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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
Clo...
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: 1...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Work and
community li...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
From file shares to
d...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Advantages of
team si...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Before
Launch?Demo Tr...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
After
Inventory Proto...
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
d...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Steps1. Create choice...
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
metada...
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
Navig...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Term Suggestions or
t...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Quick edit & Managed
...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Quick edit & Managed
...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Filter through
docume...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Steps1. Create term s...
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
repl...
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 fol...
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 catego...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Content type
“Content...
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
co...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
More site collections...
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 ...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Resources
Plan Docume...
Titel – Copyright Sparked B.V.Tips & Tricks to Help Move your SharePoint Users Away from File Shares
Contact details
www.j...
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

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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.

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

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

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