Download pdf - Share Point 2010 - Office Web Apps

SharePoint 2010 - Office Web Apps

Installation, Configuration and Troubleshooting Guide

Brendan Griffin

Premier Field Engineer

[email protected]

Prepared for

Customer

Tuesday, 29 November 2011

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SharePoint 2010 - Office Web Apps, Installation, Configuration and Troubleshooting Guide,

Prepared by Brendan Griffin

"SharePoint 2010 - Office Web Apps" last modified on 29 Nov. 11, Rev 10

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Revision and Signoff Sheet

Change Record

Date Author Version Change reference

27/10/2011 Brendan Griffin .1 Initial draft for review/discussion

Reviewers

Name Version approved Position Date

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Table of Contents

Introduction ................................................................................................................... 1

Office Web Apps - Overview ........................................................................................ 2

Deploying Office Web Apps ......................................................................................... 3

Installing Office Web Apps ...................................................................................................... 3

Configuring the default file open behaviour ............................................................................. 4

Starting Office Web Apps Services ......................................................................................... 5

Creating the Office Web Apps service applications ................................................................. 5

Activating the Office Web Apps feature ................................................................................... 5

Configuring Office Web Apps ...................................................................................... 7

OneNote ................................................................................................................................. 7

PowerPoint.............................................................................................................................. 8

Creating a PowerPoint Broadcast Site ...................................................................................11

Word …………………………………………………………………………………………………...12

Office Web Apps Cache .........................................................................................................14

Un-installing Office Web Apps ................................................................................... 17

Troubleshooting Office Web Apps ............................................................................ 18

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Introduction

This document provides details of how to deploy, configure and troubleshoot Office Web Apps in a

SharePoint 2010 environment, it makes the assumption that Office Web Apps will be deployed to an

existing SharePoint 2010 farm. Instructions on how to deploy Office Web Apps to a new SharePoint 2010

farm can be found here - Deploy Office Web Apps (Installed on SharePoint 2010 Products) -

http://technet.microsoft.com/en-us/library/ff431687.aspx#bkmk_ins_exis_farm

http://technet.microsoft.com/en-us/library/ff431687.aspx#bkmk_ins_exis_farm

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Office Web Apps - Overview

Office Web Apps gives users a browser-based viewing and editing experience by providing a

representation of an Office document in the browser. When a user clicks on a document stored in a

SharePoint document library, the document opens directly in the browser. The document appears in the

browser similar to how it appears in the Office client application. The Web app also provides many of the

same editing features as an Office client application.

Office Web Apps provides this representation of an Office Word document, PowerPoint presentation,

Excel workbook, or OneNote notebook using native browser objects such as HTML, JavaScript, and

images. Each document type is handled differently depending on the Office Web Apps services started

and whether the Office Web Apps Feature is activated.

A document in the Word Web App, PowerPoint Web App, or Excel Web App can be edited in the browser

or can be opened for editing in the associated Office client application. If while viewing or working in a

Web app a user clicks the Edit in Browser button on the Home tab of the toolbar, the user can perform

light editing tasks in the browser. A notebook in the OneNote Web App can be edited in the browser

natively without having to click the Edit in Browser button or it can be opened for editing in the OneNote

client application by clicking Open in OneNote.

If while in a Web app a user clicks the Open in Word, Open in PowerPoint, Open in Excel, or Open in

OneNote button on the toolbar, the document will open in the associated Office client application if it is

installed on the client computer.

Taken from - http://technet.microsoft.com/en-us/library/ff431685.aspx

http://technet.microsoft.com/en-us/library/ff431685.aspx

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Deploying Office Web Apps

From a licensing perspective Office Web Apps is included with both Office 2010 Standard and Office

2010 Professional Plus. Office Web Apps can be downloaded from the Microsoft Volume Licensing

Service Center - http://www.microsoft.com/licensing/about-licensing/Office2010.aspx#tab=2

Office Web Apps supports both SharePoint Foundation and SharePoint Server 2010.

A Silverlight plugin is not required to be installed on the client browser to use Office Web Apps. Having

the Silverlight plugin installed improves the page load time for both Word and PowerPoint documents.

Silverlight provides no benefits for the Excel and OneNote Web App

Deploying Office Web Apps falls into five separate steps:

Installing Office Web Apps

Configuring the default file open behaviour

Starting the Office Web Apps services

Creating the Office Web Apps service applications

Activating the Office Web Apps features

Installing Office Web Apps

The first step is to install the binaries for Office Web Apps. Updates such as service packs and cumulative

updates can be slipstreamed into the Office Web Apps installation media in the same manner as

SharePoint Server 2010 by copying extracted updates into the Updates directory.

Install Office Web Apps on each server within the farm by running Setup.exe from the installation media

Once Office Web Apps has been installed on every server within the farm, run PSConfig on each server within the farm to complete the installation

http://www.microsoft.com/licensing/about-licensing/Office2010.aspx#tab=2

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Configuring the default file open behaviour

The second step is to configure the default file open behaviour (optional)

One thing to be aware of when deploying Office Web Apps into an existing SharePoint 2010 farm is that it

changes the default file open behaviour for Word, PowerPoint, Excel and OneNote documents to open in

Office Web Apps. If a user clicks on a document in SharePoint after Office Web Apps have been installed

but before the additional configuration such as starting services and creating service applications has

been performed, the user can get a broken link in the browser.

One way to mitigate this risk is to activate the OpenInClient feature in each site collection, this will ensure

that when a user opens a Word, PowerPoint, Excel or OneNote document it uses the client application

rather than attempting to use Office Web Apps to render the document.

The Windows PowerShell commands below will activate the OpenInClient feature in each site collection.

$defaultOpenBehaviorFeatureId = $(Get-SPFeature -limit all | where

{$_.displayname -eq "OpenInClient"}).Id

Get-SPSite -limit ALL |foreach{ Enable-SPFeature $defaultOpenBehaviorFeatureId -

url $_.URL }

Once the installation and configuration of Office Web Apps has been performed the behaviour can be

changed to open documents in Office Web Apps rather than the client, using the Windows PowerShell

commands below.


{$_.displayname -eq "OpenInClient"}).Id

Get-SPSite -limit ALL |foreach{ Disable-SPFeature $defaultOpenBehaviorFeatureId -

url $_.URL }

Alternatively this setting can be configured on a per document library basis if required.

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Starting Office Web Apps Services

The third step is to start the Office Web App services on servers that will be used to render Office

documents in the browser.

Browse to Central Administration > Application Management > Manage Services on Server

Select a WFE from the Server: dropdown list

Start the Excel Services, PowerPoint and Word Viewing service – If the farm is running SharePoint Server 2010 Enterprise then this may not be required for Excel Services as the service may already be configured

Repeat this for all other WFE’s within the farm

Creating the Office Web Apps service applications

The fourth step is to create the service applications that are required for Office Web Apps to function.

Browse to Central Administration > Application Management > Manage Service Applications

Select New and then PowerPoint Service Application

Enter a name for the service application

Select an existing or create a new application pool

If required check the Add the application proxy to default group

Click OK

Repeat the procedure for the Excel and Word Viewing Service Applications - If the farm is running SharePoint Server 2010 Enterprise then this may not be required as there may already be an Excel Services service application

Activating the Office Web Apps feature

The final step is to activate the feature required for Office Web Apps to function on all site collections.

This can be done manually on a per site collection basis or can be automated for all site collections using

the Windows PowerShell commands below.

$webAppsFeatureId = $(Get-SPFeature -limit all | where {$_.displayname -eq

"OfficeWebApps"}).ID

Get-SPSite -limit ALL |foreach {Enable-SPFeature $webAppsFeatureId -url $_.URL}

Any site collection created after Office Web Apps have been deployed will automatically have the Office

Web Apps feature activated.

If the feature isn’t activated for a site collection Office Web Apps can be used to view documents in a

browser if the default behaviour of the document library has been configured to open document in a

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browser however if a user attempts to edit the document using the Edit in Browser option, this will return

the following error.

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Configuring Office Web Apps

Once Office Web Apps has been installed there are a number of optional additional configuration steps.

These are summarised below.

OneNote

OneNote configuration is controlled on a per site collection basis using the Windows PowerShell cmdlet -

Set-SPOneNoteWebAppConfig,

ClipartEnabled

Enables support for inserting clipart in Microsoft Word Web App and OneNote Web App.

NotebookVersioningEnable

Specifies that the notebook use its internal versioning system to track versions.

Proxy

The URL of the proxy server configured to allow HTTP requests to Office.com to succeed. Used so that the server is able to retrieve and insert clipart in the Word Web App and OneNote Web App.

SyncIntervalMaxInSeconds

The minimum interval, in seconds, for replicating when the user is idle. The default value is 30.

SyncIntervalMinInSeconds

The minimum level, in seconds, for replication to occur when a user is idle. The default value is 5.

SyncIntervalMinOnHeavyLoadInSeconds

The sync interval level, in seconds, for the OneNote Web App when the server is experiencing heavy load. Valid values are 1 to 1000.The default value is 30.

SyncIntervalStepInSeconds

The amount, in seconds, to increase the interval of replicating when the user is idle. The default value is 5.

In the example below SyncIntervalStepInSeconds has been configured to 50 for the HR site collection.

Set-SPOneNoteWebAppConfig -Site "http://intranet.contoso.com/sites/HR" -

SyncIntervalMinInSeconds 50

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PowerPoint

A number of configuration options are available for the PowerPoint service applications. A number of

these settings can be accessed via Central Administration > Application Management > Manage service

applications > PowerPoint Service Application > Manage. Some settings can only be changed via

Windows PowerShell.

Below are details on how the settings that are available in Central Administration can be changed using

Windows PowerShell.

Supported File Formats

The EnableViewingOpenXmlFormats and EnableViewing97to2003Formats parameters of the Set-SPPowerPointServiceApplication cmdlet can be used to enable support for these document types.

PowerPoint 97-2003 Presentation Scanning

The DisableBinaryScan parameter of the Set-SPPowerPointServiceApplication cmdlet can be used to disable/enable scanning for PowerPoint presentations created in versions prior to PowerPoint 2007.

In addition to these settings, there are a number of additional settings can only be configured via

Windows PowerShell using the Set-SPPowerPointServiceApplication cmdlet, these are:

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BroadcastStateIdleTimeoutInSeconds

The maximum total time, in seconds, that a broadcast connection is allowed to be idle before being automatically disconnected. The default value is 5400 seconds (90 minutes).

BroadcastStateSessionTimeoutInSeconds

The maximum total time in seconds that a broadcast session is allowed to be active before being automatically disconnected. Set this parameter to the same value as BroadcastSessionTimeoutInSeconds. The default value is 43200 seconds (12 hours).

EditingWorkerProcessCount

The number of active instances of the named application. This value must be less than the Windows Communication Foundation (WCF) connection limit for this computer. The default value is 100.

EditingWorkerTimeoutInSeconds

The time-out in seconds that the editing service is given for a request sent to the editing service. The default value is 60 seconds.

EnableSandboxedEditing

Specifies if the Microsoft PowerPoint Web App editing code should run in a sandboxed (low-permission mode) environment. The default value is $True.

EnableSandboxedViewing

Specifies if the Microsoft PowerPoint Web App viewing code should run in a sandboxed (low-permission mode) environment. The default value is $True.

ViewingCacheExpirationPeriodInSeconds

The maximum time, in seconds that items are kept in the back-end server cache. The default value is 600 seconds (10 minutes).

ViewingMaximumConversionsPerWorker

The number of conversion jobs that a given instance of the worker process is allowed to convert before recycling. The default value is 5.

ViewingWorkerKeepAliveTimeoutInSeconds

The time-out in seconds, for the keep alive signal interval between the start and end of a process on the viewing back-end. The default value is 120 seconds.

ViewingWorkerProcessCount

The number of active instances of the named application. This value must be less than the Windows Communication Foundation (WCF) connection limit for this computer. The default value is 3.

ViewingWorkerTimeoutInSeconds

The time-out in seconds that the viewing service is given for any job submitted by the application manager. The default is 300 seconds (5 minutes).

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In the example below Set-SPPowerPointServiceApplication has been used to configure

ViewingWorkerTimeoutInSeconds to 600 seconds.

$serviceAppId = (Get-SPServiceApplication | where {$_.DisplayName -eq "PowerPoint

Service Application"}).ID

Set-SPPowerPointServiceApplication -Identity $serviceAppId -

ViewingWorkerTimeoutInSeconds 600

The proxy for the PowerPoint service application has a number of settings that can be configured using

the Windows PowerShell cmdlet Set-SPPowerPointServiceApplicationProxy.

BroadcastBrowserDisconnectedStateThresholdInSecondsSpecifies

The total time, in milliseconds, for which a broadcast attendee will tolerate failing GetData poll requests before changing to disconnected state. The default value is 60000 milliseconds.

BroadcastBrowserGetDataTimeoutInSeconds

The timeout value, in milliseconds, for broadcast attendee GetData requests. The default value is 20000.

BroadcastBrowserHealthyStatePollIntervalInMilliSeconds

The time, in milliseconds, between scheduled GetData poll requests for broadcast attendees when in healthy state. The default value is 1000 milliseconds.

BroadcastBrowserReconnectingStatePollIntervalInSeconds

The time, in seconds, between scheduled GetData poll requests for broadcast attendees when in a reconnecting state. The default value is 5.

BroadcastBrowserReconnectingStateThresholdInSeconds

The total time, in milliseconds, for which a broadcast attendee will tolerate failing GetData poll requests, before changing to the reconnecting state. The default value is 20000 milliseconds.

BroadcastDataCacheCleanupPeriodInMilliSeconds

The periodic time interval, in milliseconds, when the front-end BroadcastData cache clean-up operation is run. The default value is 3,600,000 milliseconds (60 mins).

BroadcastDataCacheExpirationPeriodInMilliSeconds

The time, in milliseconds, after which the cached BroadcastData entry expires. The default value is 300 milliseconds.

BroadcastDataCacheMaxSessions

The maximum number of sessions that will be cached in the front-end BroadcastData cache. The default value is 20,000.

BroadcastPresenterIdleTimeoutInSeconds

The presenter session idle time-out value in seconds. The default value is 0 seconds. A value of 0 indicates no time-out.

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BroadcastSessionTimeoutInSeconds

The maximum total time, in seconds, that a broadcast session is allowed to be active before it is automatically disconnected. Set this parameter to the same value as BroadcastStateSessionTimeoutInSeconds. A value of 0 indicates no timeout. The default is 43200 seconds (12 hours).

SilverlightCookieExpirationPeriodInDays

Specifies the number of days after the Microsoft Silverlight 3 cookie will expire. The default value is 7.

Creating a PowerPoint Broadcast Site

One of the features of PowerPoint 2010 is the ability to share a presentation using a web browser, this

relies on SharePoint 2010. Further information on the feature can be found here -

http://blogs.office.com/b/microsoft-powerpoint/archive/2009/10/09/introducing-broadcast-slide-show.aspx

and http://technet.microsoft.com/en-us/library/ff431683.aspx

This feature requires a site collection which is used to host slide shows that are to be broadcasted. To

create a broadcast site collection you need to perform the following steps.

Create a site collection using the PowerPoint Broadcast Site template

Grant users permission to the use the broadcast site by adding them to the Broadcast Attendees and/or Broadcast Presenters group.

http://blogs.office.com/b/microsoft-powerpoint/archive/2009/10/09/introducing-broadcast-slide-show.aspx


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The Windows PowerShell commands below can be used to automate the process of creating a site

collection in each web application to host the broadcast site collection.

$rootSites = Get-SPWebApplication | Get-SPSite -Limit ALL | where {

$_.ServerRelativeUrl -eq "/" }

$bcastTmpl = Get-SPWebTemplate | where { $_.Name -eq "PowerPointBroadcast#0"

foreach ($rootSite in $rootSites) { $url = $rootSite.Url + "/sites/broadcast"

New-SPSite -Url $url -OwnerAlias "contoso\admin" -Template $bcastTmpl}

The process of assigning users permissions to the site can be automated using the Windows PowerShell

commands below.

New-SPUser -web $url -UserAlias "Contoso\Domain Users" -Group "Broadcast

Attendees"

New-SPUser -web $url -UserAlias "Contoso\Domain Users" -Group "Broadcast

Presenters"

Multiple PowerPoint Broadcast sites can be created; the site that a user uses to broadcast a slideshow

(as well as a host of other options) can be managed using a group policy. Full details can be found here –

Configure Group Policy settings (Broadcast slide show) http://technet.microsoft.com/en-

us/library/ff431688.aspx

Word

A number of configuration options are available for the Word Viewing service applications. A number of

these settings can be accessed via Central Administration > Application Management > Manage service

applications > Word Viewing Service Application > Manage. Some settings can only be changed via

Windows PowerShell.

Below are details on how the settings that are available in Central Administration can be changed using

Windows PowerShell.



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Supported File Formats Viewing

The EnableBinaryFormatSupport and EnableOpenXmlFormatSupport parameters of the Set-SPWordViewingServiceApplication cmdlet can be used to configure support for these document types.

Embedded Font Support

The DisableEmbeddedFonts parameter of the Set-SPWordViewingServiceApplication cmdlet can be used to disable/enable support for embedded fonts.

Word 97-2003 Document Scanning

The DisableBinaryScan parameter of the Set-SPWordViewingServiceApplication cmdlet can be used to disable/enable scanning for Word documents created in versions prior to Word 2007.

Recycle Threshold

The RecycleActiveProcessCount parameter of the Set-SPWordViewingServiceApplication cmdlet can be used to specify the number of files that a single process is allowed to render before the Word Viewing Service Application recycles the process

Total Active Processes

The MaxActiveProcessCount parameter of the Set-SPWordViewingServiceApplication cmdlet can be used to specify the number of active processes available to render Word documents.

In addition to these there are some settings that aren’t available in the UI that can only be configured via

Windows PowerShell using the Set-SPWordViewingServiceApplication cmdlet, these are

KeepAliveTimeOutInSeconds

Specifies the amount of time, in seconds, that a worker process is allowed to be nonresponsive before it is terminated. The default value for this setting is 120 seconds.

MaxRenderingLifetimeInSeconds

Specifies the total amount of time, in seconds, that a worker process is allowed to process a particular rendition. The default value for this setting is 300 seconds.

LocalCacheStoreDirectory

Specifies the location of the temporary cache for use by the Word Viewing Service application. The default value is %temp%\waccache

LocalCacheTimeoutInSeconds

Specifies the amount of time, in seconds, that an output file remains on the application server. The default value is 300 seconds.

In the example below Set-SPWordViewingServiceApplication has been used to set

MaxRenderingLifetimeInSeconds to 600 seconds.

$serviceAppId = (Get-SPServiceApplication | where {$_.DisplayName -eq "Word

Viewing Service"}).ID

Set-SPWordViewingServiceApplication -Identity $serviceAppId -

MaxRenderingLifetimeInSeconds 600

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The proxy for the Word Viewing service application has a single setting that can only be configured using

Windows PowerShell. The setting SilverlightOnly is used to force all documents to render in Silverlight,

this requires all client to have at least Microsoft Silverlight 3 installed.

$serviceAppProxyID = (Get-SPServiceApplicationProxy | where{$_.displayname -eq

"Word Viewing Service"}).ID

Set-SPWordViewingServiceApplicationProxy -identity $serviceAppProxyID -

Silverlightonly:$true

Office Web Apps Cache

Office Web Apps creates a cache in each Web application to improve performance and reduce resource

overhead on the servers hosting the service. This cache is use by the Word and PowerPoint Web App.

The cache itself is simply a site collection; the default location for this is

/sites/Office_Viewing_Service_Cache

A number of settings can be configured for the cache, these are:

Cache size

The default cache size is 100GB. This can be changed using the Windows PowerShell cmdlet Set-SPOfficeWebAppsCache. In the example below the cache size is set to 200GB

$200gbInBytes = 1024 * 1024 * 1024 * 200

Get-SPWebApplication | Set-SPOfficeWebAppsCache -MaxSizeInBytes $200gbInBytes

This configures an individual quota for the site collection, as below:

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Expiration period

The number of days that documents remain in the cache before they are deleted is 30 days. This can be changed using the Windows PowerShell cmdlet Set-SPOfficeWebAppsCache. In the example below the expiry period for the cache is configured to 15 days.

Get-SPWebApplication | Set-SPOfficeWebAppsCache -ExpirationPeriodInDays 15

Location

The content database that the Office_Viewing_Service_Cache site resides within can be changed using the Windows PowerShell cmdlet Move-SPSite. If Office Web Apps are going to be heavily used then it may be worthwhile creating a dedicated content database for this site collection.

MaxFrontEndCacheSizeInMB

This setting is used to control the amount of memory that is used to cache Office Web Apps documents, the default value is 75. This can be amended using the Windows PowerShell cmdlet Set-SPOfficeWebAppsCache. In the example below the value was configured to 100.

Get-SPWebApplication | Set-SPOfficeWebAppsCache -MaxFrontEndCacheSizeInMB 100

MaxFrontEndDocumentInfoCacheItems

This setting is used to control the number of documents that are held in the in-memory cache, the default value is 1000. This can be amended using the Windows PowerShell cmdlet Set-SPOfficeWebAppsCache. In the example below the value was configured to 2000.

Get-SPWebApplication | Set-SPOfficeWebAppsCache -

MaxFrontEndDocumentInfoCacheItems 2000

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Timer Jobs

The cache creation job ensures that each Web application has a cache is configured to run every 5 minutes by default. The expiration job expires documents and ensures that the cache does not run out of space runs daily, this job has an instance per Web application. These timer jobs can be amended via Central Administration > Monitoring > Review job definitions

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Un-installing Office Web Apps

Office Web Apps is tightly integrated with SharePoint 2010, one of the consequences of this is that if

Office Web Apps is un-installed from a server running SharePoint 2010 as part of the un-installation

process the server is removed from the farm. If Office Web Apps is no longer required the recommended

approach is to deactivate rather than un-install the product.

The process of deactivating Office Web Apps is as follows:

Deactivate the Office Web Apps feature on all site collections, the following Windows PowerShell commands can be used to automate the process

$webAppsFeatureId = $(Get-SPFeature -limit all | where {$_.displayname -eq

"OfficeWebApps"}).ID

Get-SPSite -limit ALL | foreach {Disable-SPFeature $webAppsFeatureId -url $_.URL}

Enable the OpenInClient feature on all site collections, the following windows PowerShell commands can be used to automate the process


{$_.displayname -eq "OpenInClient"}).ID

Get-SPSite -limit ALL |foreach {Enable-SPFeature $defaultOpenBehaviorFeatureId -

url $_.URL}

Delete the Office Web Apps service applications (Excel, PowerPoint and Word). The following Windows PowerShell commands can be used to automate the process. If the farm is running SharePoint Server 2010 Enterprise you may not want to delete the Excel Services Service Application as this may be being used for other purposes.

$spapp = Get-SPServiceApplication -Name "<Service application display name>"

Remove-SPServiceApplication $spapp

Stop the Office Web Apps services. To obtain a list of service instances on a server running the following Windows PowerShell command, this will need to be run on each server within the farm that is running any of the Office Web Apps services.

Get-SPServiceInstance | where {$_.Status -eq "Online"}

Note down the IDs for the Excel Calculation, Word Viewing and PowerPoint Service on each server and then running the following command on each server to stop the services.

Stop-SPServiceInstance -Identity <ServiceGUID>

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Troubleshooting Office Web Apps

Solutions to a number of common issues with Office Web Apps are documented in the following article –

Office Web Apps troubleshooting (Installed on SharePoint 2010 Products)

http://technet.microsoft.com/en-us/library/hh269604.aspx

A list of scenarios that require the Office client application can be found in the following article – Plan

Office Web Apps (Installed on SharePoint 2010 Products) http://technet.microsoft.com/en-

us/library/ff431682.aspx

http://technet.microsoft.com/en-us/library/hh269604.aspx

