it unity - tips and tricks to help move your sharepoint users away from file shares
TRANSCRIPT
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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
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
File shares
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Folders? Old
me…
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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
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Work and
community life
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
From file shares to document libraries
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages of
team sites
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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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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
After
Inventory Prototype Launch!Demo Training
Rework
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Let’s get to
work!
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
What to do?
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Demo
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Create choice column
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Modify View
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Upload one
document
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Group
documents
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Create quick edit
view
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Quick edit multiple documents
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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
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Custom Column & View
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
What to do?
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Demo
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Create Term
Set
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Create managed
metadata column
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Modify view
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Enable Metadata
Navigation
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Term Suggestions or
taxonomy tree
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Quick edit & Managed
Metadata
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Quick edit & Managed
Metadata
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Filter through
documents
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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
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Term Store
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Super powered folders
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Looks like a folder
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Welcome page
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Metadata power!
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Metadata power!
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Multiple views
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Scenarios
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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
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
What to do?
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Demo
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Folder structure
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Documents
without folders
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Document
properties
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Default Column
Values
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Default Column
Values
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Modify View
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
New view: All
Folders
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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
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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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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages
Share
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Scenarios
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Project Portal
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Project Portal
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Project Portal
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Project Portal
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Create at top site
collection level
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
More site collections:
Use Content Type Hub
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
My two cents
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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
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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
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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
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Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Thanks!