Welcome to Office 365 Saturday

Europe

#O365EUHosts: Matthew Hughes & Rene Modery

SharePoint Online 2013A guideline to structure your documents

with Jasper Oosterveld

Introduction

Other advantages of SharePoint

Structure content with SharePoint

Facts about the cloud

Document Content Types

Questions

Talking points

Who is Jasper?

32 years old

@SharePTJasper

SharePoint Consultant

Public speaker

tomorrow’s IT, today

http://nl.linkedin.com/in/jasperoosterveld

http://www.jasperoosterveld.com/

Work and SharePoint Community

Storing my documents? In folders of courseLove! Love! Love!I love my folders because I have been working with them for many years. Is there any other way to store my documents? Its so easy to use!

File Shares & Documents?

Versioning

Custom metadata Offline access

Custom permissions

Restore deleted documents

Folder structure and new users

Facts about versions

First time createdUpload

document with same name

Change of the properties

Open, edit or save

What about co-authoring?

Does it work?

More control?

Enable require check out No co-authoring!Results in

How to structure and store documents?

SharePoint to the rescue!

FoldersCustom metadata

&Views

Managed metadata Document Sets

Folders in SharePoint? Maybe…

Archive Migration

So use folders?

Unfriendly navigation

Duplication of documents

Undermines Search results

Time consuming to switch

But!

Pro

Demo

Tips

Don’t use folders! Use Quick Edit

Custom metadata & views

Flexibility Improve Search results

Filter content Group by

Demo

Scenarios

Team documents Meeting documents

Tips

Structure before uploading

Create additional views

Managed Metadata

Taxonomy

Managed Metadata

Taxonomy Folksonomy

Consistent use of metadata Term suggestions

Disadvantages

Confusing permission structure

Disadvantages

Confusing permission structure

Managers/Contributors

Owner

Disadvantages

Confusing permission structure

Merging termsNo datasheet view support

SP2010

Disadvantages

Merging terms

Disadvantages

Confusing permission structure

Add new terms

Merging terms

Export to Excel

No datasheet view support

SP2010

No export

Export to Excel

Demo

Tips

Reuse terms: Be careful!

Pin term with children

Document Sets

Looks like a folder! Welcome page

Custom metadata & view Workflow

Permissions

Minor issues

Issues with RMWelcome page per content type

Versioning not on content

Annoying

Demo

Scenarios

Projects and dossiers

Replace deep folder structure

Tips

Shared Columns Dedicated view

Other advantages with document libraries

Office Web Apps&

Co-authoring

Co-authoring: New and improved!

Office Web Apps&

Co-authoring

Other advantages with document libraries

Office Web Apps&

Co-authoring

Workflow Site columns & content types

Search bar

What is a document content type?

Content types advantages

Unique metadata

Policies

Document template

Re-use

Tips

Site Collection No space in display name

Content Type Hub

Never change default content

types!

Annoying!

Site columns advantage

Re-use Extra types available

Site columns advantage

Extra types available

Limitations of the Cloud

Managed Properties

& Refinement Panel

Timer Job & Taxonomy

It all comes down to these two things:

Training Governance

Roadmap

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

The planning process

Resources

SharePoint 2010 Best Practices: Folders Not Necessarily Considered Evilhttp://social.technet.microsoft.com/wiki/contents/articles/8680.sharepoint-2010-best-practices-folders-not-necessarily-considered-evil.aspx

Folders vs. Metadata: 7 Questions to Assess the Best Method for SharePoint Securityhttp://www.hisoftware.com/why-hisoftware/thought-leadership/whitepapers/SharePoint-Security-Folders-v-Metadata-white-paper.aspx

Migrating file shares to SkyDrive Prohttp://blogs.technet.com/b/akieft/archive/2013/09/06/migrating-file-shares-to-skydrive-pro.aspx

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

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

Document management related articleshttp://www.jasperoosterveld.com/search/label/Document%20Management

Resources

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

Document collaboration and co-authoringhttp://office.microsoft.com/en-us/sharepoint-server-help/document-collaboration-and-co-authoring-HA101812148.aspxhttp://en.share-gate.com/blog/co-authoring-documents-sharepoint-2013

Document Set articles (Dutch)http://www.spcnl.nl/2013/11/een-upload-knop-in-een-document-set/http://www.spcnl.nl/2013/10/geef-een-document-set-een-individueel-plaatje/

Create SharePoint 2010 Managed Metadata with Excel 2010http://www.wictorwilen.se/post/create-sharepoint-2010-managed-metadata-with-excel-2010.aspx

Plan Document Management in SharePoint 2013http://technet.microsoft.com/en-us/library/cc263266.aspx

SharePoint Columns, Site Columns or Content Types?http://en.share-gate.com/blog/sharepoint-columns-site-columns-or-content-types

Thanks for Attending

Office 365 SaturdayEurope