IT Unity - Tips and tricks to help move your SharePoint users away from file shares

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SharePoint is a powerful platform with a rich set of document management features that your team can use out-of-the-box. You can use folders, custom metadata, managed metadata and document sets. The big question is: what to use when? It’s not always easy to answer this question. Office 365 MVP Jasper Oosterveld shares useful and insightful tips and tricks learned in the field to structure documents with the out-of-the-box document management features. If your organization is moving from traditional file shares where everyone stores documents in mapped drives and on local hard drives and you want your team to take advantage of much better document management features in SharePoint, you’ll learn about how to make that transition in this webinar. This webinar concludes with a real-word story about an asset manager in the Netherlands working for the first time with SharePoint document libraries instead of file shares.

Technology

Tips and Tricks
to Help Move
Your SharePoint
Users Away
from File Shares
IT 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

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

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
Enable Metadata
Navigation

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

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

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

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

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

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

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

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
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
Folder structure

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Documents
without folders

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

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
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

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
Project Portal

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Create at top site
collection level

Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
More site collections:
Use Content Type Hub

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

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