Recently, BoostSolutions announced the release of Calendar Rollup 3.0 for SharePoint 2010/2013/2016. One great feature is that users have more options to color code the events not only based on the event types.
Calendar Rollup 3.0 enables users to color code the events based on multiple column types, such as Single Line of Text, Number, Yes/No. This feature is very useful in following scenarios.
There are a lot of events recorded in a Calendar list, and I want to set the events color as green when the event title contains “Training”.
In “Customize Color Scheme” section, I specify the scheme as “Title contains training”, and set the background color as green, text color as white.
After that, the events contain “Training” will be shown as green in calendar as following.
In the calendar, I want to mark the tasks as red when the task complete is 100%.
In “Customize Color Scheme” section, specify the scheme as “%Complete Is equal to 1”, and set the background color as red, text color as white.
And then, the tasks which complete is equal to 100% will be shown as red in calendar as following.
When I record events on calendar, I want to distinguish the private and public events with different colors. There is a column named as Public, and the column type is Yes or No. when I select Yes, means that event is public, and the color should be blue.
In “Customize Color Scheme” section, specify the scheme as “Public Is equal to Yes”, and set the background color as blue, text color as white.
And then, the public events will be shown as following.
SharePoint Server 2016 is released with numerous new features, image and video preview is one of them. When you upload images and videos to a document library in SharePoint server 2016, you can see a preview by hovering the mouse over the image or video, or by clicking on them.
In this blog, I will introduce this new feature.
First, create a document library and name it as File Library.
And then, upload some images to the document library.
Click one of the images in the library, you will see a preview of the image in popup as following.
Click Close to return the document library.
Now, I upload a video in the document library.
And then, click the video in the library. A popup will open as following.
In the context menu, you can stop/play the video, change volume or enter full-screen mode.
About BoostSolutions Document Viewer
BoostSolutions introduced Document Viewer firstly in 2013, which support previewing PDF, images, MS Office documents (Word/Excel/PPT) in document library.
With BoostSolutions Document Viewer, you can zoom in, zoom out and set zoom value on the document or file, and can share/download the files while previewing files.
BoostSolutions Excel Import is an efficient tool to import data into a SharePoint list from Excel file manually or automatically.
It is especially useful in this scenario, you may want to maintain your sale data in a SharePoint list so that it is ease to share and update, but also need analyze the sale data in an Excel file. Using Excel Import, you can easily import these data into a SharePoint list from Excel file, and synchronize data between SharePoint list and excel file, keep both sets of data consistent.
Suppose you store an Excel file which containing sale data in a document library or FTP file server, you can follow these steps you can synchronize the data between list and Excel file.
1. Navigate to the Sale Data list, and click Manage Import Jobs command in ribbon.
2. When Manage Import Jobs dialog box appears, click Create New Import Job.
3. In Import Excel Spreadsheet from Remote Server dialog box, enter the Excel file URL which is stored in a document library. And click Next.
4. And then Import Excel Spreadsheet from Remote Server dialog appears. In this dialog, configure these settings.
a. In Import Job Name section, type a unique name.
b. In Sheet Section, select shee1 where stores the sale data.
c. In Column Mapping section, select the columns and map them to list columns.
d. To import all rows of this Excel sheet, I do not select the “Import from…” option in Filter section.
e. In Import Options section, select “Check duplicate records when importing option” and specify Order No. column as key.
And select “Skip duplicate records” option. This is because once sale data are recorded in Excel file, it is immutable.
f. In Recurring Schedule section, specify the import job run on Daily. And the sale data will be updated from Excel to a SharePoint list daily.
5. After an import job created, it appears as following.
6. Wait the import job run, the sale data will import or update to SharePoint list as following.
Once new sale data create in Excel file, the changes will be updated in SharePoint list automatically based on the schedule.
For any messages (such as alerts, notifications and site invitations) to be sent out of SharePoint server, you need to configure SMTP server to send the messages. This server can be any SMTP-compliant server that you can connect to using port 25 from the SharePoint server. For SharePoint 2010/2013, it cannot be configured to send e-mail over encrypted port (such as Office 365 or Gmail). If you want to set outgoing mail settings for non-default port (25), you need to configure SMTP server on your server, and configure SMTP server settings in IIS 6.0 Manager.
Take Gmail as example:
1. Open Server Manager – Features tab, click Add Features. From the Features list, select SMTP Server and click Next button.
2. Follow the wizard, wait for installation complete.
3. And then Open Windows services, make sure that Simple Mail Transfer Protocol (SMTP) service has been started.
4. Open IIS 6.0 Manager, right-click SMTP Server and click Properties.
5. Under General tab, select your local IP address.
6. Under Access tab, click Connection and select All except the list below option. And select All except the list below option for Relay Restrictions.
7. Under Delivery tab, click Outbound Security. And click Basic authentication, enter user name and password. (enter your Gmail account) and enable TLS encryption.
Note that if your Gmail turn on 2-step verification, you need to enter the application specific password here. (https://support.google.com/accounts/answer/185833?hl=en) Follow these steps to generate the application specific password.
a. Click your name or photo near your Gmail inbox’s top right corner. Click Account link.
b. Open the Security tab, and go to the App-specific passwords tab. If prompted for your Gmail password, enter your password over Password and click Sign in.
c. Click Select device and choose the Windows Computer.
d. Click Select app and choose Mail.
e. Select Generate.
f. Copy the App password (the 16 character code in the yellow bar), and click Done.
8. Open Outbound Connections, change the TCP port to 587.
9. Open Advanced Delivery, type smtp.gmail.com in Smart host. And then save the settings.
10. Open SharePoint Central Administration, click Configure outgoing e-mail settings in System Settings.
11. In Outbound SMTP server, type your local IP address. In From address, type your Gmail address.
12. Click OK to save the settings.
Fortunately, SharePoint Server 2016 adds support for SMTP servers that use TCP ports other than the default port (25).
Also, SharePoint 2016 supports send email to SMTP servers that use STARTTLS connection encryption. The SMTP server must support the TLS 1.0, TLS 1.1, or TLS 1.2 protocol. (SSL 2.0 and SSL 3.0 protocols are not supported.) Follow the steps to configure the outgoing email settings in SharePoint 2016.
1. Open the SharePoint Central Administration and browse to System Settings > Configure outgoing e-mail settings.
2. In Outgoing E-Mail Settings page, configure the settings as followings:
Outbound SMTP server: SMTP server name
From address: your email address
Reply-to address: your email address
Use TLS connection encryption: Yes
SMTP server port: 587
3. Click OK button to save settings.
But unluckily, I cannot configure the outgoing email settings for Gmail SMTP server successfully. I will do more research, and introduce the how to figure it out later.
As a IT administrator, I monitor and manage user, contact and computer objects usually. In fact, I store the AD computer objects in a SharePoint list, and update the properties once anything changed. But there are a lot of computer objects and it is a time-consuming process to manage these objects individually.
With AD Information Sync, I can populate the computer objects to a SharePoint list, and easily manage these computer properties. Even better, I can update the computer properties both in active directory and list with one operation.
The following steps illustrate how to import computer objects from active directory to a SharePoint list:
Firstly, create a “Computer Information” list in the SharePoint site you want to use to store the data from Active Directory.
Secondly, configure a profile with following settings:
1. In List section, select Computer Information list.
2. In Active Directory section, configure the authentications.
3. In Filter section, select Computer in object type.
4. In Column Mapping section, select the object attributes and map them to list column.
5. In Sync Options section, select Create list items when AD items are created option. And select Use the last modified item option under Sync changes from list to Active Directory option.
6. In Sync Schedule section, select Sync hourly option. This option will automatically sync the computer objects between active directory and list.
Save the settings and click Sync Now action.
And the computer objects are populated as followings.
Open Document Format (ODF) is an international family of standards that is the successor of commonly used deprecated vendor specific document formats such as .doc, .wpd, .xls and .rtf. ODF is standardised at OASIS.
ODF is not software, but a universal method of storing and processing information that transcends specific applications and providers.
If a supplier does not support legacy file formats no longer, or other software cannot deal with those files, you may lose those contents. With ODF, you can avoid this risk. ODF is an international standard supported by multiple applications, and it can be implemented in any type of software.
With ODF the way you store documents does not determine the software you work with.
Since Office 2007 Service Pack 2, Microsoft has supported ODF (Open Document Format). Before SharePoint 2016, there is no real support for any ODF files in SharePoint. But Microsoft Office applications can open and save to many of the different ODF formats.
In SharePoint 2016, you can set an Open Document Format (ODF) file as the default file template for a library. This way, when someone creates a new file in the library, the file opens and saves as an ODF file. People can choose a program to edit the new file.
How to Set ODF as the Default File Template
Firstly, create or open a file in Microsoft Office Word, ad save the file as an OpenDocument file type (*.odt).
In the document library, click Open with Explorer.
Enter Forms folder. (If you cannot see this folder, select checkbox before Hidden Items under View ribbon)
Copy or drag the .odt template to this folder. Close File Explorer and return to the library.
Click Library Settings to enter Settings page. Click Advanced settings under General Settings section.
In the Document Template section, type the template address in the Template URL box.
You can also set the .ods or .odp file template in the document library.
One requirement of our customers is displaying a list from another SharePoint site or site collection. For example, they create several site collections for departments or teams to maintain contents, but they also need to display these contents on one page. There are a few ways to tackle this, and you can try Data Connector (one feature is importing data from external data source to SharePoint list) to solve it.
This scenario will demonstrate how to do this:
In the company, each team has a SharePoint site collection with an Announcement app. The team maintain their own announcements.
This is Announcement list in site collection A.
And this is Announcement list in site collection B.
And this is the Announcement list in site collection C. This list is used to show the content of the Announcement app from the site collection A and B.
And here is how I did it…
1. Login Site Collection 3 as administrator. And then enter Site Settings – Data Connector Settings page. Create first job as following.
In Direction section, select From external data to list option, which means import data from external data source.
In List section, select Announcement 3 in site collection C as target list.
In External Data and Authentication section, configure these settings:
Select SharePoint 2013 in External Data Type option.
Enter url of Announcement 1 list (which locates in site collection A) in URL textbox.
Then enter username and password. And verify the connection.
In Column Mapping section, map the columns of these two announcement lists.
In Run Options section, select the checkbox of Enable ADD operations.
2. Save the job.
3. Create the second job as following:
4. Run these two jobs.
5. Go to Announcement 3 list, you will see that announcements of site collection A and B in the current list.
Sometimes, we may have such a scenario. There are several lists on SharePoint site, and they contain the same columns and values. It’s time-consuming to keep the column same manually. We can configure a workflow or event handler to do it, also you can choose a tool to complete it, such as BoostSolutions List Sync. In this blog, I will introduce how to sync data between multiple SharePoint lists using this tool. There are three SharePoint lists, Project Summary list, Project A list and Project B list.
Project A – This list contains the details for Project A, such Task Name, Status, Progress, Assigned To, % Complete, Descriptions and more.
Project B – This list contains the same fields with Project A list.
Project Summary – This list contains the summaries about Project A and Project B list, such as Task Title, Status, Progress, Percentage, these fields are same as Project A and Project B lists. And it contains other fields, such as Evaluation and Analysis. To enable Project Manager to track the tasks of these two projects in one view easily, now I want to sync the In Progress status tasks from Project A and Project B lists to Project Summary list.
First of all, I create a profile in List Sync Main settings page. Select Project A list as the source list and select Project Summary list as target list.
Under Source Site and List section, specify the condition as “[Task Status] is equal to “In Progress””, which means that only “In Progress” tasks will be synced to the Project Summary list. Next, map the columns between these two lists as following.
And then save the profile. Create the second profile, select the Project B as the source list and select Project Summary as the target list.
Configure other settings as same as first profile, and save the profile. Finally click Sync Now command of each profile.
Then, the In Progress tasks of Project A and Project B lists are synced to the Project Summary list as following.
There are several filtering methods in a SharePoint list to help users to find the items which meet the certain criteria., such as column header filter, filter in view, filter web part and more. Metadata navigation and filtering feature was first introduced in SharePoint 2010. SharePoint provides this feature in each list with a settings page to allow you to configure a list to use metadata tree view hierarchies and set filter controls to improve navigation and filtering of the list items.
After configuring Metadata Navigation and Filtering settings in the list, the navigation tool will appear on left navigation bar as following.
To use this feature, you need to activate the Metadata Navigation and Filtering feature in the site.
(Enter Site Settings page, and click Manage Site features in Site Actions section.)
Then navigate to the list settings page in target list.
Under General Settings, click Metadata navigation settings.
Metadata Navigation Settings page contain these settings:
Configure Navigation Hierarchies
Once a metadata navigation is set up in list or library, the view will automatically display the items that are tagged with that term or any of its descendant terms when user click a managed metadata term in the navigation hierarchy. To filter only on a particular term and exclude the descendant child terms, users can select the item again. To clear the filtered, users can select the upper term or root term of hierarchy.
Fields that are available for use as navigation hierarchies include following column types.
Select the hierarchy fields that you want from the available fields and click Add.
Configure Key Filters
Selected fields will appear under this list in the Site Hierarchy tree view. Fields that are available for use as filtering include following column types.
Person or group
Date and time
Select the key filter fields that you want from the available fields and click Add.
After configure the settings, the Key Filters control will appear below the navigation tree, it works in combination with the navigation tree.
Configure automatic column indexing for this list
To improve the query performance, it is recommended to select the operation Automatically manage column indices on this list.
About List Advanced Filter
BoostSolutions List Advanced Filter provides users compatibility to filter any information in SharePoint list or document library using multiple columns.
With List Advanced Filter, you can filter items using complex criteria, such as:
Filter tasks that in a specific period (a week or month)
When people are working on one document in a SharePoint document library, the SharePoint co-authoring feature makes people collaborate and work easily. With the co-authoring feature, one author can edit his content and another author can edit hers, and they can see the changes of each other in real-time.
There are two kinds of SharePoint co-authoring, regular co-authoring and real-time authoring. The big difference is that when you will see the changes made by others in the document.
For regular co-authoring, you will see an Updates Available status in document when new changes are made. When you save the document, you can see the changes.
For real-time co-authoring, you can see the cursor location, and what others type on the document. Every changes happen in front of you.
When using co-authoring feature, you should consider these tips:
Disable Check-out: The check-out feature ensures that only one person can edit the document at one time. When a document is checked out, the others cannot edit the document unless it is checked in. So, disable check-out feature in document library if you plan to use co-authoring.
Turn on versioning: Turn on at least major versioning in document library, in case of mistakes or accidents happen during edit document process.
Author permissions: Ensure that all co-authors have the permissions to edit the document.