Microsoft Virtual Academy Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support

Meet Jamie McAllister 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 ( –Worked on solutions for clients in a wide variety of industries such as Nestle, Walmart, Kellogg, and The United Nations – for his bloghttp:// – for tutorial videoswww.youtube.com/JamieMcAllisterMVP

Meet Rob Latino Program Manager in Office 365 Support organization for over 4 years Certified in Office 365 Administration Involved in the Office 365 community and technical content management

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

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!

Microsoft Virtual Academy 01 | Introduction Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support

Why use Lists and Libraries? Problems collaborating & sharing information with colleagues Bulging 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

Microsoft Virtual Academy 02 | What are Lists and Libraries? Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support

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

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

A LOOK AT LISTS Demo

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

CREATE A DOCUMENT LIBRARY AND UPLOAD CONTENT Demo

Microsoft Virtual Academy 03 | Organize your libraries Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support

Views, Metadata and Folders DEMO: Add metadata to get more out of your content Module Overview

Finance Folder Based Collaboration File share ForecastsSalesHRDocuments Forecast.docx ForecastA.docx ForecastB.docx My Complaints List Versioning Collaboration Security Search Sharing Links Quality Control

Views and Metadata Views provide the real power of SharePoint Libraries Metadata aids Search and Views Folders can organize content but show extreme caution

ADD METADATA TO GET MORE OUT OF YOUR CONTENT Demo

Microsoft Virtual Academy 04 | Working with documents Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support

Add or create content documents Quality control (checkout, approval, versioning) DEMO: Alerts Module Overview

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

The Publishing Process Word Draft V0.1 Contributor A Published V1.0 ApproverReaderContributor B Word Draft V0.2 Contributor A Awaiting Approval Draft V0.2 PUBLISH!! Draft V0.2 APPROVE!!

Quality Control Check in/out Major and Minor versions Version Retention (Limit it!) Quality Control is optional. The above can be turned off!

ALERTS Demo

Microsoft Virtual Academy 05 | Further Topics Jamie McAllister | SharePoint MVP & Solution Architect Rob Latino | Program Manager in Office 365 Support

A word on security Data Management Many other features! Module Overview

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

Data Management Terms to have on your radar; Content Types (“A Template for Tagging”) Document Sets (“Folders with Properties”) Limitations

Many other features! Metadata Navigation Filters Workflow Validation Retention Policies Audiences Office Integration

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…

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