CompartiMOSS: SharePoint Magazine…. in Spanish

 

CompartiMOSS: SharePoint Magazine in SpanishGustova and Fabian have started an online magazine for Spanish SharePoint ​users. I recently received an email from Gustova, describing the project.

From:
Gustavo Velez [MVP SharePoint]
Fabián Imaz [MVP SharePoint]

I like to take the opportunity to give you background information about our magazine, CompartiMOSS. We created it four years ago to distribute and make information more accessible to SharePoint in the Spanish-speaking world. Since then, we have published thirteen issues and have had close to 50,000 downloads. CompartiMOSS is published four times a year and is for free distribution (always in Spanish).

Because we have reached the stability necessary regarding, on the one hand, amount and quality of articles and, on the other hand, the regularity of publications and downloads, we want to bring the magazine to the next level for the coming December issue:

We have contracted a professional graphic design company that will redesign the magazine and take care of a professional look-and-feel. We are preparing a site where we will publish not only the pdf version, but also the complete versions of all articles. In this way, all the information will be accessible through the search engines giving us a bigger distribution area. A new Windows 8 Application is in the planning stages.

We are taking a financial risk, as you can imagine. Professional graphic designers and hosting are not cheap, thus we are opening the magazine to commercial companies in the form of paid publishing. As you and I discussed years ago, the Spanish-speaking SharePoint world is huge, with a potential for 300 million users, that is barely started at the moment. We are convinced that CompartiMOSS has found a recognized place in this world, and that it is something very valuable for companies that want to enhance their business to Latin America and Spain.

Please, let us know if you need any other type of information. In the meantime, it is nice to continue our contact from some time ago…

Gustavo Velez and Fabián Imaz

El magazine CompartiMOSS

How to Use Microsoft Excel to Query a SharePoint List


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Editor’s note: Contributor Alexandru Dionisie is an Internet Professional and Technical Writer. Follow him @tutorialeoffice

A great way to extract and expose data from SharePoint is by using Microsoft Excel. Of course, not by doing a simple copy-paste, but by using an Excel query.

Even though Excel’s query editor is not that great looking (like the one from Microsoft Access), it still is functional and very helpful.

I am going to use a query in Excel to extract only a part of a SharePoint list data.

Here are the steps

  • Open the SharePoint list and from the list tab click on the Export to Excel command button.

2012-10-28-ExcelToQuery-01.png

  • Save the Microsoft Excel Web Query file.
  • If you want to see the query file content, open it using Notepad.

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  • Double click on the Microsoft Excel Web Query file to open it using Microsoft Excel.

A new Excel file opens and displays the SharePoint list data. The biggest disadvantage of that query file is that you can’t edit it and add custom SQL code.

Still, you can create your own query, with a custom SQL code. As you can see in the bellow image, that workbook is connected to the SharePoint list through that Microsoft Excel Web Query file.

2012-10-28-ExcelToQuery-03.png

Save the above Excel file and then open a blank workbook. From the Data tab click on the From Other Sources button and then click on the From Microsoft Query option.

2012-10-28-ExcelToQuery-04.png

  • make sure that the Use the Query wizard to create/edit queries is unchecked.
  • click on the New Data Source option (form 1) and then click on the OK button.
  • in form 2:
    • add a name for the new source (step 1);
    • select the Microsoft Excel Driver (*.xls, *.xlsx, *.xlsm, *.xlsb) - step 2
    • click on the Connect command button (step 3);
  • in form 3 click on the Select Workbook command button;
  • in form 4 select your workbook.

2012-10-28-ExcelToQuery-05.png

Returning to form 2, we have to choose a default table (or sheet) – step 4.

2012-10-28-ExcelToQuery-06.png

Now we have a new source. To add a custom SQL code, just click on the OK command button.

2012-10-28-ExcelToQuery-07.png

In the query editor I will enable the Criteria pane (from the View menu) because I want to see certain products that have a custom price.

More than that I want to see only some column: Categorie, Produs and Pret.

Criteria:

  • Product category (Categorie = LCD 22);
  • Custom Price (Pret >=400)

2012-10-28-ExcelToQuery-08.png

If I want to see what the SQL code looks like, I will click on the SQL button from the toolbar.

2012-10-28-ExcelToQuery-09.png

To add the query result in a sheet, just close the query editor.

Now, the Import Data form is displayed.

Choose a cell to put the data in and the click the Properties command button.

2012-10-28-ExcelToQuery-10.png

In this form we have to check the first and the third option, so that the data updates in the background and when the file open.

2012-10-28-ExcelToQuery-11.png

After we confirm all the options, the data will be imported in the sheet. Now we can create custom reports and charts, based on this data.

2012-10-28-ExcelToQuery-12.png

If you want others to use this method, just export the query from the query editor. Then, all they have to do is to double click on the query and the data is imported.

To edit the query you can use Notepad or the query editor.

2012-10-28-ExcelToQuery-13.png

After some tests, it seems that the data is not refreshing.

Why ? Because the first Excel workbook (the one created after running the Web Query) wasn’t updated either. So, update the first workbook and then the second one.

To avoid the above procedure, in the first workbook (created by the Web Query) we must export the second query and import it into the first workbook.

Now, we have only one workbook that contains the Web Query and the ODBC Query.

2012-10-28-ExcelToQuery-14.png

My Users Don’t Like SharePoint Because it’s a Complete Mess


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Editor’s note: Contributor David Lozzi is a SharePoint Architect at Slalom Consulting. Follow him @DavidLozzi

This is Part 2 of my series on ‘My Users Don’t Like SharePoint…’

Let’s take the Ford Mustang metaphor from the opening post. I get my 2013 Mustang, and it’s shiny and beautiful.

2012-10-25-DontLikeSharePoint-Part02-01.jpg

Credit Ford.com

I then welcome my three children into it, and let them have their way. We go to McDonald’s, they get Happy Meals. I assume they know not to make a mess, so I leave them in my new car as I run into the store (no I don’t really, that’s not safe, but for the sake of the example). I come back a little later and much to my surprise, my car is a mess! French fries on the floor, wedged between the leather seats, ketchup smeared on the windows, salty finger prints on my dash and stereo, chocolate milk in the carpet, apple juice splashed on the ceiling… a complete mess.

2012-10-25-DontLikeSharePoint-Part02-02.jpg

Credit City-Data.com

I’m too busy to clean it out, I have other projects around the house I need to take care of. A week goes by, things really settle in, a nice odor forms and now no one wants to drive in my new Mustang, even the kids who made the mess! Should I call up Ford and scream at them, tweet hatred and complain about their sucky car?

If this rings a bell for you and your SharePoint implementation, there’s still hope. Depending on how long the milk was soaking in the carpet, you may have some heavy cleaning to do, but it’s possible! This by far is one of the most common issues I’ve come across.

Define a plan.

First thing you’ll want to do is reorganize things virtually, make a plan. Ignore what SharePoint is doing now and layout the perfect environment. Using Excel or your app of preference, layout the ideal topology: sites and sub sites, libraries, folders and files. Include metadata, if you’re using it, permission and navigation considerations. Define what the perfect world will look like. Who has access to what, where, and how much access should they have?

Here’s a basic example. Starting with something like this can help get the wheels spinning.

2012-10-25-DontLikeSharePoint-Part02-03.png

Once buckets are defined, people can select where things should go. You’ll see Secure sites in there. These are the private department specific work spaces and the goal there is to farm out what the secure site would look like to that department. Provide them this basic template and have them define what they want to see.

Governance.

Governance, the art of governing what your users can do, might be a scary word, and is by far the largest challenge with information management (regardless of SharePoint, governance is an issue across the board, more on Joel Oleson’s blog), but it’s critical for a successful SharePoint deployment.

Taking the same document we had above, let’s add a few more columns to include basic governance. Who can access what bucket:

2012-10-25-DontLikeSharePoint-Part02-04.png

Pretty straight forward. There are many methods of defining governance and taxonomy, I find starting in Excel is fastest and easiest.

Microsoft’s site has a lot more on governance: http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx. Go ahead and search for ‘sharepoint governance‘ and you’ll find some great articles by others.

Still not convinced governance is necessary? Check out my other post on governance.

It’s okay to have a growing document defining your governance. Clearly defining your buckets is a great first step, but applying permissions to each bucket and site will help keep sites clean. Once you have a clear, or clearer, plan on your permissions, execute it!

Clean up, clean up, everybody clean up!

2012-10-25-DontLikeSharePoint-Part02-05.gif

Credit www.mysafetysign.com

Pull in a few key players to assist. Giving them ownership of their own data will reduce your load as well as give more users buy-in (aka user adoption). Use the plan you defined and slowly begin to move data around, reformatting sites and libraries. SLOWLY.

Don’t spend a weekend and bust it all out. Monday will be chaotic as your users panic, scouring through your nice new layout cursing SharePoint. Go slow, let everyone know what you’re doing. Get your users involved in cleaning up their sites and libraries. Assign owners to reorganizing their sites and libraries.

Consider a 3rd party tool like ControlPoint from Axceler (why?) . Their solution makes moving entire lists and libraries a snap. There are other solutions out there, I’ve only used (and subsequently fallen in love with) ControlPoint.

As you clean up, it is now:

Time to govern.

SharePoint is a large application, it can do a whole lot, real easy. As a result, some SharePoint implementations suffer from having too many people mucking around with too many features (remember letting my kids run wild in my Mustang? A complete mess.). I have seen implementations where whenever a user felt like it, a new list was born, a new library created, sub sites abound, pages were rearranged with new web parts and views on a whim. It can become a collective junk drawer. This drove the end users, the consumers of the information, NUTS. Everything is everywhere and is hard to find and manage.

In your document, you began to define groups and their level of permission to sites, libraries and lists. Begin to apply those changes as you’re building it out. For starters, change permissions on the HR site so all users have read only access. That will immediately stop a bulk of your users from messing with your changes as you go. When you create or manage libraries, update permissions accordingly.

Make sure to review the previously mentioned Microsoft site for more on governance. Do it right, the first time, it’s worth every little bit of effort.

You can always have some fun (the only way us IT people know how).

Clean out the site owners group and site collection administrators list, leaving yourself of course. See who screams “I can’t create another list!”. That’ll help you identify who’s making the mess and give you a start to discuss and help guide them in doing it right (per your governance).

If you hit a library that you’re unsure about, I’d bet that has become the junk drawer. See who cares it’s missing by removing all permissions (except your own of course). I’ve done this a few times, and those libraries will site dormant for 6-9 months until the customer says, “fine, we don’t need it, trash it”.

Til next week, Happy SharePointing!

TechEd Australia Recording: Real World: SharePoint Customisation – Developer vs. IT Pro

 

The recording of the session I did with Mark Rhodes is now up on Channel 9! We came second in the Office track with a full room…people spilling out the door and sitting on the floor! Was a great event! This is a great webinar for anyone who is a Developer or an IT Pro to watch…!

http://channel9.msdn.com/Events/TechEd/Australia/2012/OSP225

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SharePoint Designer 2013’s Missing Design View – It’s Official

 

Editor’s note: Contributor Marc D Anderson is the Co-Founder and President of Sympraxis Consulting LLC. Follow him @sympmarc

2012-10-25-SP2013MissingDesignView-01.jpgWell, Keenan Newton did a post on the Microsoft SharePoint Team Blog entitled Changes to the Design View in SharePoint Designer 2013 that makes it official: the Design View in SharePoint Designer 2013 is not just missing, it’s not coming back. I’m reproducing Keenan’s post below, but you should also read it in situ, as the comments are already piling up, and they aren’t positive.


"Hi, I’m Keenan Newton, a senior product marketing manager on the SharePoint team.

We’re making some changes to the Design View in SharePoint Designer 2013, and I wanted to talk about the reasoning behind the changes.

With SharePoint Server 2013 embracing new web standards for client side rendering of pages such as JavaScript, JSON, and OData, there is no longer a need to support a visual web page editor within SharePoint Designer. With that in mind, we removed the ability to visually edit pages in SharePoint Designer 2013 because its page editor is designed to only understand the unique features of a SharePoint web page. With our support of new web standards, any web page designer can now be used for editing web pages in SharePoint Server 2013. This includes form customization, conditional formatting of page content, layout, theming and branding. To simplify the process of integrating customized SharePoint pages, SharePoint Server 2013 includes a new feature called the SharePoint Design Manager. This feature enables a web designer to export a web page from SharePoint, customize it, and then import it back into SharePoint, all right from the SharePoint site.

SharePoint Designer 2013 will continue to support site, workflow, list, library, and external data customization and configuration. However, we will look for opportunities to leverage SharePoint itself as the primary tool for customization and configuration tasks."


I’m not going to be politic about it: this is going to hurt Microsoft and it’s a horrible decision. The things you may be able to use Design Manager to do and workflows are not what the majority of people use SharePoint Designer for. Code View will do those same people virtually zero good, and there’s no replacement strategy.

Here are some of my specific beefs with the “official” stance that Keenan puts forth.


"…we removed the ability to visually edit pages in SharePoint Designer 2013 because its page editor is designed to only understand the unique features of a SharePoint web page."


Exactly! The reason we choose to use SharePoint Designer is *because* it understands ”the unique features of a SharePoint web page”. Nothing else does. For better or worse, SharePoint 2013′s forms, for example, are the same as they have been in 2007 and 2010, based on the List Form Web Part. No other editor knows what that is. SharePoint Designer does.


"…any web page designer can now be used for editing web pages in SharePoint Server 2013."


This has always been the case, but who has decided to use Notepad or anything else in the past? We’ve always had the option to copy aspx page content out into some other editor to work on it, and that seems to be what Microsoft is recommending now. SharePoint Designer was and is the only IDE that understands SharePoint’s page structures, controls, and Data Sources. With any other tool, we have to know ourselves how to set up a Data Source in a DVWP or which controls to add to take advantage of SharePoint-specific functionality. In the newly neutered SharePoint Designer, many of the ribbon buttons actually serve no purpose anymore. Things like Conditional Formatting, DVWP formatting options, etc. don’t function unless we write our own code first. On top of that, there is no longer a surface where SharePoint Designer can show us errors in that code. Errors, cryptic or not, have always been shown in the Design (or Split) View. Now we will be flying blind.


"To simplify the process of integrating customized SharePoint pages, SharePoint Server 2013 includes a new feature called the SharePoint Design Manager…"


Maybe Microsoft believes that the Designer word in SharePoint Designer means that people only use it for design. As you and I know, design is only one small piece of how we use SharePoint Designer. Design Manager also is only useful if you want to apply a design via a master page or page layout to an entire Site Collection that has publishing features enabled. It doesn’t do us any good on individual pages where we want to make small customizations in the design or structure for single-location functionality.

All in all, I’m very disappointed in Microsoft’s decision on this one. As I’ve been telling people, I’ll be fine. As a consultant, I can keep working with SharePoint 2007 and 2010 for a long time and make a decent living at it. I can even learn to work in the Code View exclusively in SharePoint Designer 2013. I’m worried about all of the unsung heroes out there in SharePointland who have been using SharePoint Designer to build solutions that their organizations actually use, rather than what IT typically jams down their throats. Those of us who believe in user empowerment and citizen development have lost a battle this day.

Important!
For another great slant on all of this, check out Michal Pisarek’s (@michalpisarek) great post SharePoint 2013 Design View Changes and Change Management 101. In it, he makes some excellent points about how the change management around all of this has been abysmal.

SharePoint: How to Change the URL in a Links List


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Editor’s note: Contributor Peter Ward is a SharePoint Solution architect. Follow him @peter_1020

Problem:

You’ve just copied a link list template to another site collection, or performed a 2007 to 2010 migration and have realized that all the url’s in the list point to an old site and a mega cut and paste is required

So you think the data sheet can do the trick…. No

And MS Access can help….. Well no

I was surprised at this as well.

This post explains how to dump the list into Excel and run a macro to change the URL’s and then paste the new links into the list. This is easier than you think by using Excel a tool that you already have.

I’m not an Excel expert and there could be more elegant ways of doing this in Excel

Much of what is explained is in this Excel file: Example file

Steps:

Dump the list into Excel.

  1. Click on Export to Excel from the Ribbon in Excel.

2012-10-23-URLChanges-01.png

  1. Create a macro in Excel.

Watch this short video to see how to create a macro. This could be anything. What is key is to create a macro that you can edit. See figure below:

2012-10-23-URLChanges-02.png

  1. Edit the macro. Click the edit button on the dialog.

Paste in the following, macro code.


Sub ReplaceText()
' ReplaceText Macro
'
' Keyboard Shortcut: Ctrl+r

    Call ReplaceHyperlinkURL("co.uk", "com")
End Sub

When run, the code above will replace the “co.uk” part of a URL with “com”. This could be anything really.

  1. Run the macro from the dialog box

2012-10-23-URLChanges-03.png

All the cells will be searched and if there’s a match, it will replace the text.

Now that the URL’s have been changed,

  1. Copy and paste the URL’s in Excel back into SharePoint, using the datasheet view.

2012-10-23-URLChanges-04.png

You just need to paste the URL column.

Create SharePoint 2013 Workflow Loop by Using SharePoint 2013 Designer Preview


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Editor’s note: Contributor Usama Wahab Khan is a Senior Solution Architect for SharePoint and Microsoft Technologies. Follow him @usamawahabkhan

One of the major enhancements in SharePoint 2013 workflows is the availability of "Loop’s” in SharePoint actions. Now loops are fully integrated in workflow actions. There are two types of loops. "Loop n Times" and "Loop with conditions". This new feature is available with SharePoint 2013 workflows. You can directly create a loop based workflow by using SharePoint Designer 2013 preview with different actions. Here I will show one basic example of how you can create loops in workflows by using SharePoint 2013.

Before we start:

Set up and configure SharePoint 2013 Workflow Manager

Install and configure workflow in SharePoint Server 2013

Open SPD2013 Preview. Click on List & libraries>Select any existing list or Create new List.

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Click on the List Workflow button in the ribbon. It will open one Popup.

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Fill in the Workflow Name and description and Select SharePoint 2013 Workflow form the dropdown. If you only see the SharePoint 2010 Workflow, kindly check did you Install and configure workflow in SharePoint Server 2013. Because SharePoint 2013 Workflow is based on Azure workflows.

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Inside the Ribbon you will see one yellow spot to add a loop to your workflow.

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Here I can create an Initiation form Parameters for Loop Count.

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Set the by default Value

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Click on the yellow spot in the ribbon and select loop n timers. Set parameters.

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Set a send email action inside the loop.

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Add the email address that mail should be sent to.

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Create a message for the email.

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Click the Loop yellow button in the ribbon. and select Loop with Condition

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Create another Initiation form Parameters.

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Set Parameter with loop values and set condition equal to not equal and hard code a value of 10 for comparison

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Save and Publish

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Access your site from the browser and navigate to that list created one item and click on workflow

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Double Click on your created worflow.

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Fill in the parameters in initiation form and click on the start button

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Go back to the list Workflow setting page

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Go to SharePoint Workflow History. you will see updates that are done in loop.

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Check your Main Box for emails.

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Thank you

My Users Don’t Like SharePoint…New Series!


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Editor’s note: Contributor David Lozzi is a SharePoint Architect at Slalom Consulting. Follow him @DavidLozzi

SharePoint gets such a bad rap

I’ve been collecting thoughts, tweets and blog posts complaining about SharePoint, and I’ve discovered a common theme, or themes: Haters gonna hate; legitimate bugs or issues; and poor implementations. I want to tackle the one item I feel like we can actually do something about, poor implementations.

Before I dive into what I’ve found, let me say this first: SharePoint is a platform, a framework, a foundation. Like a blank canvas awaiting an artist’s creativity, SharePoint can be implemented like a two year old using finger paints or by a master who has years of artistry expertise. And this is where the haters scream the most. You wouldn’t implement a new ECM, CRM or ERP without proper training and understanding what it can do and how you can customize it if necessary. Why do we think SharePoint can be implemented without knowing anything about it? I know Microsoft has done their share of pushing it into corporations, and actually selling it as ‘easy’… Gah, it’s frustrating…

Would someone take finger paints and try to paint something like:

2012-10-23-DontLikeSharePoint-Part01-01.jpg
‘Three Gables’ by JoyceWood.com

I wouldn’t. I would learn to paint, spend years understanding colors and techniques. My mother is an artist (a great one I think, check out her stuff here ;), and for me to sit down, for the first time, and expect to pump out art like she does is ridiculous, down right crazy.

As silly as that may be, this is happening all around the world within companies using SharePoint. SharePoint needs to be understood and applied correctly, and then, with knowledge and insight can it be formed into something beautiful. I’m not talking just branding and design, I mean the overall business architecture and information management within SharePoint.

One more analogy…

2012-10-23-DontLikeSharePoint-Part01-02.jpg
Credit Ford.com

Think of the amazing Ford Mustang. Beautiful car, classic American muscle. This car fresh out of the factory is near perfection. It’ll move, and move real fast. It’s slick, sleek, sexy, and powerful. Like SharePoint, if the car isn’t taken care of, it can become a terrible waste of money that no one even wants to drive.

What would happen if you took this great car, and never gave it an oil change? It’s not the car’s fault it won’t run, it wasn’t taken care of, it wasn’t properly maintained. What if I put oil in the gas tank? Ouch! SharePoint is a lot like the Mustang. It’s an amazing piece of software, a powerful platform, but if it’s not implemented correctly it won’t run properly and everyone gets mad.

Enough on my rant. You already have SharePoint, and your users don’t like it. However it was implemented, by who and when, it needs help. Don’t play the blame game, let’s fix it! I believe you have earnestly done your best in trying to make it a good solution, but without training or knowing what you don’t know, it’s difficult.

I will attempt to extract the common issues I’ve seen and heard, and see if we can’t improve our SharePoint implementations together. I am targeting administrative and end user frustrations. Are you a developer? Sorry, I won’t be going into great developer detail here, but I think the series can still apply. Check out my other post on keeping a love hate relationship with SharePoint. Developer headaches in SharePoint abound.

Here’s what to expect

My users don’t like SharePoint because:

  • It’s a complete mess!
  • They can’t do anything!
  • It’s just ugly!
  • They can’t find what they’re looking for!
  • It’s too slow!
  • I’m too busy!

This series will tackle the above statements, guiding and exploring what can be done to fix it.

Don’t see your pain points above? Am I missing something? If you think there’s another good reason users don’t like SharePoint, leave me a comment below and I’ll check it out. I will gladly adjust my list and provide as much help as I can!

Til next week, happy SharePointing!

SharePoint Blog Posting from Microsoft Word


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Editor’s note: Contributor Alexandru Dionisie is an Internet Professional and Technical Writer. Follow him @tutorialeoffice

Microsoft Word offers users the posibillity to publish articles on various blogging platforms.

Among those platforms you will find SharePoint.

Assuming that you have already created a blog page in SharePoint, follow the next steps.

How to do it

  • Open a New Word Document;
  • Go to FileNew – double click on Blog Post;
  • If we don’t have an account already configured, a wizart will open – click on the Register Now command button;
  • From the provider list choose SharePoint Blog – click on Next;
  • Now enter your SharePoint blog address;

2012-10-19-BlogPostFromWord-01.png

  • At the next stept we have to choose were to upload images. We will keep the default option (upload them to SharePoint).

Once these steps are completed , Microsoft Word will validate the information.

Now, all we have to do is to start writing and posting articles and news to our blog.

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After publishing, the article will be displayed on your blog page.

It will contain the text, images, categories, etc.

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