Observations from where technology meets business

Initial Impressions of SharePoint 2010

The SharePoint Conference 2009 was packed full of information about Microsoft’s upcoming 2010 release of SharePoint. This is a summary of my initial impressions of the product, which are centered on three major categories:

  • SharePoint 2010 is mostly about improving the platform
  • Microsoft's New Identity Crisis
  • Innovative Platform Features

SharePoint 2010 is mostly about improving the platform:  Microsoft is clearly focused on building out the platform capabilities of SharePoint with the 2010 release. This was initially made obvious by Steve Ballmer during the Q&A session after his keynote when he said that Microsoft views SharePoint as “kind of” operating system. This was made even clearer the following day in a discussion between Microsoft executives and analysts, when the execs shared their three priorities in SharePoint 2010:

  1. Investment in SharePoint Online
  2. Better support for Internet-facing scenarios
  3. “Platform work”

These priorities support comments made by several speakers who said many of improvements and new features in 2010 were the result of significant work "under the hood." The primary benefactors of this work will initially be SharePoint Online. However, enterprise IT departments supporting SharePoint installations should also benefit.

Microsoft's New Identity Crisis: While it is now clear that SharePoint is a platform, a new identity crisis is emerging around SharePoint. With the launch of SharePoint Online, Microsoft no longer just sells SharePoint as a piece of software, they also deliver it as a service. The question is: which of the two has the higher priority? Based on the tone of the conference this week it is clear that on-premises software is still top dog, but will Microsoft customers allow that to continue being the case?

As Mike Gotta pointed out in this blog post, Microsoft seems to be in denial about this. By keeping releases aligned around the notion of on-premises software (by even calling it “SharePoint 2010” Microsoft is saying that software comes first) and their long release cycles, the SaaS offering will be held back. Time will tell if this approach is sustainable.

Noticeably absent from the conference was any demonstration of the “Software + Services” concept promoted by Microsoft. While the tight integration between the Office applications and SharePoint could be called a “Software + Service” approach, I was hoping to see how on-premises deployments of SharePoint could be easily extended with SaaS-delivered features from SharePoint Online. This could be similar to how content filtering capabilities in the high-end version of Exchange is delivered by a Microsoft online service. Approaches like this could be a way to answer critics arguing that Microsoft’s product release cycles are too long.

Innovative Platform Features:  Here are a few of the new or changed features I found noteworthy:

Business Connectivity Services (BCS): The BCS is the follow-on to the Business Data Catalog that was introduced in SharePoint 2007, except that the BCS is now completely baked into SharePoint and Office. The BCS is an architectural framework which enables data to be pulled from external systems (e.g., databases, Line of Business applications) within the context of SharePoint (as a new object called an external list) or Office (surfaced in Outlook, Word, InfoPath, and Access).

The BCS can be used pervasively throughout SharePoint and Office 2010. The examples given in the introductory BCS session started with a database containing names and addresses. A SharePoint example used the BCS to represent this data as an external list. Standard SharePoint list management features could then be applied (e.g., sorting, filtering) and could also be programmatically manipulated like any other list. The second example pulled the same data into Outlook 2010 and was fully managed (including writing back to the external database) as these records were natively stored Outlook contacts. To show how Word 2010’s could leverage the BCS, the same database was used as a data source for custom fields in a form letter. The BCS is also used by SharePoint search (both the standard search and FAST search) for content ingestion.

Unfortunately, the BCS may still be a feature that is well before its time. As infrastructure plumbing the BCS is extremely cool. However, there needs to be applications that use this capability in innovative ways that are relevant to businesses before it can garner the attention it deserves. In my opinion, applications built using the search capabilities in SharePoint may be the most valuable candidates.

Longer term, should the BCS catch on, it may help drive IT organizations to focus more on improving the state of data management within their enterprises, since their data can now be more widely leveraged in everyday work scenarios.

SharePoint Search: SharePoint 2010 seems to have taken several steps beyond the traditional search box without requiring the development of a full blown search application. This middle ground could provide some compelling information discovery opportunities for enterprises looking to leverage both their unstructured and structured data. The quick turnaround in integrating FAST search into SharePoint is probably a testament to the architectural changes in the design of 2010. As was noted in the FAST search overview, it was only 18 months ago that Microsoft acquired FAST.

However, confusion between SharePoint’s standard search and the FAST Search for SharePoint will remain. I expect Microsoft will have to a better job distinguishing the two types of search available in SharePoint in the future.

The re-engineered relationship between SharePoint and the Office applications (e.g., Word, Excel): While the previous integrations between SharePoint and the Office desktop applications were convenient ways to open files and publish calendars, in my experience they are rarely (if ever) used by most people. With 2010, SharePoint and Office cooperate more intimately throughout the entire time the desktop application is being use, not just simply communicating when a file is opened or saved.

First, Microsoft is introducing a new protocol, called MS-FSSHTTP, which stands for “File Synchronization via SOAP over HTTP Protocol Specification.” This allows for Office applications to intelligently synchronize file changes with SharePoint. Today, if you were to open a 50MB PowerPoint file stored on SharePoint the browser starts up the PowerPoint application and then PowerPoint transfers the file from SharePoint. So far so good. However, every time the user wants to save the file the entire 50MB is transferred back to SharePoint. This is simply how the WebDAV protocol works and is a major inhibitor to working with files stored in SharePoint.

The use of MS-FSSHTTP enables SharePoint and PowerPoint 2010 to only transmit the changes made to the file, not the entire file. For example, if we were to correct the spelling of some text in our 50MB PowerPoint file, only this change would be transmitted (a matter of a few bytes). This is a huge improvement and will make editing files stored in SharePoint just as responsive (in most cases) as files stored locally. In my opinion, teams collaborating on documents should store them in workspaces, rather than simply use the workspace to periodically share a copy of “the latest version.” By keeping the master copy of a file in the workspace, it becomes the latest copy. This new protocol will make these scenarios easier to support. The MS-FSSHTTP protocol is also used to provide the co-authoring features in the new Office 2010 desktop applications as well as synchronization of changes for OneNote and SharePoint Workspace (to support offline documents).

In addition, SharePoint 2010 is extending Office 2010 applications with document management capabilities. These include:

  • Office applications can align document properties with SharePoint metadata columns. A form of this was available in SharePoint/Office 2007 but is beefed up even more with the new taxonomy and tagging changes coming in 2010.
  • Templates for new documents (when selecting File/New) can be retrieved from SharePoint content types.
  • Image files can be easily retrieved from SharePoint.

There may be other integrations between SharePoint and Office that I missed. Nevertheless, the relationship between the two is much cozier in 2010.

Comments

Socially missing?

Seems as a big promoter of Enterprise 2.0 and collaboration technologies that include social mechanisms, the fact that there is no mention in your blog post here about any new social capabilities suggests that either there were no major improvements, or you were not impressed with them at all. Any first reaction about the social side of 2010? - Ed

SharePoint 2010 external list (BCS) for MOSS 2007 / WSS 3.0?

If you like the SharePoint 2010 external list feature and the Business Connectivity Services (BCS) and you want to make use of something similar in SharePoint 2007 / WSS 3.0 to connect SharePoint lists to external data sources,please take a look at: http://www.layer2.de/en/products/Pages/SharePoint-Business-Data-List-Connector.aspx The shareware version is completely free for download.

SharePoint Online the wave of the future?

It really does feel like Microsoft wants to get more businesses to move to a cloud-hosted environment. SaaS is certainly the wave of the future in terms of cost savings, but I wonder with prices so low for the BPOS suite that includes SharePoint and Exchange whether Microsoft is taking a loss in order to remain competitive.