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Thursday, October 28, 2010

Add a Data Connection to an InfoPath Form


Data Connections To An InfoPath Form From SharePoint

Part 2 of the New Employee Form looks at creating a SharePoint List and then adding a data connection to the SharePoint List from the form and populating fields in the form by filtering.

Two new controls are added to the form and this step-by-step instruction video will take you through all the steps to connect your InfoPath forms to a SharePoint List.





The Cloud has a silver lining - and it's Office 365

Thursday, October 21, 2010

Microsoft Office 365 : It's here and coming to OZ soon!

BPOS has a new name


Apart from that one day every four years that kind of floats through the cloud...this definately beats the "Business Productivity Online Suite" moniker which was always a bit of a mouthful!

At a glance, here is what you get:

Microsoft Office Professional Plus


The world’s leading productivity tool now seamlessly connected and delivered with cloud services—for the best productivity experience across the PC, phone, and browser.

Microsoft Exchange Online

Cloud-based e-mail, calendar, and contacts with always up-to-date protection from viruses and spam.

Microsoft SharePoint Online

Cloud-based service for creating sites to connect colleagues, business associates, and customers.

Microsoft Lync Online

Cloud-based instant messaging, presence, and online meeting experiences with PC-audio, video conferencing, and screen sharing (formerly Microsoft Office Communicator Online).

The cloud has a silver lining - and it's no longer BPOS....it's 365!

Wednesday, October 20, 2010

Create a New Blank Form in InfoPath


Create a Blank Form and Add Text Boxes

SharePoint Online Services allows you to collect your company data online and InfoPath Forms are the obvious way to capture your company's metadata such as employee information (Name, Address, Date of Birth etc).

This is the beginning of a series on creating an InfoPath Form to be published with SharePoint Online Services.  This form is a generic "New Employee Form".  Watch to see how this evolves from simpy dropping a few text boxes onto the page and before long, you will also be able to publish InfoPath forms for your organisation.
 

More SharePoint: Modifying Themes


Boosting the OOTB SharePoint Foundation Themes

At first glance, modifying the site theme in SharePoint Foundation 2010 seems to be limited to the site themes that come out of the box.  Not so.  Add in PowerPoint 2010 and the variations are limitless.  This video shows you how to grab user attention by customising colours and fonts.

 

The cloud has a silver lining - and it's BPOS!

Thursday, October 14, 2010

A Sneak Peak at Infopath 2010


A Beginner's Guide to InfoPath 2010 Forms


InfoPath makes a great front end for a SharePoint site and can be used to replace those tedious, messy paper forms that have been the backbone of back office systems until now. 

This short video takes you through a few navigational and design tips for InfoPath 2010 and gives a good introductory session if you have never seen an InfoPath form in action. 



The cloud does have a silver lining - and it's BPOS!


Click My Buttons - More Hyperlinks with SharePoint 2010


The Content Editor Web Part in SharePoint

The video is unscripted, but I couldn't wait around to edit this before posting, putting into practice the agile methodology that "nearly good enough" is best practice!

Using YouTube's annotations to help clarify the screen elements which are too small to read on the video, this video is sure to be of assistance to beginner users hoping for a more professional web look and feel for their SharePoint intranet.

As always, I welcome any comments or questions.




The Cloud has a silver lining : and it's BPOS.

Tuesday, October 12, 2010

Add a Hyperlink to your SharePoint List!


SharePoint hyperlinks in lists are fun! 

This video was created for a specific client, however, the content is useful for all. 

Allows you to open a document directly from a SharePoint view - so that your document is only ever one click away!

Let me know how you go.  I will answer any questions or give more detailed instructions if you have a specific query on adding hyperlinks to SharePoint 2010 lists.



Monday, October 11, 2010

AIIA: Board of Directors Nomination

Calling all Australian Information Industry Association Members

Voting for the Board of Directors starts tomorrow.  If you are a member, please consider voting for me!

What do I stand for?  Read the blog!

Tuesday, September 14, 2010

Buy Versus Build - Weigh In On the Debate

Transform IT From An Overhead Cost to a Value Add

I just love the stories coming out of the cloud.  From the Microsoft Online Services blog challenge: "Show us your cloud" comes this picture:





Description: We moved Exchange and SharePoint into Microsoft Online Services and look at the space in our server rack :) Name: Ravi Nar Company: www.sccope.com Location: Windsor, UK

Monday, September 13, 2010

The View From the Cloud....Sunny With No Chance of Rain

Money Doesn't Fall From the Sky

OK - the whole cloud metaphor may becoming a little tired, but if you have never taken a look at the US Debt Clock (http://www.usdebtclock.org/), do so now.  This makes the most compelling case for REDUCING COSTS that I have ever seen.

I love the way the tickers are moving up, down and sideways right before your eyes - although prime time viewing it is not - and the reality behind those numbers is mind-numbing.

Currently, the total US debt figure is sitting ever so slightly below the 54 Trillion US Dollar amount and ticking over rapidly.  Total debt per US Citizen is $173,825, total debt per family is $663,870 : all figures very helpfully coloured in RED.  With income per family a nudge over $63K. 





Of course, the US treasury has only to print some more money, and with a dwindling money supply - notice the numbers on the screen in the "Money Creation" group are counting down vigorously - this may be the logical course of action.

For the rest of us, the only way to solve the dwindling money supply even all the way over here in Australia, boil down to the following two options:
  1. Spend less
  2. Earn more
And now, with that segue, I am sure you are ready to hear about Microsoft Exchange Online.

Apologies for the economic beat-up, but I truly believe that the single, biggest advantage you will receive by going off premise with your email solution will be the cost savings. 

Based on Microsoft Exchange Server 2007, you will receive email, voice mail, calendars and contacts - the essential business toolkit, while removing the need to deploy, configure, monitor and update or upgrade your solution. 

Only a few days ago I posted on how realestate.com.au has moved to MS Exchange online, and the significant benefits realised in that transition. 

More to come...

In the meantime:


The cloud has a silver lining - and it's BPOS!

Thursday, September 9, 2010

News flash: Realestate.com.au adopts Telstra T Suite solution

Hosted MS Exchange is more efficient


Proving that it is not just small to medium sized businesses that can benefit from a cloud solution, Realestate.com.au has moved their corporate email to Telstra T Suite hosted email. 

You can't help but enjoy the irony: "Real Estate" refers to something tangible, physical property that you can touch and feel.  Yet the parent company, REA Group has moved infrastructure to the cloud. 

According to the Chief Information Officer, Daniel Oertli, moving REA's real estate and property portal to Microsoft Exchange online to replace their outdated corporate email system made perfect sense, with offices in Australia, Italy, Luxembourg and Hong Kong, and over 750 staff.  He concluded that this was:

"..consistent with REA's strategy to focus capital and mindshare on competitive edge and more efficiently manage business"
In the usual CIO-speak that we have come to know and love, this simply reinforces what I have been saying here - that Microsoft Online Services can save business money and time which can then be redirected to core business activities.

Read more at:
http://bit.ly/8thSept-ZDNet
http://bit.ly/8thSept-CW

And yes, more details on MS Exchange online are coming here SOON

The cloud has a silver lining, and it's BPOS

Wednesday, September 8, 2010

NBN Divided the Nation...But We're Back

We have a vision!

The votes have all been counted and the country independents have had their say.  In the end, the federal election 2010 boiled down to the brouha over NBN.  While I don't like the look of our parliament, the political football has finally touched down on the side of the National Broadband Network, and I for one am pleased. 

NBN is a vision for a better Australia and it takes courage and determination to see this through.  It will also take about $43 billion, let's not forget that. 

At a recent Sydney business get-together, one participant was quite agressively anti-NBN, offering up arguments such as "it will be redundant in 2 years" or "it will cost too much".  Acting, in fact, as if I had just asked him to foot that bill from his own pocket.   Speaking from fear, ignorance or both, I am sure that he is not at all happy with Labour winning on the back of the NBN policy.  In the meantime, the government commitment to the NBN allows businesses like mine to get on with the job of creating amazing software and joining the global market, an opportunity that is there for all Australians. And I plan to give any assistance I can to other small to medium sized business to do the same.

BPOS - Leading the Way Into the Cloud

 I started this blog to assist others who are virtualising their business to get into the cloud and
there is much excitement coming out of the BPOS story.  I would definately recommend that you read the DeployHR case study on the Microsoft website:

http://www.microsoft.com/casestudies/Case_Study_Detail.aspx?CaseStudyID=4000008191

Really, there is so much content in this case study that it doesn't bear repeating here.  In effect, this is a compelling argument to drive small to medium business into the cloud, singling out the advantages of using MS Exhange online as part of the Business Productivity Online Suite.  Including:
  • 60% reduction in time for managing email
  • Control of costs
  • 70% faster integration of new acquisitions (which must relate to the first statistic but is stated in a different way - sounds impressive but really just means that new staff can get online faster during a period of rapid growth)
Now that we have a vision for governance, it is certainly time to take a closer look at the benefits of Microsoft's Business Productivity Suite, and as promised in a previous post, my very NEXT post will look at MS Exchange Online in more detail.

Until then, the CLOUD really does have a silver lining (and it is BPOS!)

Monday, August 23, 2010

Using Variables in Workflows

With a hung parliament, and no immediate clarity on the future of the NBN, I feel like a change of pace. So here is a quick look at building workflows in SharePoint Designer 2010.


Tutorial: Using Variables in Workflows.

This tutorial is for those who want to build an argument by looking up a field in a created variable that is being used in the workflow.

In this example, the workflow has asked a senior manager to approve a submission, and the outcome of that approval is recorded in the workflow as the variable: "Gate 2 Decision".

Always give your variables meaningful names! It becomes a logistical nightmare in more complicated workflows dealing with fields called : variable: create 1 etc.

To build this condition start by choosing the common condition: "If any value equals value".

You will see the pre-formated argument as follows:
Then, once you have clicked on the fx symbol, the "Define Workflow Lookup" will pop-up.
New in SharePoint Designer 2010: The default data source is always "Current Item".


But for this example, we want to call the variable that is stored in the InBuilt Workflow Tasks in SharePoint. So, use the drop-down menu to change the Data Source.

Then, choose the field in the variable that was used to collect the Manager's decision. Again, when creating these items, make sure that the names are meaningful. In this case, I want the field from the variable Gate 2 Decision, named "2_Gate 2 Decision" which records the outcome of the Manager's review.


Having done that, you are asked to:
  • Choose a field from the selected list and a matching value that identifies the specific item you want from the data source.

Choose ID for the generic field, and then next you need to get more specific:
For this example, I want to set the matching value as Variable: Gate 2 Decision, from the Workflow Variables and Parameters category.
The Variable: Gate 2 Decision result will be an integer.
The Define Workflow Lookup Dialog stays open, and the Lookup for Integer Dialog pops up:

Return field as: Item Id to enable the lookup to work.

The LookUp for Integer is finished, and the value appears as:

Then when you click OK:




Finally, finding the matching value is easy, as a drop-up list with all the possible options will appear.

For this workflow, the variable options (as defined as a choice menu when the task assigned to the Manager was designed) were:
Approved - Proceed to Gate 2
Approved - Proceed to Fast Gate
Not Approved
Resubmit - More Information Required


It seems complicated, but after doing this a few times it gets easy!
Have fun with that and let me know if this was helpful.

Sunday, August 15, 2010

Social Enterprise and NBN

For ten years we have been waiting for the promise of telecommuting as a workplace alternative. Apart from a few trailblazers, Australian workplaces have woefully failed to deliver which begs the question....why?

I launched P3 Connect Pty Ltd as a social enterprise, aiming to take advantage of virtualisation to provide Australian women and other carers with the option of working from home. With BPOS, Microsoft's Business Productivity Online Suite, P3 Connect aims to encourage workers to stay at home, seeking to optimise the technology - Microsoft Office Live Meetings, SharePoint Online Services, Microsoft Office Communications Online - to realise the vision of telecommuting.

So why the reluctance of Australian enterprise to migrate desktop workers to a distributed, online environment? Information, ideas and money can flow quickly within Australia and with the rest of the world. Used strategically, Australian business can create new industries for competitive advantage.

Key to the solution is enabling cheap and accessible bandwidth nationwide. Verizon, the US security giant which administers one of the root servers of the internet, claims that : "To deal with the flow of information over the next 10 years, the capacity of the internet will need to increase by a factor of a thousand" (http://www.cnet.com/ July 9, 2010).

The debate over the NBN is now being used as a political football, but when the excitment of the election dies down, I would like to know what is going to be done about Australia ranking 50th for global broadband speeds and clocking an average internet connection of 2.6 Mbps (according to a new report from global content provider, Akami, 29th July 2010).

Ben Eggleton and David Moss write passionately as advocates for the NBN in today's Sydney Morning Herald , addressing the problem of cost:




"By rolling out broadband
infrastructure that boosts the economy by 1 per cent or more, this means the
investment will, almost immediately, more than pay for
itself."


The cost of the NBN has taken front and center stage. Australia is a big country and the plan to have every single Australian connected to high-speed broadband is far more ambitious and far more costly than, for example, a South Korean or New Zealand solution. It seems fairly obvious that the cost will scale to the size of the country and the isolation of the interior.

Thursday, August 12, 2010

Australia Online - just a lot of vapour?

I was priviliged to hear two physicists speak this week on IT matters that both directly impact my business proposition, which is providing Microsoft services in the cloud.

It goes without saying that I am following the planned national roll-out of broadband access with interest. Yes, self interest, but beyond wanting to be the first in line for 1GBPS speeds...

Someone commented today that Australians haven't seen a plan as ambitious as the national fibre network roll-out since the Snowy Mountains scheme.

And yet the opposition would scuttle all plans to build a national network that would provide 93% of our broadband needs nationally..opting for a national broadband strategy that would involve backhaul fibre optic - to be funded privately by the telcos - with the opposition propping up the existing copper network via "optimisation" and extending coverage via wireless or satellite. Yes, this represents a massive dollar savings, but a massive shortfall in vision as well.

Back to the talks. One speaker, a PhD in physics and microsoft evangelist, referred to the strange Australian idiosyncracy of digging big holes in the ground at large expense to export a limited resourse, as opposed to funding the unlimited opportunity presented by IT services as well, plainly, not rocket science to figure out which would be better for the national interest. Nick Mayhew makes a compelling case.

Cut to Mike Quigley's presentation today, where the CEO of NBN Co outlined his vision to dig up the earth (quite counter cultural!) and lay a cable that would provide 30-50 years of ongoing benefits in a national initiative that, by defintition, is unprofitable in budget terms in a country as large as Australia with such a small population in the rural and remote areas.

And although we were told that Mike would not speak on either political party, there was one slide in particular which Mike seemed to linger on, showing the folly of relying on wireless delivery, specifically demonstrating how Australian consumers currently pay much more for 3G, which delivers a fraction of the data.

And then there was the lengthy disclaimer on how globally, there is a move away from HFC cable broadband networks. Mike said there was no country in the world that had a strategy for HFC. Wait a minute, aren't Telstra and optus providing this country with broadband services on hybrid fibre coaxial cable? And isn't that the lynchpin of the opposition's plan?

I guess that would be an open criticism of the shadow communication minister's plan then.

It was hardly an impartial presentation from Mike, but it was convinicing.

In the end, the $6 Billion wasted by the opposition to provide a sub-standard service, will cost Australia a lot more in opportunities lost, then the $40+ Billion required to lay cable nationally for the 93%, move to wireless for the 4% and satellite for the 3%.

Let's hope that regardless of the election outcome in 9 days time, the NBN is able to realign the reigning government with the vision, and sell this to the people of Australia.

Wednesday, July 28, 2010

Cloud 101

I was speaking to an IT colleague today and he asked me "So what can the cloud bring to small businesses?"

I have to admit, the question blind-sided me. I already take it for granted that everyone can see the same usefulness of the cloud to manage their IT services as I do!

From an end-user point of view, I can guarantee you that your staff are very familiar with cloud architecture and self-service access. How many are using a Google Gmail account or a Microsoft Windows Hotmail account? Are there any staff NOT currently using email in the cloud?

We are so used to the instant gratification of these services that we forget how ubiquitous cloud services have become, and that this has been around for a long time. "Cloud Computing" is simply the latest buzzword - and perhaps the term has added some ambiguity to the concept - so to answer my colleague's question (minus the baffled look!)...

For businesses, renting server real-estate from a service provider, means reducing the servers your business has to manage (and the significant costs surrounding that), with the added bonus of a GREEN solution that saves on space, power and cooling. Phew!

All those costly, essential extras that need to be wrapped around your IT solution - such as anti-virus software, anti-spam software, security management and administration packages and auto-back-ups become the responsibility of the service provider to provide and maintain.

As a minimum expectation, in return for paying a fee based on their usage, businesses can receive negligible downtime, 24/7 availability and access.

Telstra T-suite's 99.9% uptime equates to a 43 minute downtime per month. Compare that to your current service availability.

When renting data storage, the technical capacity of the server is dynamically adjusted to meet your real-time business needs. This is the "elasticity" that the shared hardware model brings. Pay only for what you use - and let the cloud provider work out the load-balancing and scalability issues.

Drawbacks? Yes, there are some. Obviously, the service relies on a reliable internet connection (and we follow the roll out of the National Broadband Network with baited breath!), some organisations are reluctant to pass the security and privacy burden to the service provider, and there is concern that a suitable exit strategy will be made available for data migration out of the service if and when it is no longer required.

There is also the need to configure the out-of-the-box cloud-based service to your unique business needs and the unavoidable cost of training staff on the new delivery method. But these costs will also be incurred if hosting software on-site.

I mentioned (Ok, raved) that Microsoft Exchange - the heart of the Business Productivity Online Suite, bringing email, contacts and calendar access via Outlook 2007/03 (soon to be 2010) or via the web browser - is a significant asset to the small business. In my next post, I will look at that claim in more detail. Feel free to comment!

Tuesday, July 27, 2010

Why Move to the Cloud?

Having worked with IT Managed Services or large internal IT departments for years, I have been spoilt when it came to IT administration.

I'm now running a small business and find that too much of my time is spent on managing the IT requirements of the business. Instead of focusing on activities that drive the bottom line, I'm forced to spend hours providing IT support. In addition, the growing business means evolving requirements and more demands being placed on the server.

As a SharePoint solutions provider, I was investigating Telstra T-suite as a solution for a client and discovered that the Microsoft's Business Productivity Online Suite that Telstra T-suite provides solved many of my problems as well:

Hosted SharePoint? a
Secure Server? a
Microsoft Exchange? a
Minimal upfront cost? a
Try before you buy ability? a
Reliable, no down time? a
Upgrades made available? a
Scalable as my business grows? a
Suitable for a mobile workforce? a
Rapid deployment? a
Enough storage space? a

Allow me to focus on driving the business forward? CHECK, check and check!

Taking advantage of being a Microsoft Partner, I was able to deploy a 250 seat BPOS site for use within my own business. I am still in the process of migrating to MS Exchange from the current POP3/Horde server, and I am investigating using the additional accounting and HR packages for use within my business, but the biggest advantage has been having a hosted SharePoint server.

Of course, one of my clients has now migrated to SharePoint 2010 and my skillset is ideally suited to the 2010 environment so it requires some patience while the BPOS roadmap for upgrading to SP 2010 is currently trailing the release of the SP2010 server by some months. Happily, this has been the only downside to the whole experience so far.

Cloud Solutions for Beginners

Perhaps you are a small to medium-sized business with a peer-to-peer network and looking to expand your systems beyond that, but the choices are baffling. Not to mention that maintaining an onsite server network is beyond your current resources.

I'm exactly in that situation, which is why I first started looking at cloud hosted solutions in Australia, and came across the Telstra T-suite solution. What better way to understand cloud hosting then to use it myself!

In this blog I will share with you the journey of moving my business to the cloud and the customisations that are possible with Microsoft Online Services.

If you have questions, you may find what you are looking for on www.p3connect.com.au