Lists: Used, Abused and Underappreciated<br />Wes Preston – Senior Consultant<br />SharePoint Lists<br />
Outline<br />No Code Customization<br />Lists are used as the core of many things SharePoint but they are rarely used as w...
Wes Preston<br />Independent SharePoint Consultant<br />Based in Minneapolis, MN<br />https://www.idubbs.com/blog<br />Twi...
Lists (andLibraries)<br />Things to take away that you can use NOW <br />It’s all about raising the bar. The baseline for ...
Best Practice #1 – Training<br />Users don’t know the baseline capabilities of SharePoint lists and libraries<br />“What’s...
Training: Why<br />The Bottom Line – Users will be more effective<br />Realize the ROI of the SharePoint platform that you...
Training: Different Audiences<br />Executive:  <br />Understand the capabilities<br />Start to align business needs with s...
Training: Starter Topics<br />(These are just ‘list’ starter topics…)<br />2007 and 2010<br />Columns, Properties, Metadat...
Training: Options	<br />Have a Training Plan (governance)<br />Partners<br />Train the trainer<br />Online materials, prod...
Best Practice #2 - Use Columns and Views<br />Views provide a cleaner, more effective user experience<br />Effective views...
Columns and Views: Why<br />Default views, especially libraries are just like file shares – We can do better<br />List by ...
‘My’ Files and Items<br />Different reasons<br />Issues or Tasks Lists -> ‘My items’ that were submitted<br />Issues or Ta...
File Naming -> Properties<br />Don’t keep those crazy file naming conventions<br />“supermonthlyreport_April_2010.xlsx”<br...
Groups vs. Views<br />Different ways to display the same information<br />When to use each method is dependent on the spec...
Groups vs. Views<br />Straight up groups… <br />
Groups vs. Views<br />Separate Web Parts<br />
Groups vs. Views<br />Group By<br />Dates<br />Products<br />Departments<br />Can do sub-totals, etc…<br />Separate Web Pa...
Edit the current view<br />Available with List Views on pages<br />Use on pages to limit the number of views displayed for...
Folders<br />Users are comfortable with them<br />Views can be created to ignore folders<br />2010 allows default values b...
‘My’ Files (and ‘Flat’ folders)<br />
Best Practice #3: Intake List<br />Email sent to a single person is not scalable<br />Email sent to a group isn’t measurab...
Intake List<br />Can put a link from anywhere to ‘Add Request’ location<br />Can still be submitted via email<br />Can sti...
Intake List<br />
Intake List<br />
New Tidbits for Lists in 2010<br />External Lists<br />Multi-select items<br />Much easier to change the forms<br />
Recap: Best Practices<br />Set users up for success – Train them<br />Use Columns and Views<br />Replace the Email queue w...
Recap: Worst Practices<br />Don’t keep obnoxious file naming conventions<br />Don’t create long lists of views if Edit the...
References and Resources<br />Productivity Hub 2010http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID...
Minnesota SharePoint User Group (MNSPUG)<br />www.sharepointmn.com<br />Available via Live Meetings<br />Recordings and Pr...
Housekeeping<br />Please remember to submit your session evaluation forms after each session you attend to increase your c...
Thanks to Our Sponsors!<br />Gold Sponsors<br />Silver Sponsors<br />Raffle Sponsors<br />
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SharePoint Lists: Used, Abused and Underappreciated

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Delivered at the 4/30/2011 SharePoint Saturday event in St. Louis, MO

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SharePoint Lists: Used, Abused and Underappreciated

  1. 1. Lists: Used, Abused and Underappreciated<br />Wes Preston – Senior Consultant<br />SharePoint Lists<br />
  2. 2. Outline<br />No Code Customization<br />Lists are used as the core of many things SharePoint but they are rarely used as well as they can be. Learn the top tips and tricks for getting the most of your lists: How to build them smarter, how to display them more clearly, and how to use them in your environment for effectively. Also see how these practices evolve from 2007 to 2010.<br />
  3. 3. Wes Preston<br />Independent SharePoint Consultant<br />Based in Minneapolis, MN<br />https://www.idubbs.com/blog<br />Twitter: @idubbs<br />MVP – SharePoint Server<br />MCITP – SharePoint Administrator 2010<br />MCTS - SharePoint 2010, Configuration<br />MCTS - WSS 3.0 and MOSS Configuration<br />Author: SharePoint 2010 Six-in-One<br />
  4. 4. Lists (andLibraries)<br />Things to take away that you can use NOW <br />It’s all about raising the bar. The baseline for business-user and end-user knowledge is too low…<br />If you use SharePoint, these should be core concepts<br />Other concepts build on these for more robust solutions, dashboards, etc…<br />Also applies to the Cloud <br />SharePoint Online: BPOS, Office365*<br />
  5. 5. Best Practice #1 – Training<br />Users don’t know the baseline capabilities of SharePoint lists and libraries<br />“What’s a view?”<br />“What are properties?”<br />Too common of an issue<br />Easy to mitigate<br />BPC Survey Results: Less than 40% of organizations using formal SharePoint training is NOT going to work…<br />
  6. 6. Training: Why<br />The Bottom Line – Users will be more effective<br />Realize the ROI of the SharePoint platform that you’ve already implemented/invested in<br />Empowered users are happy users<br />The more they know, the less time they’ll take to manage<br />
  7. 7. Training: Different Audiences<br />Executive: <br />Understand the capabilities<br />Start to align business needs with solutions<br />Power Users: <br />Decision matrix – when to use which method<br />How do I do it?<br />All Users:<br />How to, tutorials, examples<br />Structured and unstructured training<br />On-demand<br />
  8. 8. Training: Starter Topics<br />(These are just ‘list’ starter topics…)<br />2007 and 2010<br />Columns, Properties, Metadata<br />Views<br />Alerts<br />New w/2010<br />Validation<br />Easier form management<br />Inline editing<br />
  9. 9. Training: Options <br />Have a Training Plan (governance)<br />Partners<br />Train the trainer<br />Online materials, products<br />Handout materials<br />Home-grown, BrainStorm, etc…<br />User groups, Brown bag sessions, Labs<br />Internal and regional<br />Newsletters, FAQS, Tips and Tricks…<br />
  10. 10. Best Practice #2 - Use Columns and Views<br />Views provide a cleaner, more effective user experience<br />Effective views rely on useful columns to filter and sort on<br />
  11. 11. Columns and Views: Why<br />Default views, especially libraries are just like file shares – We can do better<br />List by name, date, author<br />As libraries fill up, they’re just as confusing as file shares to navigate<br />Out of the box fields can be a step up<br />Modified date vs. Created date<br />Modified by vs. Created by<br />
  12. 12. ‘My’ Files and Items<br />Different reasons<br />Issues or Tasks Lists -> ‘My items’ that were submitted<br />Issues or Task Lists -> Items assigned to me<br />Doc Libs -> Items created, owned or last modified<br />
  13. 13. File Naming -> Properties<br />Don’t keep those crazy file naming conventions<br />“supermonthlyreport_April_2010.xlsx”<br />“Sales_Monthend_2009_09.xlsx”<br />Titles may not be indexed the way you think they are<br />Implement properties to replace them<br />If they’re strict, migration can be scripted<br />
  14. 14. Groups vs. Views<br />Different ways to display the same information<br />When to use each method is dependent on the specific scenario, but there are pros and cons that might help shape the decision<br />
  15. 15. Groups vs. Views<br />Straight up groups… <br />
  16. 16. Groups vs. Views<br />Separate Web Parts<br />
  17. 17. Groups vs. Views<br />Group By<br />Dates<br />Products<br />Departments<br />Can do sub-totals, etc…<br />Separate Web Parts<br />Status or Category<br />Display different fields depending on the group<br />Different controls if desired<br />Cleaner look – no goofy automatic headings<br />Can ‘fake’ headings with CEWP<br />
  18. 18. Edit the current view<br />Available with List Views on pages<br />Use on pages to limit the number of views displayed for the list<br />Better user experience<br />
  19. 19. Folders<br />Users are comfortable with them<br />Views can be created to ignore folders<br />2010 allows default values based on rules<br />Ease some user input<br />
  20. 20. ‘My’ Files (and ‘Flat’ folders)<br />
  21. 21. Best Practice #3: Intake List<br />Email sent to a single person is not scalable<br />Email sent to a group isn’t measurable<br />Content submitted isn’t standardized<br />
  22. 22. Intake List<br />Can put a link from anywhere to ‘Add Request’ location<br />Can still be submitted via email<br />Can still be notified by email<br />Tasks can be assigned<br />Mitigates single person issue<br />More structured than email<br />Can use Views!! <br />More options for automation<br />Metrics are easier to capture<br />
  23. 23. Intake List<br />
  24. 24. Intake List<br />
  25. 25. New Tidbits for Lists in 2010<br />External Lists<br />Multi-select items<br />Much easier to change the forms<br />
  26. 26. Recap: Best Practices<br />Set users up for success – Train them<br />Use Columns and Views<br />Replace the Email queue with a list<br />
  27. 27. Recap: Worst Practices<br />Don’t keep obnoxious file naming conventions<br />Don’t create long lists of views if Edit the current view can be used<br />Don’t use item-level permissions unless needed<br />Don’t display every column in every view<br />Avoid the document library list view or educate around it <br />
  28. 28. References and Resources<br />Productivity Hub 2010http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=4aaa9862-e420-4331-8bc3-469d7bae0ff1<br />BrainStorm quick cardshttp://www.brainstorminc.com/for-business/train-by-type/quick-start-cards/microsoft/sharepoint-2007.aspx<br />
  29. 29. Minnesota SharePoint User Group (MNSPUG)<br />www.sharepointmn.com<br />Available via Live Meetings<br />Recordings and Presentations<br />2nd Wednesday of every month<br />9:00 AM Central Time<br />
  30. 30. Housekeeping<br />Please remember to submit your session evaluation forms after each session you attend to increase your chances at the raffle<br />Follow SharePoint Saturday St. Louis on Twitter @spsstl and hashtag #spsstl<br />
  31. 31. Thanks to Our Sponsors!<br />Gold Sponsors<br />Silver Sponsors<br />Raffle Sponsors<br />

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