05052015091520
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This document provides an introduction and overview of SharePoint lists and libraries. It introduces Jamie McAllister, a SharePoint MVP, and Rob Latino, a Program Manager at Office 365 Support. The document outlines the topics that will be covered, including managing SharePoint Online documents and lists, setting expectations for the session, and provides a high-level overview of lists and libraries. It also previews demonstrations of creating and organizing libraries and documents.
05052015091520
- 1. Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support
- 2. Meet Jamie McAllister | @JMcAllisterCH • Solution Architect, Logistics Company – Architect, Developer and Trainer focused on SharePoint – SharePoint Server MVP since 2013 – Speaker at various SharePoint and Cloud oriented events – Organizer of SharePoint User Group Switzerland (www.sugch.org) – Worked on solutions for clients in a wide variety of industries such as Nestle, Walmart, Kellogg, and The United Nations – http://www.the-north.com/sharepoint for his blog – www.youtube.com/JamieMcAllisterMVP for tutorial videos
- 3. • • •
- 4. Course Topics Manage SharePoint Online Documents and Lists 01 | Introduction 02 | What are Lists and Libraries? 03 | Organize your libraries 04 | Working with documents 05 | Further Topics
- 5. Setting Expectations • This is for End Users and Site Owners that want to get the most out of their SharePoint content! • Overview of the Fundamentals • Deeper understanding you need to take things further • Demo oriented • This session will send you to the top of the class!
- 6. 01 | Introduction Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support
- 7. Why use Lists and Libraries? • Problems collaborating & sharing information with colleagues • Bulging email boxes • Difficulties finding information you need • Getting lost navigating complex folder structures in file shares • Losing valuable knowledge when a team member moves on • Uncertainty about which document is the latest version
- 8. 02 | What are Lists and Libraries? Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support
- 9. • Definition and brief overview of types of List • DEMO: A look at Lists • Creating document libraries and a look at settings • DEMO: Create a Document Library and upload content Module Overview
- 10. Lists Overview • Virtually all SharePoint content is stored in lists • Lists Allow; – Multiple Views (for varied sorting, filtering, grouping) – Validation – Content Approval – Item Versioning (Major Versions only) – Relationships between lists – Integration with MS Office
- 12. Library Overview • Are essentially a special type of list • Each item in the list is associated with a "document" – These are not just Office documents, they can be of many types • Columns in Library are referred to as tags, properties, or meta-data • Libraries Support everything that Lists do plus; – Check in/out – Major and Minor versions
- 14. 03 | Organize your libraries Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support
- 15. • Views, Metadata and Folders • DEMO: Add metadata to get more out of your content Module Overview
- 16. Finance Folder Based Collaboration File share Forecasts SalesHR DocumentsDocumentsDocuments Forecast.docx ForecastA.docx ForecastB.docx My Complaints List Versioning Collaboration Security Search Sharing Links Quality Control
- 17. Views and Metadata • Views provide the real power of SharePoint Libraries • Metadata aids Search and Views • Folders can organize content but show extreme caution
- 19. 04 | Working with documents Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support
- 20. • Add or create content documents • Quality control (checkout, approval, versioning) • DEMO: Alerts Module Overview
- 21. Reader Primary Role: •Consumes Company Info SharePoint Rights: Read, Search, Print Docs & Pages Some Introductions… Contributor Primary Role: •Author Business Information SharePoint Rights: Create & Edit Documents & Pages Approver Primary Role: •Review and Approve Content SharePoint Rights: Approve Documents and Pages
- 22. The Publishing Process Word Draft Draft V0.1 Contributor A Published Published V1.0 Approver Reader Contributor B Word Draft V0.2 Contributor A Awaiting Approval Draft V0.2 PUBLISH!! Draft V0.2APPROVE!!
- 23. Quality Control • Check in/out • Major and Minor versions • Version Retention (Limit it!) • Quality Control is optional. The above can be turned off!
- 25. 05 | Further Topics Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support
- 26. • A word on security • Data Management • Many other features! Module Overview
- 27. A word on security • SharePoint Online has a powerful security model • Permissions can be granted via; – Users – Groups • Permissions can be granted on; – Sites – Libraries – Folders – Documents
- 28. Data Management • Terms to have on your radar; • Content Types (“A Template for Tagging”) • Document Sets (“Folders with Properties”) • Limitations
- 29. Many other features! • Metadata Navigation • Filters • Workflow • Validation • Retention Policies • Audiences • Office Integration
- 30. Summary • Lists and Libraries are essential to effective use of SharePoint Online • Metadata and Views allow your content to scale • Many quality control features exist such as; – Check In/Check Out – Versioning – Approval • This session scratches the surface, there are many further excellent features to explore…
- 31. ©2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, Office, Azure, System Center, Dynamics and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
Editor's Notes
- #2: 1
- #7: 6
- #9: 8
- #11: What are some good uses for Lists?
- #13: So Libraries are used to store documents but lists aren’t? If a Document is Checked Out how can you tell? If I check out a document by accident what can I do? Will I lock my colleagues out of the file?
- #14: Create Library Single File Upload Multi File Upload Action Menu and Ribbon brief description
- #15: 14
- #17: File-shares categorise information through folder location in a hierarchy. Documents have to be moved to be re-categorized. Search works on very few pieces of information and easily finds many duplicate names in results. Version is usually done through manual copying of files. Collaboration is difficult – easy to overwrite others changes. Security can be cumbersome to manage. Backup is not guaranteed. Sharing links is possible, but these break if a file is moved. Retention policies can only be enforced manually, hence content tends to stay forever regardless of relevance.
- #18: Why can’t I just organize everything in Folders? Isn’t adding metadata tiresome for users? What do Views give me?
- #20: 19
- #22: How does someone become an Approver?
- #23: Where does the document move to when the approval steps are taking place? If a document is Published in error can it be reverted? If a document is never published what does the Reader see? If a Minor Version gets edited when it’s v0.99 then it has to become a major version next right?
- #24: Why should I want Check Out to be enabled? If I don’t enable Checkout what happens? Can Versioning cause any issues? Do I enable versioning and approval for all content?
- #26: 25
- #28: What can’t you set permissions on? (Views and Columns) This looks like I could have different permissions on items in the same library? How would that work?
- #29: Content Types allow standardization of tagging across the business for important classification Document Sets overcome many limitations of Folders by allowing rich tagging at the folder level The limitations around viewing of greater than 5000 documents at a time in a View can be overcome via Views filtering on metadata, and use of Document Sets or Folders.
- #30: Navigation Filters Workflow Validation Retention Policies