Many administrators truly have little to no knowledge of what social media or personal devices such as the iPad can actually do, let alone how taxing on an already weak infrastructure they can be. They simply want it. Teachers have a hard enough time keeping their students on task let alone disciplined. Now add in a bunch of tools that have no management capability out of the box and you’ve got a nightmare on your hands.

I hope for our children’s sake these schools figure it out soon. A lot of money is being thrown at technology in hopes it will engage the students more so they can learn better. A great teacher can engage more students than a $10 app can and shame on Apple for not focusing more attention on that fact. Instead they are riding the hype cycle playing on the flat out inexperience of many school administrators when it comes to technology in education, and there are far too few IT Professionals willing or able to convince them that these are not well thought out ideas.

“]

A hype cycle is a graphic representation of the maturity, adoption and social application of specific technologies. The term was coined by Gartner, Inc.[1

• Multi-Profile Support
• Central Permissions/Security Management
• Central Software/App Deployment/Management
• Central Update Management
• Non-Platform specific Apps for mixed environments
• Lower prices
• Remote Connection Capabilities
• Discontinued Need for Sync to other computer

Apple is one of the worst in my opinion because they are making a push to get themselves deep into the education sector with no accountability on their part. What Apple should be doing is donating money to the Department of Education to go towards the continuing education of our teachers. Then they should slash the prices of their equipment/software for schools in half. Until they do this, I have no respect for the company. Schools are not the consumer world. They are spending yours and my tax money and they are wasting it on gaming devices and incomplete un-managable software/devices that is attempting to monopolize education.

It’s time people start questioning their school officials over spending on frivolous ideas. If your district seems to have a big new technology project every year, perhaps you should ask for some results from the previous project.

It’s time school officials were held accountable for poor choices.

1. There is no PDF icon
2. Opening a PDF results in a Save dialog box (see below) instead of opening in the browser or client
3. PDF files cannot be edited without saving locally first
4. PDF files are not supported in Search (Future Post)

This is going to get on your users nerves and it really detracts from all the cool things SharePoint 2010 can do. There are many posts out there giving advice as to what to do to resolve these issues. Most don’t address it properly, however. If you see any recommendations telling you to set your Web Application from Strict to Permissive then you need to disregard that advice. In a nutshell, setting the Web Application to Permissive allows any file type to be opened in SharePoint 2010 which can leave your network at risk.  So DON”T DO THAT!

We’ll first go over the process for getting the PDF icon to appear.

Add PDF Icon

Note: These instructions apply to any program file you want to add, not just for PDF’s

These steps are to be performed on all of your Web Front End Servers (WFE).

• Download the Adobe PDF icon (Click Here)
• Save the downloaded file as: ICPDF.gif
• Copy the ICPDF.gif file to the following location

C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\TEMPLATE\IMAGES

• Navigate to the following location

C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\TEMPLATE\XML

• Save the DOCICON.XML file
• Perform an IISRESET on all WFE’s (note this will result in a short outage)

You should now see the PDF Icon  appear next to all PDF files stored in your SharePoint 2010 libraries and if you have Adobe Reader X you will be prompted if you would like to check out the file and open and then will open in your Adobe client software.

NOTE: This will address the ability to open and edit a PDF in your Adobe software as long as you have Adobe Reader X installed. Otherwise this will not work as expected.

Add PDF to Allowed Mime Types

Now we need to address the ability to open a PDF from the browser. This is predominantly important for environments that do not have Adobe Reader X installed.

I have a PowerShell Script you can run which should allow you to easily add PDF to the allowed Mime Types list.

NOTE: You will need to run this script on each Web Application

NOTE: If you don’t want PDF’s to open in the browser, do not run this script

• Copy the below code into a PowerShell script file (.ps1) I named mine Add_AllowedInlineDownloadedMimeType.ps1

$inpWebApp = Read-Host "Enter the Web Application URL to modify"
$inpExt = Read-Host "Enter the Type and Extension to test and update. (eg application/pdf)"

$webApp = Get-SPWebApplication $inpWebApp
If ($webApp.AllowedInlineDownloadedMimeTypes -notcontains $inpExt)
{
 Write-Host -ForegroundColor White "Adding MIME Type... "$inpExt
 $webApp.AllowedInlineDownloadedMimeTypes.Add($inpExt)
 $webApp.Update()
 Write-Host -ForegroundColor White "Added and saved."
} Else {
 Write-Host -ForegroundColor White $inpExt" MIME type is already added."
}

• Execute the ps1 file you just created in
• Type R and press enter

• Now enter the URL of the Web Application you want to add PDF to. Press Enter

• Now Enter the Type and Extension (for PDF this will be application/PDF). Press Enter

• You should see the following results

• Repeat these steps for all Web Applications
• Test to see if you can click on and open a PDF now without receiving the Save dialog
• The PDF file should open in the browser

Stay tuned for the Adobe PDF Search modification that will allow you to search for PDF files specifically.

• Don’t used a phased deployment approach
• Plan Plan Plan
• Do not allow a contractor to drive your decisions
• Deployment should take less than 1 week of physical work
• Train DBA’s on SP Administration

SharePoint, especially SharePoint 2010 is a complex product. How it is used or can be used makes it even more complex, so let’s not allow bad contractors or consultants to kill your implementation before it even gets off the ground.

Let’s start with a couple definitions.

Deployment = The installation of SharePoint and all Service Applications so as to be ready for configuration based on business needs.

Implementation = The process in which the Deployed installation of SharePoint is then released to the end users for use.

It is important to understand the difference between the two terms so you can identify what tasks are to be done during which stage of your project.

You Don’t Phase Me!

I’m a strong believer in segmenting a project into smaller more manageable pieces whenever possible. This is, of course, not my recommendation for the deployment phase.

Often, contractors recommend only deploying the features of SharePoint you will use right away. On the outside, this may seem like good advice.

There’s no reason to complicate things by adding extra features you’re not ready to start using.

This is, however, a great way of over complicating a relatively simple deployment. SharePoint 2010 deploys with a simple to use installation wizard, which then allows you to install all the Service Applications via another wizard. You can choose to manually install the Service Applications instead of the wizard, but you should make sure you install them all right away.

If you can, I recommend doing the manual installation of the Service Applications as it gives you more control of Database names etc.

The recommendation to phase anything would be better suited to the Implementation stage of the project.

The Reason?

The instant you have users on the system it makes deploying additional service applications and fixing problems much more complicated. This often results in long hours after regular business hours and countless Change Management entries and Implementation Plans, all for something that could have and should have been installed in the first week during deployment. So don’t let your contractor convince you to not install all the features right away. This is a great way for contractors to make a little extra money.

My Plan is All in My Head

A plan in your head is not a reliable plan. All the parties involved need to know what the plan is and how it’s going to be executed.

Planning is actually the most important part of any project, but all too often is not done enough. If you aren’t willing to take the time to plan the deployment and implementation of SharePoint then you should consider offering the position to someone else. If you cannot see a project from start to finish and get it down on paper, how can anyone trust you can actually do it? You should know how a project is going to look at every stage before you even begin. That’s not to say there won’t be surprises along the way, but you should know how to deal the majority of them before they occur.

No Back Seat Driving Please

If you are the decision maker, make sure your decisions are what is driving your project. Contractors will have a tendency to lead you towards the same cookie cutter solutions they’ve used with other customers. Make sure you aren’t following them blindly, but don’t disregard all of their advice. Make sure their advice fits your business before going with it. After all, you hired them to help you, let them help, but don’t let them take the wheel all to find yourself in the ditch without a shovel.

You Spent How Long on Deployment?!?!

As noted before, your deployment stage should’t take more than a week. Anybody that tells you otherwise either doesn’t know what they are doing, or is trying to gouge your pocket book.

This isn’t taking into consideration the time it takes to acquire the needed hardware, funding, etc. This is simply the installation of the software should take no more than 1 week. Typically you should be able to complete the installation with Service Applications in a couple hours, which includes the documentation of the configuration used.

I Can’t Do Basic Administration, What Gives?

We ran into this issue at our organization. We got our SharePoint 2010 farm deployed and then the DBA’s, bless their hearts, locked the SQL instance down so only they could create new DB’s among other things.

The lesson is, make sure you get your DBA’s to a class on how to administer SQL for SharePoint. There are some changes that will go against their best practices which may make them pretty uncomfortable to make. That is ok and it’s ok that they don’t want to give your Farm Admin SA priveleges, but you need to understand what procedures will need to be in place in order for you to get anything done.

This makes getting all of your deployment done in one quick motion even more important if your DBA’s insist on reducing your SQL permissions after installation. If they do this, you will need to request SA perms every time you want to do something that will modify a DB. You’ll save yourself a lot of headaches if you get your DBA’s on board before you start.

Contractors Aren’t Bad… Well… Most Aren’t

Contractors just have different goals and motivations than you or your business have. They also can’t understand your business needs as well as you do, so you have to manage them appropriately. A poorly managed contractor or consultant can quickly cost a company lots of hard earned dollars. So be careful when you hire a contractor or consultant.

First, what is the different between a Relative and Absolute URL or path?

• Absolute Path: An Absolute Path or URL is the use of the full Path to a location or file requiring no dependency.
• Relative Path: A Relative Path or URL points to a location or file in relation to where you currently are at.

**There are instances in which Absolute paths are needed, but typically if referencing a site within your own SharePoint farm you will use Relative paths.**

There is no way to test every situation, but the most likely scenarios should be tested. This includes testing your procedures as well as the actual data restoration. Ensure your DRP includes a section on Test Cases or Smoke Tests.

In SharePoint there are two primary methods for restoration.

• Central Administration
• Windows PowerShell

In most cases using the Central Admin tool is the preferred method for restoration as it is less complicated, though you have less options to choose from.

If Project Server 2010 is integrated into your SharePoint 2010 there is more to consider. Let me know if you’re interested in this information.

There are also two restoration configuration options as well to consider.

• Same Configuration – Used to restore a farm with the same server, service, and database names.
• New Configuration – Used to restore a farm to a completely different environment. This could be different Web or App servers or a different SQL server.

Click Here to download a copy of some simple restore instructions using both a New Configuration and Same Configuration.

Often, an entire Farm restore is not required. There may be instances in which a single Site Collection or Site needs to be backed up and restored. For this there are two more options to choose from.

• Site Collection Backup (Granular) – Used to take a snapshot of a Site Collection so the entire collection can be restored. Click Here for more backup information.
• Export/Import – Often used to move sites, lists, or libraries from one collection to another but can be used as a backup and restore of Site Collections, Sites, Lists, and libraries. Click Here for more information.

To have a successful Disaster Recovery Plan (DRP) you need to be able backup and restore your product. This article will lay out a scripted Farm backup method.

NOTE: Scripts are included as-is and are intended as an example to use. Administrators should edit their scripts to meet their own business needs.

Microsoft recommends using the built-in Sharepoint Farm backup tools. Click Here for more information.

Below are 2 scripts that can be scheduled via Windows Task Scheduler to run a Farm backup. The first script is the backup script in PowerShell.

**There is no GUI method provided by Microsoft for scheduling the Farm backups**

Auto_Farm_Backup_Full.ps1
# Adds the Sharepoint Powershell snapin so scheduling via Windows Scheduler will complete using cmd shell

Add-PSSnapIn Microsoft.SharePoint.PowerShell

# Backs up the Farm via a Full backup

Backup-SPFarm -Directory "\\servername\share" -BackupMethod Full -Force -Verbose

If you are performing Differential backups change the <FULL> in the script above to <Differential> and save as a new script.

This second script is a batch file to be used to call the first script in the Windows Task Scheduler. The reason for the batch file is simply to ensure your PowerShell script is run in PowerShell not the Command.exe.

Execute_Auto_Farm_Backup_Full.bat
Powershell -command "\\servername\share\Auto_Farm_Backup_Full.ps1"
 

In all you will have 4 scripts. Two for your weekly full backup and two for your daily differentials assuming you choose to do differentials. A typical backup schedule might look similar to the one below.

Disaster Recovery Planning is the most important part of any technology implementation.

We all know that it’s important to have a Disaster Recovery Plan (DRP) in case of, well…, a disaster, but how many treat it as the MOST important part of the implementation process?

In order to take a DRP as seriously as you should you need to know the definition of a Disaster.

A disaster can be any moment in the life of a product in which there is unplanned downtime and/or loss of data.

That means that disasters are not just natural in nature. The most common disaster that occurs is due to human error. A good comprehensive DRP should address and prevent that type of disaster, in addition to the standard environmental disasters that can occur.

The organization I work for experienced a problem with our SharePoint 2010 environment earlier this spring which ended up costing us weeks of lost productivity, and I’m sure plenty of money. We spanned 4 continents of Microsoft support personnel to finally find a resolution and we still fear there are lingering issues due to the poor DRP.

I was brought on a few months prior to our disaster so I wasn’t fully aware of the impending doom looming over us. Our DRP was nearly non-existent. It consisted of ideas, but none of which had been tested or documented.

I have now been charged with developing a comprehensive DRP for our SharePoint 2010, Project Server 2010, and Team Foundation Server 2010 environments. All of which have parts that live on the same SharePoint 2010 environment which causes some interesting issues in the DRP planning.

Over the next couple of posts I plan to break down the Planning and Implementation of a SharePoint 2010 DRP. By the final post I should have a Disaster Recovery Plan template you can download and use as you like.

Stay tuned for more info on SharePoint 2010 Disaster Recovery Planning.

I have installed 70+ SMART Boards and ceiling mounted projectors in the last 5 years. I can assist your district in the planning and purchasing of the needed equipment in addition to the installation.

If your district is interested in an estimate Click Here to fill out an estimate request form, or if you know of any schools in the SE Minnesota region that are planning SMART Board installations e-mail them this article.

Thank you

For more information on Content Types Click Here

Add a Document Content Type to a Site

1.       Create a Template file and save to either a library or your computer and note for future use in these instructions.

a.       Best Practices   

                                                               i.      Product Templates

1.       Use the product name in the template name

a.       Word Template.dotx

b.      Excel Template.xltx

c.       PowerPoint Template.potx

                                                             ii.      Custom Templates

1.       Use a descriptive name that explains what the template is for.

a.       Example: Instructions Template.dotx

2.       Navigate to the highest level of the site you want the Content Type to be available to

a.       Content Types can inherit down if you want

3.       Click Site Actions > Site Settings

4.       Click Site Content Types in the Galleries section

5.       Click Create

6.       Fill in the fields below (See Screenshot below)

a.       Name: Use a short descriptive name (i.e. Excel, PowerPoint, Instruction Template, etc)

b.      Description: If one is required to explain the Content Type enter a description here

c.       Parent Content Type: Choose Document Content Types

d.      Parent Content Type: Choose Document

e.      Put this site content type into:

                                                               i.      Choose Existing Group: Document Content Types

7.       Click Ok

8.       Click Advanced Settings

9.       In the Document Template section (Shown below) select the appropriate option based on where you saved your template file in Step 1

10.   Enter the URL or Browse to your file

11.   Read Only should be No

12.   Update Sites and Lists should be Yes

13.   Click Ok

14.   Continue to the next section

Add a Document Content Type to a Document Library

15.   Navigate to the Document Library you want to add the new Document Content Type to

16.   Click the Library tab

17.   Click Library Settings

18.   Click Advanced Settings under General Settings

19.   In Content Types select Yes

20.   Click Ok

21.   Click Add from existing content types under Content Types

22.   Select Document Content Types from the drop down menu (Shown Below)

23.   Locate and select your Document Type name you set in Step 6a

24.   Click Add> button

25.   Click Ok

26.   Navigate back to the Document Library you specified in Step 15

27.   In the Ribbon click the New Document button

28.   Your new Document Type should now appear

29.   Repeat these steps for all Content Types to be added including Custom Templates

One of those is the use of a Global Master Page.

What Can a Global Master Page Do For Me?

Using a global master page can speed up the process of branding your Sharepoint site. Typically each site and page has its own master page. This is fine if you never need to make any changes. Once all your sites have been deployed, a simple favicon change could take hours depending on how many sites and pages you have, and how comfortable you are with PowerShell.

The PowerShell scripts below are a great way to maintain a single master page per site collection.

Get your master page the way you want it and then utilize one of the below scripts.

*Note: Test all scripts and cmdlets in a development environment before using on your production environment.

Set Master Page for Single Site

$web = Get-SPWeb siteurl
$web.MasterUrl = “masterpageurl”
$web.Update()
$web.Dispose()

Set Master Page for All Sites in Collection

$site = Get-SPSite http://yoursitehere
$site | Get-SPWeb -limit all | ForEach-Object { $_.MasterUrl = “/sites/collaboration/_catalogs/masterpage/yourfilehere.master”;$_.Update() }
$site.Dispose()

Now, if you edit the master page, all sites configured to utilize the new Master Page will be changed.

I would highly recommend you keep a copy of your original v4.master page before modifying and creating your new master page.