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


Folders? Old

me…


New me

Bobby Chang: 10 Reasons to Avoid Folders in SharePoint

http://www.slideshare.net/bobbyschang/10-reasons-to-avoid-folders-in-share-point-spsvb


Work and

community life


From file shares to document libraries


Advantages of

team sites


Before

Launch?Demo Training


After

Inventory Prototype Launch!Demo Training

Rework


Let’s get to

work!


What to do?


Demo


Create choice column


Modify View


Upload one

document


Group

documents


Create quick edit

view


Quick edit multiple documents


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


Custom Column & View


What to do?


Demo


Create Term

Set


Create managed

metadata column


Modify view


Enable Metadata

Navigation


Term Suggestions or

taxonomy tree


Quick edit & Managed

Metadata


Filter through

documents


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


Term Store


Super powered folders


Looks like a folder


Welcome page


Metadata power!


Multiple views


Scenarios


Folder structure

replacementDocument Library

Document Set

Managed Metadata


What to do?


Demo


Folder structure


Documents

without folders


Document

properties


Default Column

Values


Modify View


New view: All

Folders


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


Content type

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

Office.com

http://office.microsoft.com/en-001/sharepoint-server-help/introduction-to-content-types-and-content-type-publishing-HA101631493.aspx


Advantages

Share


Advantages


Scenarios


Project Portal


Create at top site

collection level


More site collections:

Use Content Type Hub


My two cents


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

http://www.slideshare.net/bobbyschang/10-reasons-to-avoid-folders-in-share-point-spsvb

http://technet.microsoft.com/en-us/library/cc261933.aspx

http://social.technet.microsoft.com/wiki/contents/articles/8680.sharepoint-2010-best-practices-folders-not-necessarily-considered-evil.aspx

http://office.microsoft.com/en-001/sharepoint-server-help/create-and-manage-terms-within-term-sets-HA101631581.aspx

http://office.microsoft.com/en-001/sharepoint-server-help/create-and-configure-a-new-document-set-content-type-HA101782461.aspx

http://www.jasperoosterveld.com/category/document-management/

http://office.microsoft.com/en-001/office365-sharepoint-online-enterprise-help/how-does-versioning-work-in-a-list-or-library-HA102850396.aspx

http://en.share-gate.com/blog/co-authoring-documents-sharepoint-2013

http://www.wictorwilen.se/post/create-sharepoint-2010-managed-metadata-with-excel-2010.aspx


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

http://technet.microsoft.com/en-us/library/cc263266.aspx

http://en.share-gate.com/blog/sharepoint-columns-site-columns-or-content-types

http://de.slideshare.net/Dodson65/moving-moutains-with-sharepoint

http://channel9.msdn.com/Events/SharePoint-Conference/2014/SPC226

http://blog.pentalogic.net/2011/05/sharepoint-calculated-column-cheat-sheet/


Contact details

www.jasperoosterveld.com

www.facebook.com/sharepointjasper

@jasoosterveld

www.linkedin.com/in/jasperoosterveld

[email protected]

+JasperOosterveld


Thanks!

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