Extending Sharepoint with Outlook Power Tool

1. Extending Sharepoint withOutlook Power Tool Winapp Technology Sergio Otoya sergio@winapptechnology.com

2. Agenda • Send Links workaround • Outlook Power Tool • Demonstration • Behind the scenes • Outlook Power Deployment • Deployment Challenges • Questions

3. Winapp Technology • Over 12 years consulting • Sharepoint ISV and specialists • Develop smart tools for Sharepoint • echo for SharePoint (replicates changes in bulk) • Enhanced Authoring Suite (multiple edit, multiple uploads, central templates, etc) • Live Listings (category listing cleaner) • www.winapptechnology.com

4. Sending Links Workaround • Workarounds for sending links: • Copy shortcut, open mail item, paste shortcut (repeat for every link to be sent) • Workarounds for Sending Attachments: • Save files to desktop, attach file to mail and send • Open doc in office application, then File/Send to • Go to Explorer view, right click send to mail recipient (Need to start webclient service on Windows XP) • Results in: • Authoring outside the portal • Multiple copies of the document • Modifications to critical documents are not captured and backed up. • Lower portal adoption by users.

5. Outlook Power Tool • Benefits • Increasing user adoption of your portal • Simplifying use of portal and document libraries • Giving back users the ability to send links and attachments directly from the web view • Sending Links • Minimises duplication of documents (sending links instead of actual documents). • Minimises saving documents outside of the portal. • Sending Attachments • Good for sending attachments to external parties (not using the portal).

6. Outlook Power Tool Demo

7. Multiple selection checkboxes • Add the “selection checkbox” to the view • You can then access the multiple selection functionality

8. Sending Links • Select the files and then use the drop down menu

9. Every selected link is added to a mail message • A link to the document library is added in case you want to edit the item

10. What did we see • Deploying the tool (copy + iisreset) • Adding the checkbox to the view • Working with web parts • Sending links and attachments

11. Behind the scenes • STS\DOCLIB\schema.xml • changes to declare the check box field for multiple selections <Field ReadOnly="TRUE" Type="Computed“ Name="SelectedFlag" ClassInfo="Menu“ DisplayName="Selection Checkbox“ Filterable="FALSE" Sortable="FALSE“ HeaderImage="blank.gif“ AuthoringInfo="(select a doc)"> … </Field>

12. Ows.js changes • Extra menus for document libraries in AddDocLibMenuItems() • Code for sending links AddSendDocLinkByEmailMenuItem(m, ctx, itemTable, currentItemFileUrl); • Code for attaching files AddSendDocByEmailMenuItem(m, ctx, itemTable, currentItemFileUrl); • Code for multiple delete AddEditMultipleDelete(m, ctx, itemTable, currentItemEscapedFileUrl);

13. Deploying changes • Backup schema.xml and ows.js! • Deploy changes • Copy schema.xml to C:\Program Files\Common Files\Microsoft Shared\web server extensions\60\TEMPLATE\1033\STS\LISTS\DOCLIB • Copy ows.js to C:\Program Files\Common Files\Microsoft Shared\web server extensions\60\TEMPLATE\LAYOUTS\1033 • IISRESET • Add the selection field to document library view • Go to Document library • Modify Settings and columns • Select view • Include the check box field at position 1 (convention only)

14. Pre requisites • WSS minimum • Outlook 2000 or later • Allow Active X controls to run within an Internet Explorer Zone (For Sending Attachments with Outlook.Application)

15. Deployment challenges …But what if I need to deploy it to all my document libraries? • Do it manually for each document library through the SP interface. • You can change CAML to include the selection field in each of the views for each site definition. However, this does not take care of user defined views and Listview web parts. • OR Do it with a smart tool… echo for SharePoint, which can replicate these changes to multiple destinations at once.

16. Replicating Lists and web partsusing echo for Sharepoint

17. echo for SharePoint • Replicates changes in bulk • Site settings (themes, alerts, regional settings, permissions) • Lists (Fields, views, permissions, settings, add lists, remove lists) • Web Parts (Add, replace, remove web parts) • Saving tasks, batching and scheduling For a Free trial visit www.winapptechnology.com

18. Replicating lists with echo • Start the Maintain Lists wizard • Select the “Modify Lists” option • Point to the source list (including document libraries or custom lists) Define the destination sites • Choose actions to replicate (settings, permissions, fields and/or views) • Finish (echo replicates the design changes to the source view to the selected destination sites)

19. Replicating web parts with echo • Start the Maintain web parts wizard • Select the Add/Replace web part option • Point to the source web part installed in an existing web part page • Select the destination sites • Finish (echo replicates the source web part to the selected destination sites)

20. Questions

21. More Information www.winapptechnology.com • Free Downloads • Outlook Power tool (register and download) • Guidelines for driving Sharepoint user adoption article from Sharepoint Advisor (Sharepoint Advisor Magazine). • Free trials • echo for SharePoint • Enhanced Authoring Suite • echo Live Listings • More web parts and tools to be published