SharePoint Foundation and PDFs video

For subscribers to my Guide I have created a 30 minute video that shows you step by step how to index PDFs with SharePoint Foundation 2010. The video also shows you how to display a PDF icon in SharePoint Foundation 2010 rather than just the generic one.

 

This video is the companion to the recently added chapters to the Windows SharePoint Operations Guide. What I am trying to do now is to create a video for every major component of the Guide because most people haven’t got the time to dedicate to learning the details. So providing a video is a quick way to get a good overview of the topic and then there is always the normal Guide to fall back on to get the exact details and screenshots of what needs to be done.

 

I have uploaded the video to humyo.com but for what I can work out I need to individually share it, which is a bit of a pain. So for the time bring if any subscriber wants access just email email me (director@ciaops.com) and I’ll make it available. Going forward I’m still looking for a good way to store and share video (and large files) via an individual login. If you have a suggestion I’d love to hear about it.

 

The next video I’ll be working on will take you through the process of migrating WSS v3 databases to SharePoint Foundation 2010. I’ll be doing this on SBS 2008 so that base also gets covered as well. Look out for that video soon.

 

Remember that I have now included videos like those mentioned above in both the Migration and SBS packs (if relevant). Thus, if you don’t believe the complete Guide is a worthwhile investment for your SBS world then the SBS Pack now includes not only SharePoint Foundation 2010 information and video tutorials.

 

More information about the Windows SharePoint Operations Guide can be found at www.wssops.com.

Update of WSSOPS SBS Pack

A while back I created two additional products that were a subset of my full Windows SharePoint Operations Guide (www.wssops.com). These were the Migration Pack (Chapter 7) and the SBS Pack (Chapters 4,7,11). My thinking was that they would prove popular because they were much cheaper but still had the same information as that found in the full Guide.

 

Alas, these ‘Packs’ have never proved popular at all for some strange reason. In all honesty I was simply going to pull them and focus on the full product but I have a change of heart and will give them a temporary reprieve. What I will do is include the SharePoint Foundation 2010 chapters of the Guide as well with these ‘Packs’. Thus, if you buy the Migration Pack you’ll not only receive Chapter 7 from the Windows SharePoint v3 Guide but also from the SharePoint Foundation 2010 Guide. Likewise with the SBS Pack. I will also include any of the relevant videos for these chapters, thus for the SBS Pack purchasers will get access to my 3 part series showing you how to install SharePoint Foundation 2010 on SBS 2008.

 

Given the focus that SharePoint Foundation 2010 on SBS 2008 is generating I’m hoping that there will be demand for these products. So for less than $90 you can not only get documentation on Windows SharePoint v3 on SBS but also SharePoint Foundation 2010 on SBS including video tutorials.

 

For further information on all the Windows SharePoint Operations Guide products and versions, including plenty of free stuff as well and how to purchase the products, visit www.wssops.com.

August Guide Update

I’ve just completed the update of my Windows SharePoint Operations Guide (www.wssops.com) for subscribers to download. This month has a number of updates that I think will be valuable to people looking at SharePoint 2010.

 

Firstly, there is information about migrating your Windows SharePoint v3 (WSS v3) data into SharePoint 2010. This comes on the back of last month’s addition of how to get SharePoint Foundation 2010 running on SBS 2008. If you have large content databases (around the 10GB or more mark) then you may have some real decisions to make as SQL 2008 Express R2 (which is free) only supports databases up to 10GB. It is a real pity that SharePoint 2010 can no longer, by default, take advantage of the SQL Server Embedded Edition which had no database size.

 

Secondly, there is information about getting Acrobat PDF indexing working with SharePoint Foundation 2010. Another disappointment that this is not supported out of the box and an even bigger disappointment that it is more work to get it running now. Hopefully a better solution will present itself in the future but for now at least subscribers can get it working if they want.

 

So what’s on the cards for next month with the Guide? At this stage I think I’ll turn my attention to documenting how to get Search Server Express 2010 and Office Web Apps running with SharePoint Foundation 2010. I’ll also be doing some videos on the migration and PDF indexing process as well. Going forward, I’ll be attempting to do videos for all the topics that I cover which will hopefully add more value for subscribers. This way they can watch the video and use the documentation for further reference.

 

I’m always interested to hear what people would like to see included in my guide so if you have a suggestion, I’m all ears.

What Why Who


Still further evidence that we are working ourselves into an early grave can be found in the article ‘A hard working nation that’s losing its balance’. To quote the article:

AUSTRALIANS are increasingly dissatisfied by their employment conditions, with many risking their health through long working hours. 

and

A survey of 10,000 people to be released this week reveals Australians are becoming increasingly unhappy with their work-life balance.

The most tragic result seems to be the deterioration in health, which strangely enough means that you’ll probably end being able to actually work less hours! Go figure. Another hidden side effect is the lack of good regular sleep but that’s another blog post.

There seems to be this equation of working longer and harder being the only way to get things done. I’d challenge that and say that people have allowed more distractions to enter their lives and the workplace preventing them from getting things done. I’d also say that there is a belief that people think they can to do ‘everything’. Well, I’m sorry to say that there are only so many hours in a day and most people won’t get everything done they want to on a regular basis so deal with it.

Perhaps people should firstly ask ‘What am I doing?’. If you never have enough time have you ever stopped to look at exactly how you spend you time? Have you even kept a log and analysed where the time goes? Probably not. If you want to make a change, first you need to understand where you are. I’ll almost bet that if you kept a detailed log of how you allocated your time you’d immediately find plenty of examples of things that you shouldn’t have been wasting time on.

Next is the question of ‘Why am I doing it?’. There are plenty of things everyday that we NEED to do and there are other things we LIKE to do. Typically, what we LIKE to do isn’t what we NEED to do is it? But that doesn’t mean that we can ignore them. We simply have to prioritize. We NEED to work out a priority for each task and allocate our time accordingly. Perhaps the secret here is to do a little regular planning. Everyday you need to spend some time with your to-do list and work out what NEEDS to be done now, today, tomorrow, this week and NEVER (don’t forget that working out what NOT to do is also critical)! The trick is to allocate this time regularly. Best bets are usually first thing in the morning or last thing at night.

Now ask ‘Who am I?’. Everyone is different and it is no use living someone else’s life is it? If you are married you have commitments to your family as well as yourself then you can’t act as though you’re single without ramifications. If you are a night owl then it isn’t much use trying to force yourself to constantly get up early. Everyone is different and understanding what makes you tick can save you a lot of frustration. As silly as it sounds maybe the thing that you should do is sit down and answer the question of what makes you truly happy? Once you are honest with yourself about who you are what you want from life you are way out in front and much more likely to achieve it because at least you now know what you want instead of spending hours at work wondering.

As I have commented many time here, we have more technology, opportunity and access to information than we have ever had before, yet we seem to be locking ourselves into small and smaller cages cut off from all the best things in life, the things that we say we want but never seem to have the time for. If you never have time for them why are you busting your butt for them? Sounds like delusion to me.

Time is the most precious commodity we have and for some reason most people seem to want to spend it all working and because they do this they believe everyone else should be as well. You should be looking to those that can help you improve your effectiveness and efficiency not simply provide more distractions. If you are just doing the same old thing and complaining that it never gets any better then I think I have every right to call you a ‘dumb-ass’. If you however are looking to change, learning how to change and actually making change no matter how small then I applaud you and will do whatever I can to help.

So, step off the treadmill, take a look at yourself, what you do and why you do it. Set your own agenda to live life the way that you want to, not the way other people say you should because you only get one life and it is way too short to waste. In short, work to live not live to work (or in this case, die).

No room in the middle

I was lucky enough to be invited to give a presentation on cloud computing to IT West customers. Revisiting the topic again I came up with another analogy that I thought I’d share.

Back in the days when power stations dotted the land and there was no real centralized power distribution and generation you needed a swag of qualified people to maintain the systems. They needed to maintain everything from end to end, from the point of generation to the point of application. However, over time, what has happened is that these skilled people have been forced to move to either end of the spectrum.

By this I mean that they have either moved up into supporting the large end power distribution businesses or they have moved down to the consumer end directly supporting customers (i.e. being electricians). Now both of these occupations make good money but can you see what is missing? There are very few people now in the middle.

Would it safe to apply this model to IT? Could it be said that to survive you either need to move more towards the enterprise end of town or the consumer end of town? Thus, is the middle a potential no man’s land? It certainly seems so to me. This is probably because the customers in the customers are very focused on costs rather than value. Unfortunate, but just a fact of life.

There is certainly opportunity in the market in total but perhaps it is no longer uniformly distributed. I think that if you get stuck in the rut of being too small to be big and too big to be small you will lose out. I also believe that the energy required to become larger is very difficult so maybe it is time to look at becoming smaller and more nimble? I suppose it is a case of always evaluating your business if you are in IT but good businesses do this anyway.

The PDF Project

Now that I have SharePoint Foundation 2010 running on SBS 2008 my next project is to get it to index Adobe PDF’s because guess what? It doesn’t by default!

Windows SharePoint Services v3, WSS v3, (i.e. the old Companyweb on SBS 2008) wouldn’t either but you could install an Adobe PDF iFilter, make a few registry changes and get it working (all the details are in my Guide). Interestingly, my hosted SharePoint site also doesn’t index PDFs. When I asked the hosting company about this they said they were looking in to it. I suppose that allowing SharePoint to index PDF’s is not ‘standard’ but without it is a significant drop in functionality I believe.

After doing a bit of reading on the Internet I couldn’t really find anyone that has definitively been able to get PDF’s indexed on SharePoint Foundation 2010. Once again this means that I’ll have to nut it out myself.

The first step in the process would be to install the 64 bit PDF iFilter from Adobe because no PDF’s will be indexed with out this. Again, make sure you install the 64bit version and to my knowledge there is no 64 bit version of Acrobat reader so if you simply install Acrobat reader on your SBS 2008 server you’ll only get the 32 not 64 bit version. Thus the specific need for the 64 bit iFilter.

The next step was to make similar registry changes that are made when you get PDF indexing going on WSS v3. The only thing to be aware is that the hive is now \14\ not \12\ but the rest of the registry path is the same. So I made these changes, stopped and started SharePoint Search Server v14 service, did a full manual crawl and did a search for terms that only appeared in PDF documents on my SharePoint Foundation 2010 site. No luck.

When I returned to examine one of the registry entries I found that it was missing. Hmmm..I re-did the entry and went through the search restart and crawl process. Still no good but again the registry entry was missing! Now that is interesting. It appears that when you restart the SharePoint Foundation Search V4 service it rewrites this registry entry. Ok, now where is it getting that from?

After some more digging it turns out that the entries in the registry actually come from a database in the SharePoint Foundation 2010 search database. So what I did was create an additional entry in this database for the registry entry that I wanted and again restarted all the services. Still no luck but at least the required registry entry for PDF’s was there.

My next guess on what was wrong was the specific GUID for the PDF iFilter which I guessed was now different from what it was in WSS v3. So I took a working WSS v3 installation and searched for all registry entries that matched the WSS v3 PDF GUID. From these I found a common string being ‘PDF iFilter’. I then searched the registry on the machine with SharePoint Foundation 2010 for the string ‘PDF iFilter’.

I turned up quite a few GUID’s but after comparing these to articles I found on the Internet I determined that the correct GUID is in fact
{E8978DA6-047F-4E3D-9C78-CDBE46041603}. I inserted that into the registry in the appropriate place, restarted all the search services again and ran a search.

Joy of joy’s, it works! Now I gotta say that most people probably don’t want to hacking the SharePoint search database just to get PDF’s to index on SharePoint 2010 but as far as I can see this is really the only option they have. I’m going to keep looking for a better solution but with the registry keys getting overwritten on each Search service restart it isn’t going to be simple.

So there you have it. You can index PDF’s with SharePoint Foundation 2010 but the process is not straight forward at all and is not a supported option at all. However, for those that really need to work it can be done. Full details and a step by step guide of how to do this will be added to my Guide for subscribers.

A distraction on distractions

Following from yesterdays blog post on distractions here are some more articles worth reading if you are interested in productivity:

Blunt the e-mail interruption assault

The average information worker — basically anyone at a desk — loses 2.1 hours of productivity every day to interruptions and distractions, according to Basex, an IT research and consulting firm.

Media multitaskers pay mental price, Stanford study shows

But after putting about 100 students through a series of three tests, the researchers realized those heavy media multitaskers are paying a big mental price.

“They’re suckers for irrelevancy,” said communication Professor Clifford Nass, one of the researchers whose findings are published in the Aug. 24 edition of the Proceedings of the National Academy of Sciences. “Everything distracts them”.

Going on an e-mail diet

Booher’s surveys of clients have shown that 58% of workers spend up to three hours a day on e-mail. Though some of that e-mail time is undoubtedly related to getting their jobs done, she says, much of it is a waste because messages are either poorly written or have little or nothing to do with business.

So the more distractions you can eliminate the more work you’ll get done. Simple eh? But how many people are actually doing this? To me it seems like they are adding more and more distractions.

If you want to track your productivity I’d suggest you have a look at RescueTime, ManicTime or Wakoopa. They all have free options so there is no cost and if does at least allow you to better understand how you are spending your time that is still a good thing isn’t it?

Rework

I’ve found another book that I think business people should add to their list of reading. It’s called Rework by Jason Fried and David Heinemeier Hansson.

What I like about this book is that it challenges convention business thinking with common sense. The books is simple to read and broken up into small bite sections so it is easily read between appointments for busy business owners. Like many good business books this should make you stop and question the conventional wisdom about running a business. Sometimes the best way is not the same way that everyone else is doing it.

I am also a big fan of Jason’s business over at 37signals.com and would suggest that you check out what they have to help improve you team’s productivity.

I also found this video of Jason speaking about how going to the office is nothing but a distraction and couldn’t agree with him more. Scroll down the page to list item 1.

http://www.lifehacker.com.au/2010/07/top-10-tips-for-surviving-office-life/#more-364200 

As Jason says in the video, if you want a reason why you are spending so much time ‘working’ and not ‘living’ look at the interruptions that happen throughout your day. These all prevent you actually get working done, meaning you have to do it later. Many office cultures simply perpetuate the ‘culture of constant interruption’ or to put it another way, the ‘culture of nobody getting work done’. More of the interview with Jason is here – http://bigthink.com/jasonfried.

Don’t believe me? Have a look at the video and ask yourself whether your work environment functions like this. If it does then it is up to you to make the change if you want to be more productive at the office and actually have a life afterwards!