Tuesday, May 31, 2011

Indexing Adobe PDFs in SharePoint Foundation 2010

Brought to you by this month’s release of the CIAOPS SharePoint Guide.


SharePoint Foundation 2010 does not come with the native ability to index Acrobat PDF documents, however it can easily be configured to do this. By default, if you upload a PDF document to SharePoint Foundation 2010 you should see something like this:




When you attempt to run a search for a term in the document (in this case ciaops) you will find that the search returns no result like shown here:





The reason is that SharePoint Foundation 2010 relies on something called an iFilter to provide the ability to index documents. You require an iFilter for each different document you wish indexed in SharePoint Foundation 2010. By default, the iFilters for most Microsoft Office documents now get installed as part of the SharePoint Foundation 2010 pre-install. Ones for other common file types, like Acrobat PDF documents don’t, however they can be manually configured.


The following process will work on both a SharePoint Foundation 2010 standalone member server and a Small Business Server 2011 Standard server.


The first step in the process is to download and install the PDF iFilter program from Adobe. To do this visit:




It is important to remember that SharePoint Foundation runs on a 64 bit operating system so you are going to need a 64 bit version of the PDF iFilter.




Login to your SharePoint Foundation 2010 server as an administrator and download the file to your SharePoint Foundation Server 2010 and expand the file. You should find a single installation file like shown below.




Double click the installer file to run. Accept any User Access Control (UAC) that is presented.




The iFilter installation process should now commence.


Press the Next button to continue.




Accept the License Agreement and press Next to continue.




Select a location to install the iFilter files, by default this will be your C: Drive.

Press Next to continue.




Press Next to continue.




Press Close to complete the installation.


To add the PDF Icon to SharePoint download the PDF icon from:




and save it to:

C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\TEMPLATE\IMAGES\



You will generally need administrator privileges to do this.




This may mean you have to save it another location and then copy and paste to the destination.

Locate the file c:\program files\common files\Microsoft shared\web server extensions\14\template\xml\docicon.xml. Right mouse click on the file to edit.




Locate the <ByExtension> element where you will see entries for each icon starting with <Mapping key=. Enter the following on a new line:

<Mapping key=”pdf” Value=”pdficon_small.gif” OpenControl=””/>


Note, that the extension names do not have to be in alphabetical order so it is best to place the entry at the end of the existing list. Also ensure that the correct filename for the icon is used in the entry line.


When complete, save the file and exit notepad.


To see the icon immediately in WSF start a command prompt on the server via Start and Right mouse clicking on Command prompt and selecting Run as Administrator from menu that appears.




At the prompt enter iisreset to restart Internet Information server. Don’t forget that resetting IIS will also affect other applications on the server. When the process is complete, exit the DOS prompt and examine any SharePoint Foundation 2010 libraries that contain PDF documents.




Next, copy the following script to a file called Addextension.vbs on your system


Sub Usage
    WScript.Echo "Usage:    AddExtension.vbs extension"
end Sub
Sub Main
    if WScript.Arguments.Count < 1 then
   end if
    dim extension
    extension = wscript.arguments(0)
    Set gadmin = WScript.CreateObject("SPSearch4.GatherMgr.1", "")
    For Each application in gadmin.GatherApplications
        For Each project in application.GatherProjects
End Sub
call Main




Now run a Command Prompt as an administrator by right mouse clicking on the Command Prompt icon like and selecting Run as administrator.




Accept any UAC that appears.


Change to the directory where you saved the VBS script and type:

Wscript addextension.vbs pdf




You should see no result if the script executes correctly.




If you receive an error like shown above, check that your Search Service is enabled in SharePoint.




Run Regedit and accept any UAC.




Locate the registry (above image is incorrect for SBS. Office Server key doesn’t exist) HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Shared Tools\Web Server Extensions\Office Server\14.0\Search\Setup\ContentIndexCommon\Filters\Extension\

HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Shared Tools\Web Server Extensions\14.0\Search\Setup\ContentIndexCommon\Filters\Extension\


Right mouse click on Extensions and select New and Key.




Add the key .pdf


Right mouse click on (Default) in the right hand window and select Modify from the menu that appears.


Enter the following into the Value Data field:






Close regedit.




Click Start | Administrative Tools | Services and right mouse click on Services and select Run as Administrator from menu that appears.


Scroll down the list of services and locate the service SharePoint Foundation Search V4.


Right mouse click on the service and select Restart from the menu that appears.




You should see the service restart.


Close the Services window.




Run a Command Prompt as an administrator again by right mouse clicking on the icon and selecting Run as Administrator from the menu that appears.


Any PDF documents you now add to SharePoint will be indexed, however those already there will not be indexed until a full crawl is run.




To launch a full manual crawl change to the directory:

C:\program files\common files\microsoft shared\web server extension\14\bin


And run the following command:

Stsadm –o spsearch –action fullcrawlstart


This will commence a full reindex of all SharePoint information. This reindex may take a while to complete and may impact the performance of your SharePoint Server.





If a search is now run using the same term (here ciaops) you can see that now returns a hit from the PDF and from text inside that document (rather than just the title). This indicates that the PDF search is operating correctly.


Reference - http://support.microsoft.com/kb/2293357

Monday, May 30, 2011

Office365 and Windows Phone 7 video

Here’s a nice video covering some of the integration features of Office365 and Windows Phone 7.




Interestingly, there are some limitation around creating new documents and accessing some information but hey Office365 is still in beta after all. However, the video does give you a nice overview of all this stuff running.

Friday, May 27, 2011

All searches are not created equal

Interesting video presentation from TED talks about how our Internet searching is not really as ‘unencumbered’ as we believe. Sites like Google, Facebook and Yahoo are all making decision about THEY THINK we should see. The problem with that is we all become more insular and not as exposed to new and alternate ideas.


I was altered to this via:




which also has some great examples of how searches vary. Try it yourself, even with something sitting next to you and I’ll bet you see something different.


See? you aren’t as anonymous on the Internet as you thought you were.

Office and SharePoint 2010 Service Pack 1

Office 2010 and SharePoint 2010 are about to receive their first Service Pack (so those that always wait until Service Pack 1 becomes available can finally start using SharePoint 2010!). Details about what is included can be found here:




My understanding is that it will also include a feature to determine where space is being utilized in SharePoint sites. This was a very handy feature of the previous version of SharePoint that mysteriously removed from SharePoint 2010. We will have to wait and see what it actually is when the service pack is released but if it is included then it will certainly be a major benefit to SharePoint 2010 admins of all shapes and sizes.

Erky Perky

Just saw this post:


You Must Manually Run PSCONFIG after Installing SharePoint 2010 Patches


SharePoint Foundation 2010 changes the method in which patches are installed. PSconfig no longer runs automatically after an update is installed. The SharePoint binary files are updated with the patch but the databases are not automatically upgraded.


This means that you are going to have to go in after installing SharePoint Foundation 2010 patches and run:


PSConfig.exe -cmd upgrade -inplace b2b -force -cmd applicationcontent -install -cmd installfeatures


from the command line. Fun eh? according to the article you’ll see a error in the event logs indicating that the PSCONFIG command needs to be run. Gotta say this isn’t going to make supporting SharePoint 2010 Foundation (especially on SBS 2011) any easier!

Tuesday, May 24, 2011

Thinking about Office365 – Part 1

As the public release of Office365 draws closer I’m going to start doing more posts on Office365 and the impact for small to medium businesses. I’ll try and provide a balanced view, the good and the bad as I see it. However, remember at this stage please remember that Office365 is still in beta and the things can change. Caveat emptor.


So let’s start off with the proposed subscription plans. The major two SKU’s for SMB will be the P and E plans (the K is for Education) as shown below.


From (http://360on365.files.wordpress.com/2010/11/e-family-plans.jpg?w=450&h=342)


From (http://www.zdnet.com/photos/microsoft-office-365-is-there-a-plan-and-pricepoint-thats-right-for-you/6206586?tag=photo-frame;get-photo-roto)


Now the P plan is aimed squarely at the SMB market and contains a number of points to note. The most important as far I can see:


- No advanced SharePoint features such as Visio, Forms and Excel services. However Access services is included.


- Doesn’t include the ability to sync Active Directory via ADFS. This leads to another observation I have around SBS 2011 Essentials in a forthcoming post.


- A single SharePoint site to which you can’t add additional space, aside from what you get with user licenses. It does have a number of templates and quick design features not available in other plans.


- No Office Professional Plus subscription. Thus, people on these plans will need to furnish their own version of Office on the desktop typically. It does however come with Office Web Apps allowing you do some work with Office documents in a web browser.


- No advanced Exchange options such as archiving and legal hold.


- Limit of 50 users.


- ‘Community support’. That seems to indicate help is only available via forums and blogs. That is probably a very good things for resellers as it provides a real opportunity for them to step in and handle support for a customer.


- However, most importantly, it is my understanding that you can’t easily upgrade from P to E plans.


The apparent redeeming feature of P plans will be they are cheap (apparently around $6 a license). Looking at what you get for that amount of money it certainly represents value to many smaller businesses.


However, to my of thinking the E plans are a much better bet as you can not only easily upgrade as required but you can also mix and match. Thus, power users can get E3 plans (including Office Professional Plus) while road warriors can have the E1 plans. The E plans also allow customers to integrate their Active Directory via ADFS if they want (although I wouldn’t be recommending that in the SMB space for reasons I’ll make clear in a future post).


Even if the E3 plans are around the $25 mark per user I feel they represent better value and flexibility to most progressive small to medium businesses looking to take maximum advantage of all the features Office365 can provide.


For this reason, I’ll be focused on selling E plans (especially E3 with Office Professional Plus) across every business I deal with. P plans certainly have their place but I don’t like the fact that they appear to lock you into a solution that won’t allow more options.


Watch out for more posts on Office365 coming soon.

Sunday, May 22, 2011

Melbourne bootcamp complete

I am happy to say that the inaugural CIAOPS SharePoint bootcamp in Melbourne this week was well received by those that attended. Some feedback already in includes:

"I can thoroughly recommend Robert's SharePoint Bootcamp sessions as highly informative and delivered with great candour. Robert has put together a package that provides an excellent introduction to the possibilities of SharePoint in the small-to-medium business sector." – Jason Thomas


“Thanks for a great day today. It was very well run and organized. The SharePoint training is a great intro into getting SharePoint up and running, it reinforced my prior knowledge and filled in some gaps. The discussion on SharePoint’s business applications will provide a solid framework for presenting SharePoint solutions to clients. The learning materials provided are fantastic and will be a valued resource.” – Alex Moodie

This week the show rolls into Sydney on 2 days. There are still a few places if you are want to attend. To sign up visit http://www.ciaops.com/bootcamp.

After Sydney, I’ll be running my bootcamp in San Francisco on Tuesday the 14th of June as I return from SMB Nation Spring 2011 in Toronto. If you are interested in attending on this date visit http://www.ciaops.com/bootcampsf to register.

I’ve also had some interest shown in bootcamps in other locations and I’ll keep you posted on these locations as they become available.

Beyond these SharePoint bootcamps I’m now starting to consider what to offer next. I’ve had interest shown in training around advanced SharePoint, Office365 and social media. If you are interested in any of these or have some suggestions of your own that you’d like to see please feel free to let me know (director@ciaops.com).

I must also thank all those who attended the sessions in Melbourne and I really hope you got value from not only the money that you spent but also the times invested. I certainly hope you can see the potential SharePoint offers not only as a business solution but also a potential grow area for your business.

Tuesday, May 17, 2011

CIAOPS May newsletter

The May 2011 email newsletter has been released to subscribers inboxes. If you are interested you’ll find the edition here:




In there you’ll find information about integrating OneNote an iPads, Windows Mobile 7 and Office365.


Here’s the video newsletter as well that is part of each edition.

CIAOPS May 2011 Newsletter


Remember to be in the running for some free $15 gift vouchers from Amazon you need to sign up to the newsletter and send me some feedback. See this previous blog post for more information. To sign up for the newsletter and view previous editions visit:




Remember you can always send feedback to me directly via director@ciaops.com and I encourage you to do so.

Sunday, May 15, 2011

Locked SharePoint site



Suppose that you go to your SharePoint site and you no longer see the link to Upload documents to a document library. What the hell? You think. Next you open the ribbon bar, as shown above, and you see that a lot of the buttons are greyed out. All this prevents users from entering information into your site. How can you fix this?


Chances are the site has become ‘locked’. To unlock it, open SharePoint Central Administration and select Application Management from the menu on the left hand side.




Next select Configure quotas and locks from the Site Collection section.




As you will probably see in the Site Lock Information section, the site is set to Read-Only. Change this to Not locked and you site should once again be free for editing and uploading.




Why does it happen? It typically happens after a SharePoint backup failure. Processes like stsadm –o backup lock the site prior to a backup. If that backup fails to complete for some reason the site remains locked and thus read only for users.

Sunday, May 8, 2011

Monthly Amazon gift cards on offer

I’m now offering two free $15 Amazon gift cards per month to people. The first thing you need to do is either be a SharePoint Operations Guide subscriber, which you can do at www.wssops.com or you need to be a subscriber to the CIAOPS email newsletter, which you can do at:




Once you are on at least one of these lists, then all you need to do is send me information on either technology (i.e. cloud computing, social networking, smart phones, etc), productivity tips or SharePoint. Information could be cool sites, tips and tricks, technical articles, ‘how to’ documents, links, etc. Once a month I’ll select the two best (one for SharePoint and one for everything else) and those people will receive a free $15 Amazon gift card.


That means you have the chance of earning a $15 Amazon gift card every month simply by signing up to a CIAOPS newsletter and sending me some ‘stuff’ (via email director@ciaops.com) . Couldn’t be easier right? I’ll be picking the winners at the end of every month so hop to it if you want to be in running by 1 June 2011.

Saturday, May 7, 2011

CIAOPS Bootcamp USA bound

With some help from Tim Carney I am bringing my SharePoint bootcamp to the San Francisco Bay area on Tuesday the 14th of June. For AUD$399 you’ll receive a full days hands on SharePoint training and a 12 month subscription to my SharePoint Operations Guide. You can find all the details and how to register at:


I also have a discount code available for those that want to email me directly (director@ciaops.com) to obtain it.

If you can’t attend, don’t fret I hope that this will be the start of many SharePoint bootcamps run across the US. Keep your eye peel for more information on these soon.

Thursday, May 5, 2011

It’s back!

Yes, that’s right, the CIAOPS Podcast has finally returned after a hiatus. I’d like to say that its simply because I’ve not had anyone offering to come on the show but luckily Jason Thomas from Ragg Weir has put up his hand and now Episode 19 is available for download.

In this episode Jason and I look at the pros and cons of the Microsoft Server offerings in the SMB space. Is Small Business Server still good value? Is SBS Essentials viable with the move the cloud? Where does Home Server fit in all this. Follow along as Jason provides us with some great insight into what he is seeing out there in the market.

You can access the podcast directly from:


as well as view all previous episodes at:


where you can not only subscribe via mediums such as iTunes but also leave comments and ratings on each episode.

If you are interested in, or know a business that is, sponsoring the show please contact me directly (director@ciaops.com). Also if you would like to appear as a guest or would like to hear from someone specifically again contact me (director@ciaops.com). Finally, if you think the show has provided you with value I'd appreciate any donation you'd care to make. All donations go to helping me improve what is offered (http://www.ciaops.com/donation).

Sunday, May 1, 2011

Predictably Irrational – Book review

Predictably Irrational The Hidden Forces That Shape Our Decisions by Dan Ariely
My rating:
5 of 5 stars

I found this book to be a very stimulating read. It closely examines how many of the things we do are different from the things that we say. It demonstrates how we are strongly ruled by our behaviours rather than our logic.

Apart from the human interest aspects of this book I also found it very interesting in a business context. Many of the behaviours illustrates provide deep insight into the purchasing nature of people. It for instance demonstrates how powerful the concept of 'free' is to people's psyche.

The book is easy to read and written in a very engaging style. It contains numerous examples and intriguing experiments conducted by the author. If you are interested in understand how the human mind works and how behaviour is dominate over logic in most human experiences then this book is certainly a great read and high recommended.
View all my reviews

Purchase from CIAOPS Amazon store