Optimizing Windows SharePoint Search

One of the major complaints I hear from people when they implement Windows SharePoint Services v3 is that it is limited in what it can index and search. That is certainly true with the following files generally not being indexed by Windows SharePoint Services v3.0 out of the box:

– Office 2007 documents (i.e. docx, xlsx, pptx, etc)
– Adobe Acrobat PDFs
– Outlook MSG files
– TIFF files

to mention just a few. What most people don’t realize is that Windows SharePoint Services v3.0 can be configured to index these documents making them available to all users. The problem is that there generally isn’t a single source of good information about configuring this, that is until now!

This information has always been available in my SharePoint Guide (www.wssops.com) but I have now decided to create a new publication called:

Windows SharePoint MasterClass: Optimizing Search

available in eBook format for only $29.95. The details of the publication are:

This book is designer for those that want to take Windows SharePoint Services v 3.0 Search beyond the default. Did you know that Windows SharePoint Services v3.0 could index the contents of Adobe Acrobat documents and TIFF files? It normally can’t do either of these by default but the information inside this book will show you how to that and more. You’ll learn how to configure Search Server Express 2008 (free from Microsoft) to index information beyond SharePoint sites including Exchange Public folders, web sites and network shares. Implemented correctly Search Server Express can provide you the power of an internal search engine allowing you to make better and faster use of your digital information. If you want to make the most of Windows SharePoint Services then this book is for you.
I working a number of additional titles in this MasterClass series to help people take Windows SharePoint Services beyond the default install and get the most from the product.

If you have a topic you’d like to see appear in an upcoming MasterClass title please let me know (director@ciaops.com).

Migration by the numbers – Step 11

Step 11 in a series of posts documenting the Microsoft SharePoint Foundation 2010 upgrade process on SBS 2008. This is based on the document:

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=2dc66a0f-f840-4b29-93d3-13db70c85cba&;;displayLang=en

Previous steps:

Step 11 – Remove the existing content database

Run the SharePoint 2010 Central Administration via Start | All Programs | Microsoft SharePoint 2010 Products | SharePoint 2010 Central Administration.

Accept the UAC.

Select Manage content databases from under the Application Management heading.

Click on the Database name which is a hyperlink.

(*Authors note – there will normally only be a single database and it will have some GUID after WSS_Content_).

Scroll down the screen.

In the Remove Content Database section check the option Remove content database.

Scroll down the screen and select the OK button.

(*Authors note – there is no additional warning here, once you click OK the existing content database is removed from this site).

(*Authors note – you should now see no content databases listed as shown above).

Migration by the numbers–Step 12

Step 12 in a series of posts documenting the Microsoft SharePoint Foundation 2010 upgrade process on SBS 2008. This is based on the document:

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=2dc66a0f-f840-4b29-93d3-13db70c85cba&;;displayLang=en

Previous steps:

Step 12 – Connect the ShareWebDb content database

Run an administrator privileged command prompt at the server console.

Select Start and type CMD into the Search box. From the list that appears, right mouse click on CMD and select Run as administrator from the menu that appears.

Accept the UAC

Change directory to c:\program files\common files\microsoft shared\web server extensions\14\bin.

Type the following command:

stsadm –o addcontentdb –url http://localhost –databasename sharewebdb

(*Authors note – You should now see a percentage complete number displayed, as shown above. This is indication of the database conversion process from WSS v3 to SharePoint Foundation 2010. The duration of this conversion will depend on the hardware as well as the database size).

(*Authors note – when the process is complete you should see a message like shown above indicating Operation completed successfully).

Migration by the numbers – Step 10

Step 10 in a series of posts documenting the Microsoft SharePoint Foundation 2010 upgrade process on SBS 2008. This is based on the document:

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=2dc66a0f-f840-4b29-93d3-13db70c85cba&;;displayLang=en

Previous steps:

Step 10 – Attach the ShareWebDb database to SQL Server 2008

Select Start | Control Panel | Programs and Features.

Locate the entry Microsoft SQL Server Management Studio Express. Select it and then click the Uninstall button at the top of the window.

Select Yes to continue.

(*Authors note – you will be installing a 2008 version of the SQL Management Studio which allows the support of SQL 2008 & 2005 databases)

Download Microsoft SQL Server 2008 Management Studio Express. The direct link is:

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=08e52ac2-1d62-45f6-9a4a-4b76a8564a2b&displaylang=en

Install the download on the server.

(*Authors note – recommend you run the install as an administrator)

(*Authors note – Select Installation from menu on left and then New SQL Server stand-alone installation or add features to an existing installation on the right).

(*Authors note – select OK when available).

(*Authors note – select Install when available).

(*Authors note – select Next when available).

Select Perform a new installation of SQL Server 2008.

(*Authors note – select Next when available. You can select either option here I believe, however as this installation package is only the SQL Management Studio a new installation will only install that as we will see in a few screens).

(*Authors note – select Next when available).

(*Authors note – select I accept the license terms and then Next).

Select Management Tools – Basic.

(*Authors note – then Next. If you chose to add features in a previous screen this option is hidden as it is the only option to add to an existing instance).

(*Authors note – select Next when available).

(*Authors note – leave all options unchecked and select Next when available).

(*Authors note – select Next when available).

(*Authors note – select Install when available).

(*Authors note – select Next when available).

(*Authors note – select Close when available).

Run the SQL Management Studio.

(*Authors note – select Start | All Programs | Microsoft SQL Server 2008 and right mouse click on SQL Server Management Studio. Select Run as administrator from menu that appears. Accept UAC after this).

Connect to SQL instance call Express that was created in Step 4.

(*Authors note – should actually be Step 6 I believe).

Right mouse click on Databases and select Attach from the menu that appears.

(*Authors note – select Add).

This is what the Microsoft doc says:

“In the Attach Database dialog box, browse to the location where you transferred the .mdf and .ldf files in “Step 2: Back up the Windows Internal Database files,” select the ShareWebDb.mdf file for the database that you want to attach, and then click OK.”

(*Authors note – navigate to c:\windows\sysmsi\ssee\mssql.2005\mssql\data and select ShareWebDB.mdf.

The issue with the Microsoft document is firstly, I think it should read Step 4 – Back up the Windows Internal Database files, not Step 2. Secondly, I believe you should not be attaching these as they are backups, the original content database which you detached in Step 9 are actually located in c:\windows\sysmsi\ssee\mssql.2005\mssql\data. It is these original WSS v3 content databases you should be using).

(*Authors note – select OK).

(*Authors note – if you now open Databases you should see ShareWebDb).

(*Authors note – To manage your SQL 2005 Embedded databases via the SQL Management Studio select File | Connect Object Explorer.

Enter \\.\pipe\MSSQL$MICROSOFT##SSEE\sql\query in the server name and press Connect.

You should now see the two SQL instances – 2008 at the top and 2005 Embedded below as shown above).

Migration by the numbers – Step 9

Step 9 in a series of posts documenting the Microsoft SharePoint Foundation 2010 upgrade process on SBS 2008. This is based on the document:

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=2dc66a0f-f840-4b29-93d3-13db70c85cba&;;displayLang=en

Previous steps:

Step 9 – Detach the Windows SharePoint Services 3.0 database from Windows Internal Database

You will need to have the SQLCMD utility installed on your server before you can complete these steps. This can be downloaded directly for SBS 2008 (x64) via:

http://download.microsoft.com/download/4/4/d/44dbde61-b385-4fc2-a67d-48053b8f9fad/SQLServer2005_SQLCMD_x64.msi

(*Authors note. I think it would be better to install the SQL Management Studio Express to complete this step as you need it for the next step anyway and other maintenance in general. Although the SQLCMD utility is handy to have I don’t see it being necessary).

Click Start in the Search box type CMD.

Under Programs right mouse click on CMD and select the option Run as administrator from the menu that appears.

At the command prompt type the following commands all followed by the ENTER key:

sqlcmd -S np:\\.\pipe\MSSQL$MICROSOFT##SSEE\sql\query
use master
alter database ShareWebDb set single_user with rollback immediate
go
sp_detach_db ‘ShareWebDb’
go

The WSS v3 content database is now removed from being connected to SQL Embedded Edition 2005. The next step will attach it to the SQL Server 2008 Express.

Migration by the numbers – Step 8

Step 8 in a series of posts documenting the Microsoft SharePoint Foundation 2010 upgrade process on SBS 2008. This is based on the document:

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=2dc66a0f-f840-4b29-93d3-13db70c85cba&;;displayLang=en

Previous steps:

Step 8 – Create a new SharePoint application in SharePoint Central Administration

Click Start | All programs | Microsoft SharePoint 2010 Products | SharePoint 2010 Central Administration.

Accept the UAC that appears.

From under Application Management select Manage Web applications.

From the ribbon menu select New (top left).

Select Create a new IIS Web site (leaving Classic mode authentication set).

In the Name field type SBS SharePoint (note that the case and spelling are important here).

Ensure the Port field = 80.

In the Path field type C:\Program Files\Windows Small Business Server\Bin\webapp\InternalWebSite where C: is the drive where the Windows Operating system is installed.

Scroll down for more options.

Set the Authentication Provider = NTLM

Set Allow Anonymous = No

Set Use Secure Sockets Layer (SSL) = No

Ensure that Zone in the Public URL section = Default.

Scroll down for more options.

Select the option Create new application pool in the Application Pool section.

The Application pool name enter SBS SharePoint AppPool (note that spelling and case are important here. If this is incorrect you will not see SharePoint integration on the SBS console).

Leave the Database Server and Database Name unchanged.

Ensure Database authentication = Windows Authentication

Scroll down for more options.

Don’t make any further changes and press the OK button.

You should see the message that your settings are being configured. This process may take a few minutes depending on your server.

You should then see that a message like shown above detailing the success of the process.

Press OK to continue.

You will be returned to the Web Applications screen in Central Administration. Here you should now see an additional web site called SBS SharePoint as shown above.

Migration by the numbers – Step 7

Step 7 in a series of posts documenting the Microsoft SharePoint Foundation 2010 upgrade process on SBS 2008. This is based on the document:

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=2dc66a0f-f840-4b29-93d3-13db70c85cba&;;displayLang=en

Previous steps:

Step 7 – Remove the default Web application in SharePoint Central Administration

Click Start | All programs | Microsoft SharePoint 2010 Products | SharePoint 2010 Central Administration.

Accept the UAC that appears

From under Application Management select Manage Web applications.

Click on the site SharePoint – 80

Select the pull down arrow under the Delete button on the ribbon

and select Delete Web Application

In the dialog that appears select Delete content databases = No.

Press the Delete button to continue.

Click OK to confirm.

My SMBNation presentation reviews are in

I’d firstly like to thank all the people who took the time to complete the feedback forms after my SMBNation 2010 presentation. I’ll share with you the highlights.

I am extremely happy to see that the majority of the feedback was positive and I readily acknowledge that there was also feedback that wasn’t as positive and will certainly take that on board and endeavour to improve.

There have been plenty of requests for more detailed technical content which is certainly easily done but please remember that this session was only one of a number that I proposed. Also please remember that SMBNation has to select speakers and topics that it believes will appeal to attendees, no simple task. Likewise when a presenter gives a session they are never really sure about the technical skills or experience of attendees. In light of all that I tried to provide a session that was memorable, informative and beneficial to what I believed to be the majority of the audience. A certain amount of guess-work and assumptions play a part.

However, I do welcome all feedback, both positive and negative on what I present and how I present. I appreciate that it isn’t always everyone’s cup of tea and by all means if you don’t like what I’m presenting let know how it can be improved. Don’t be shy.

That said, it certainly appears most are interested in more detailed technical information about SharePoint and with that in mind I’m looking to maybe do a pre-day in conjunction with others next year (if I get the opportunity to attend again mind you). If you’ve got some ideas about what would be worthwhile and how it should be presented please let me know (director@ciaops.com).

Once again to all who took the time to not only attend my session but also to provide me with feedback I say thank you and I owe you a drink!