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

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Jasper Oosterveld
Jasper Oosterveld

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.

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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 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 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 Modify view
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 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 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 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 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 Default Column Values
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 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 β€œContent 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 Advantages
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 Advantages
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 Advantages
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 Advantages
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 Project Portal
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 Project Portal
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 Thanks!

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

  • 1. 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
  • 2. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares File shares 
  • 3. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Folders? Old me…
  • 4. 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
  • 5. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Work and community life
  • 6. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares From file shares to document libraries
  • 7. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Advantages of team sites
  • 8. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Before Launch?Demo Training
  • 9. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares After Inventory Prototype Launch!Demo Training Rework
  • 10. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Let’s get to work!
  • 11. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares What to do?
  • 12. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Demo
  • 13. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Create choice column
  • 14. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Modify View
  • 15. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Upload one document
  • 16. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Group documents
  • 17. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Create quick edit view
  • 18. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Quick edit multiple documents
  • 19. 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
  • 20. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Custom Column & View
  • 21. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares What to do?
  • 22. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Demo
  • 23. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Create Term Set
  • 24. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Create managed metadata column
  • 25. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Modify view
  • 26. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Enable Metadata Navigation
  • 27. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Term Suggestions or taxonomy tree
  • 28. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Quick edit & Managed Metadata
  • 29. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Quick edit & Managed Metadata
  • 30. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Filter through documents
  • 31. 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
  • 32. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Term Store
  • 33. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Super powered folders
  • 34. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Looks like a folder
  • 35. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Welcome page
  • 36. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Metadata power!
  • 37. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Metadata power!
  • 38. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Multiple views
  • 39. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Scenarios
  • 40. 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
  • 41. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares What to do?
  • 42. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Demo
  • 43. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Folder structure
  • 44. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Documents without folders
  • 45. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Document properties
  • 46. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Default Column Values
  • 47. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Default Column Values
  • 48. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Modify View
  • 49. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares New view: All Folders
  • 50. 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
  • 51. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Content type β€œContent types enable you to organize, manage, and handle content in a consistent way across your sites” Office.com
  • 52. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Advantages
  • 53. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Advantages
  • 54. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Advantages
  • 55. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Advantages
  • 56. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Advantages
  • 57. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Advantages
  • 58. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Advantages
  • 59. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Advantages
  • 60. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Scenarios
  • 61. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Project Portal
  • 62. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Project Portal
  • 63. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Project Portal
  • 64. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Project Portal
  • 65. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Create at top site collection level
  • 66. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares More site collections: Use Content Type Hub
  • 67. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares My two cents
  • 68. 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
  • 69. 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
  • 70. 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
  • 71. Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares Thanks!

Editor's Notes

  1. Aantekeningen Afbeelding Wil je een andere afbeelding. Ga naar view/Slide Master en vervang de afbeelding. Text Titel: Vul titel in. Een woord dat de slide beschrijft Gegevens presentator: Vul je naam in.
  2. One metadata/taxonomy level
  3. Although custom metadata and views can get your pretty far in structuring your documents, there are situations when certain limitations kick in. For example, the choice column doesn’t support a taxonomy where you have multiple metadata layers. This is where SharePoint managed metadata steps in! This a column type that connects to the term store. The term store allows you to create a taxonomy.
  4. One metadata/taxonomy level
  5. Although custom metadata and views can get your pretty far in structuring your documents, there are situations when certain limitations kick in. For example, the choice column doesn’t support a taxonomy where you have multiple metadata layers. This is where SharePoint managed metadata steps in! This a column type that connects to the term store. The term store allows you to create a taxonomy.
  6. One metadata/taxonomy level