application. This makes it possible to browse the content database through all site collections, all the way down to the list level, and export data to a .bak (site collections) or .cmp (sites and lists,) file. First, you will need...
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