I would like to dedicate a couple of articles about the document management functionalities in SharePoint 2010. I regularly teach end users in using SharePoint 2010. They are used to work with file shares and folders and are completely new to the concept of document libraries, views and metadata. I always like to show them what an improvement SharePoint is compared to file shares.
There are multiple articles and blogs about this subject and for non SharePoint newbies there is maybe no new information. I am sure that there are still people out there who don't know the (all) DM features and like to know more about it. I am also going to include tips and tricks so maybe even the non newbies will learn something ;-)
I want to address the following DM components:
- Office integration
There are fewer options but I think that is no a major problem for most users because most of the time users want to edit the text and nothing more. I still hope that in the future the options will get closer to the on premise version. Looking how Microsoft is trying to get SharePoint Online to have the same functionalities as SharePoint On Premise this will probably happen.
There is basic information such as pages and words but there is also the custom metadata column I created, called: Category. I created this column in the document library and now it's also saved as document property. That is pretty cool. I can change additional properties by clicking at Properties and Advanced Properties:
If I am correct fields such as Keywords should be indexed by the SharePoint search engine. That makes this document more 'findable' within the search results.
- You can work together in the Office client applications such as PowerPoint and Word.
- You can only use the Excel Web App for co-authoring.
- An OneNote book needs to be published to SharePoint before you can use the co-authoring feature.
The next version of SharePoint and Office will probably support co-authoring in the Excel client application.
- Always check if the Office Web Apps are activated at the Site Collection level.
- The advanced settings of the document library contain the option Opening documents in browser, you can set this at Yes so you guarantee that documents are opened in the browser.
- Are you using SharePoint Online? Be sure that you have the Office Web Apps license and don't forget to attach it to the user(s).
- The co-authoring can only work if the check out option is disabled. So be sure that option is deactivated in the versioning settings.