it unity - tips and tricks to help move your sharepoint users away from file shares

Tips and Tricks

to Help Move

Your SharePoint

Users Away from File SharesIT Unity

29th of April 2015

Jasper Oosterveld

Cloud Consultant &

Office 365 MVP

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

File shares

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Folders? Old

me…

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

New me

Bobby Chang: 10 Reasons to Avoid Folders in SharePoint

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Work and

community life

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

From file shares to document libraries

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Advantages of

team sites

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Before

Launch?Demo Training

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After

Inventory Prototype Launch!Demo Training

Rework

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Let’s get to

work!

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

What to do?

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Demo

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Create choice column

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Modify View

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Upload one

document

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Group

documents

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Create quick edit

view

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Quick edit multiple documents

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Steps1. Create choice marketing category column as

site column

2. Add to library

3. Rename to category

4. Modify view to use group by feature

5. Create quick edit view for bulk upload

6. Upload one document

7. Upload multiple documents and use quick edit

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Custom Column & View

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What to do?

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Demo

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Create Term

Set

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Create managed

metadata column

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Modify view

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Enable Metadata

Navigation

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Term Suggestions or

taxonomy tree

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Quick edit & Managed

Metadata

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Quick edit & Managed

Metadata

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Filter through

documents

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Steps1. Create term set within term group

2. Create category column as managed

metadata site column

3. Add to library

4. Create quick edit view for bulk upload

5. Apply metadata navigation

6. Upload one document

7. Upload multiple documents

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Term Store

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Super powered folders

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Looks like a folder

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Welcome page

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Metadata power!

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Metadata power!

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Multiple views

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Scenarios

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Folder structure

replacementDocument Library

Document Set

Managed Metadata

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

What to do?

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Demo

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Folder structure

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Documents

without folders

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Document

properties

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Default Column

Values

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Default Column

Values

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Modify View

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

New view: All

Folders

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Steps1. Create category column as site column

2. Attach to taxonomy

3. Add to library

4. Allow management of content type

5. Apply All Documents & All Folders view

6. Build folder structure

7. Apply default metadata

8. Apply unique permissions

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Content type

“Content types enable you to organize, manage, and handle content in a consistent way across your sites”

Office.com

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Advantages

Share

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Advantages

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Advantages

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Advantages

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Advantages

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Advantages

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Advantages

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Advantages

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Scenarios

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Project Portal

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Project Portal

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Project Portal

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Project Portal

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Create at top site

collection level

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More site collections:

Use Content Type Hub

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My two cents

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Resources

10 reasons to avoid folders in SharePoint

Overview of document management in SharePoint 2013

SharePoint 2010 Best Practices: Folders Not Necessarily Considered Evil

Create and manage terms within term sets

Create and configure a new Document Set content type

Document Management articles

How does versioning work

Document collaboration and co-authoring

Create SharePoint 2010 Managed Metadata with Excel 2010

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Resources

Plan Document Management in SharePoint 2013

SharePoint Columns, Site Columns or Content Types?

Moving mountains with SharePoint - Document Management with

SharePoint 2013

Content Types, Managed Metadata, and You

SharePoint Calculated Column Cheat Sheet

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Contact details

www.jasperoosterveld.com

www.facebook.com/sharepointjasper

@jasoosterveld

www.linkedin.com/in/jasperoosterveld

jasperoosterveld@hotmail.com

+JasperOosterveld

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares

Thanks!