Thursday, August 23, 2012

Specify Active Ribbon Office 365 SharePoint

One of the most frequent questions that I get asked is how to default to a specific active ribbon within SharePoint (Office 365 or on premise). Fortunately, directing a link to a specific active ribbon is pretty simple.

First, let's look at the default behavior when a document library is selected in SharePoint. In this example, I select my Shared Documents link on the left hand navigation and directed to the Shared Documents document library (the link is: //server/shareddocuments/allitems.aspx):

Notice how I must then select the Documents or Library from the ribbon bar at the top. Many of our clients want to go directly to the Documents or Library option. In this example, a link is created to direct the user directly to the Documents tab:


Now when this link is selected, Shared Documents opens with the Document tab active:

To default to the Library tab, just set the URL to this:


Now when this link is selected, Shared Documents opens with the Library tab active:


It is rather simple, just adding the ?InitialTabId=Ribbon.Document to the end of the link to the library.

Tuesday, August 21, 2012

SharePoint Announcement Web Part - Permanent Announcement

In my last post, I introduced the SharePoint Announcement web part. A question was posed to me asking how to make a permanent or "sticky" announcement always appear at the top of the Announcement list. This post will address that question and propose a solution.

First, I have an Announcement web part on my Office 365 SharePoint home page:

The goal is to have the first announcement (which is titled "Test Announcement - always be first") to always be displayed first in the Announcement list. By default, the Announcement list sorts in order of the newest announcement first.

To create this solution, go to the Announcements list, select List at the top on the Ribbon tool bar and then select List Settings (on the far right of the screen):

For this solution, a new column is going to be added titled "First".
To add this column look nder the Columns header, select Create Column:

A column name must be entered, which in this case is "First":

For the type of column, select Yes/No:

I set the default value to No and leave the Add to default view selection checked:

Select Ok:

Now, return to the page where the Announcement web part is located. On the right side of the web part, select the down arrow and select Edit Web Part:

Select Edit the current view (there are other ways to modify the view but for today this approach will be utilized):

Under the Sort selection, change the First Sort Order to be by First and Show items in descending order:

Then sort by Modified in descending order:

Then select Ok (at the very top or bottom of the page):

Here is a screen shot of the current Announcements:

I will add another Announcement titled "Announcement 6" and then 2 more announcements:

Please note that when adding an Announcement, there is a check box titled First. Select this checkbox for the announcement that needs to always be first:

Now the capability exists to have a permanent first or "sticky" announcement.

Wednesday, August 08, 2012

Office 365 SharePoint Announcements List

This continues a back to the basics series of blogs where the focus is introducing SharePoint to non-SharePoint users. In my recent consulting with Office 365 users, I tend to talk about SharePoint features but I am coming to realize that many of my clients have no idea what SharePoint is or what it can do.

In continuing this series today, I discuss one of the most popular features of SharePoint and that is the Announcements list. An Announcements list is a great way to post news, status or other short bits of information with others within your organization. One of the best features about this is the Expire feature that allows an item to disappear from the Announcements list after a certain date.

Most every site in SharePoint has an Announcements list created by default, but let’s walk through how to create one first anyway.
From the lower part of the left hand navigation, select All Site Content:

At the top of the page, select Create:

Select Announcements from the next dialogue box:

On the right hand side of the page, give the Announcements List a name (in this example: Company
News) and select Create:

Now we are directed to the newly created Announcements list:

To add a new Announcement, select Add new announcement:

Enter in the Title and Body (the content of the Announcement) and an Expiration date (if needed) and select Save:

Now, let’s add the Announcement list to our home page, so we return to our home page. On the top left hand side of the page, select Site Actions and then Edit Page:

On the Ribbon Bar, select Editing Tools and Insert. From the Announcements selection, select the drop down arrow and select the name of our newly created Announcements list - Company News.

Our newly created Announcements list is on the page:

Just a reminder that by default the Announcements list shows the new item first. This functionality can be changed and on my next blog I will cover some of the options for the Announcements list.

Tuesday, August 07, 2012

5,000 Item Limit Office 365 SharePoint - Document Set Solution

My last attempt at working within the 5,000 item limit with SharePoint online was utilizing folders. Yet, I had one other idea to try and that was the use of a Document Set.

What is a document set? It is a new feature introduced in SharePoint 2010. This allows for the creation of a set of multiple related documents. It is comprised of the Document set content type which is a folder based content type that organizes multiple related documents into a single view where they can be worked on and managed as a single entity. The purpose of this blog is not to go in depth into the workings of the Document Set but rather to see if it could be a solution to the 5,000 document issue that so many have encountered.

First, I have a document library consisting of one Document Set that has 5,000 items in it:

When I go to the Document Library and select the Document Set name, all of the files are listed (granted only a few are included in the screen shot below):

Before I increase the size of this 5K Documents Document Set above 5,000 items, I want to modify the default view. On the ribbon bar, select Library and then Modify View:

On the Item Limit, I am modifying the Number of Items to Display to be in batches of 50 (any number below 5,000 should be sufficient here):

Now, I will go and add another document to the library to increase the size to over 5,000 documents.

I go back to the Document Set and no error……

As long as the view is below 5,000 items in either total view or in batch then this solution works.

The other frequent question that I receive is what do I do with a library that has over 5,000 documents? The best way to resolve this is via a third party product and utilize that to copy over the data. My preference is Sharegate, and I can answer any questions related to Sharegate. **Please Note: I increased the item number to over 5010 and I received an error. Even with the view settings in batches of 50, so we are restricted to that limit even with Document Sets.

Here are some great articles dealing with different ways to manage large lists and libraries: