Today I found myself in this predicament:
I was writing a new post in the Announcements list on my project workspace, and I wanted to insert a link to the document I was referencing in the post. But, the document was not already uploaded to my SharePoint Site.
Back in SharePoint 2007, that would mean that I have to go upload the document, and then come back to the announcement, and copy the URL from the location I stored it, and try to remember what I was writing…but for 2010…Microsoft improved the product!
To clarify – posting an Announcement is very simple: Title, Body, Expires (expiration date). But now in 2010, when I click into the “Body” section, a ribbon lights up and I have two tabs: Format Text andInsert.
On the Insert tab, there are four options. Under the Links group, is the new option for 2010: Upload file.
SharePoint 2007 offers Insert Table, Insert Hyperlink (you provide the address), and Insert Image as separate buttons that are activated when you click into the Body field of the Announcement (in Edit mode).
The Upload File option is dynamic. It lets you browse to a local directory for the document that you want to upload, and then specify the site location for where you want to store this document as well. The Upload To menu will pull down all the document libraries that you have permission to:
I know it’s a small thing, but I found the addition cool and intuitive.
Other applications for this kind of functionality might be if I just created a new Excel-based report, and wanted to announce the availability of the report to my team.
Or, if we have a new form required for all systems owned by my department, I could blast the news and upload the new file at the same time!
Perhaps I just setup an EPM WorkEngine site, and I want to share my Project Plan presentation with everyone who comes to the site for the first time: right there on the home page in my Announcements list.
There are myriad applications for this time-saving trick. And, really, it’s the sum of efficiencies throughout the day that add up to better productivity as information workers.
I’m pretty happy I found this little trick, and plan to use it next time I have the opportunity.