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Office 365 Saturday 2013 - A guideline to structure your documents in SharePoint Online 2013
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Transcript of Office 365 Saturday 2013 - A guideline to structure your documents in SharePoint Online 2013
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Welcome to Office 365 Saturday
Europe
#O365EUHosts: Matthew Hughes & Rene Modery
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SharePoint Online 2013A guideline to structure your documents
with Jasper Oosterveld
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Introduction
Other advantages of SharePoint
Structure content with SharePoint
Facts about the cloud
Document Content Types
Questions
Talking points
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Who is Jasper?
32 years old
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@SharePTJasper
SharePoint Consultant
Public speaker
tomorrow’s IT, today
http://nl.linkedin.com/in/jasperoosterveld
http://www.jasperoosterveld.com/
Work and SharePoint Community
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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!
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File Shares & Documents?
Versioning
Custom metadata Offline access
Custom permissions
Restore deleted documents
Folder structure and new users
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Facts about versions
First time createdUpload
document with same name
Change of the properties
Open, edit or save
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What about co-authoring?
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Does it work?
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More control?
Enable require check out No co-authoring!Results in
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How to structure and store documents?
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SharePoint to the rescue!
FoldersCustom metadata
&Views
Managed metadata Document Sets
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Folders in SharePoint? Maybe…
Archive Migration
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So use folders?
Unfriendly navigation
Duplication of documents
Undermines Search results
Time consuming to switch
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But!
Pro
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Demo
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Tips
Don’t use folders! Use Quick Edit
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Custom metadata & views
Flexibility Improve Search results
Filter content Group by
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Demo
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Scenarios
Team documents Meeting documents
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Tips
Structure before uploading
Create additional views
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Managed Metadata
Taxonomy
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Managed Metadata
Taxonomy Folksonomy
Consistent use of metadata Term suggestions
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Disadvantages
Confusing permission structure
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Disadvantages
Confusing permission structure
Managers/Contributors
Owner
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Disadvantages
Confusing permission structure
Merging termsNo datasheet view support
SP2010
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Disadvantages
Merging terms
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Disadvantages
Confusing permission structure
Add new terms
Merging terms
Export to Excel
No datasheet view support
SP2010
No export
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Export to Excel
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Demo
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Tips
Reuse terms: Be careful!
Pin term with children
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Document Sets
Looks like a folder! Welcome page
Custom metadata & view Workflow
Permissions
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Minor issues
Issues with RMWelcome page per content type
Versioning not on content
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Annoying
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Demo
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Scenarios
Projects and dossiers
Replace deep folder structure
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Tips
Shared Columns Dedicated view
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Other advantages with document libraries
Office Web Apps&
Co-authoring
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Co-authoring: New and improved!
Office Web Apps&
Co-authoring
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Other advantages with document libraries
Office Web Apps&
Co-authoring
Workflow Site columns & content types
Search bar
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What is a document content type?
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Content types advantages
Unique metadata
Policies
Document template
Re-use
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Tips
Site Collection No space in display name
Content Type Hub
Never change default content
types!
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Annoying!
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Site columns advantage
Re-use Extra types available
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Site columns advantage
Extra types available
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Limitations of the Cloud
Managed Properties
& Refinement Panel
Timer Job & Taxonomy
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It all comes down to these two things:
Training Governance
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Roadmap
http://technet.microsoft.com/en-us/library/cc261933.aspx
The planning process
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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
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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
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Thanks for Attending
Office 365 SaturdayEurope