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A guideline to structure your documents in SharePoint Online 2013. Learn how to work with the SharePoint features to structure your documents in document libraries.
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Welcome to Office 365 Saturday
Europe
#O365EUHosts: Matthew Hughes & Rene Modery
SharePoint Online 2013A guideline to structure your documents
with Jasper Oosterveld
Introduction
Other advantages of SharePoint
Structure content with SharePoint
Facts about the cloud
Document Content Types
Questions
Talking points
Who is Jasper?
32 years old
@SharePTJasper
SharePoint Consultant
Public speaker
tomorrow’s IT, today
http://nl.linkedin.com/in/jasperoosterveld
http://www.jasperoosterveld.com/
Work and SharePoint Community
Storing my documents? In folders of courseLove! Love! Love!I love my folders because I have been working with them for many years. Is there any other way to store my documents? Its so easy to use!
File Shares & Documents?
Versioning
Custom metadata Offline access
Custom permissions
Restore deleted documents
Folder structure and new users
Facts about versions
First time createdUpload
document with same name
Change of the properties
Open, edit or save
What about co-authoring?
Does it work?
More control?
Enable require check out No co-authoring!Results in
How to structure and store documents?
SharePoint to the rescue!
FoldersCustom metadata
&Views
Managed metadata Document Sets
Folders in SharePoint? Maybe…
Archive Migration
So use folders?
Unfriendly navigation
Duplication of documents
Undermines Search results
Time consuming to switch
But!
Pro
Demo
Tips
Don’t use folders! Use Quick Edit
Custom metadata & views
Flexibility Improve Search results
Filter content Group by
Demo
Scenarios
Team documents Meeting documents
Tips
Structure before uploading
Create additional views
Managed Metadata
Taxonomy
Managed Metadata
Taxonomy Folksonomy
Consistent use of metadata Term suggestions
Disadvantages
Confusing permission structure
Disadvantages
Confusing permission structure
Managers/Contributors
Owner
Disadvantages
Confusing permission structure
Merging termsNo datasheet view support
SP2010
Disadvantages
Merging terms
Disadvantages
Confusing permission structure
Add new terms
Merging terms
Export to Excel
No datasheet view support
SP2010
No export
Export to Excel
Demo
Tips
Reuse terms: Be careful!
Pin term with children
Document Sets
Looks like a folder! Welcome page
Custom metadata & view Workflow
Permissions
Minor issues
Issues with RMWelcome page per content type
Versioning not on content
Annoying
Demo
Scenarios
Projects and dossiers
Replace deep folder structure
Tips
Shared Columns Dedicated view
Other advantages with document libraries
Office Web Apps&
Co-authoring
Co-authoring: New and improved!
Office Web Apps&
Co-authoring
Other advantages with document libraries
Office Web Apps&
Co-authoring
Workflow Site columns & content types
Search bar
What is a document content type?
Content types advantages
Unique metadata
Policies
Document template
Re-use
Tips
Site Collection No space in display name
Content Type Hub
Never change default content
types!
Annoying!
Site columns advantage
Re-use Extra types available
Site columns advantage
Extra types available
Limitations of the Cloud
Managed Properties
& Refinement Panel
Timer Job & Taxonomy
It all comes down to these two things:
Training Governance
Roadmap
http://technet.microsoft.com/en-us/library/cc261933.aspx
The planning process
Resources
SharePoint 2010 Best Practices: Folders Not Necessarily Considered Evilhttp://social.technet.microsoft.com/wiki/contents/articles/8680.sharepoint-2010-best-practices-folders-not-necessarily-considered-evil.aspx
Folders vs. Metadata: 7 Questions to Assess the Best Method for SharePoint Securityhttp://www.hisoftware.com/why-hisoftware/thought-leadership/whitepapers/SharePoint-Security-Folders-v-Metadata-white-paper.aspx
Migrating file shares to SkyDrive Prohttp://blogs.technet.com/b/akieft/archive/2013/09/06/migrating-file-shares-to-skydrive-pro.aspx
Create and manage terms within term setshttp://office.microsoft.com/en-001/sharepoint-server-help/create-and-manage-terms-within-term-sets-HA101631581.aspx
Create and configure a new Document Set content typehttp://office.microsoft.com/en-001/sharepoint-server-help/create-and-configure-a-new-document-set-content-type-HA101782461.aspx
Document management related articleshttp://www.jasperoosterveld.com/search/label/Document%20Management
Resources
Versioninghttp://office.microsoft.com/en-001/office365-sharepoint-online-enterprise-help/how-does-versioning-work-in-a-list-or-library-HA102850396.aspx
Document collaboration and co-authoringhttp://office.microsoft.com/en-us/sharepoint-server-help/document-collaboration-and-co-authoring-HA101812148.aspxhttp://en.share-gate.com/blog/co-authoring-documents-sharepoint-2013
Document Set articles (Dutch)http://www.spcnl.nl/2013/11/een-upload-knop-in-een-document-set/http://www.spcnl.nl/2013/10/geef-een-document-set-een-individueel-plaatje/
Create SharePoint 2010 Managed Metadata with Excel 2010http://www.wictorwilen.se/post/create-sharepoint-2010-managed-metadata-with-excel-2010.aspx
Plan Document Management in SharePoint 2013http://technet.microsoft.com/en-us/library/cc263266.aspx
SharePoint Columns, Site Columns or Content Types?http://en.share-gate.com/blog/sharepoint-columns-site-columns-or-content-types
Thanks for Attending
Office 365 SaturdayEurope