O365

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

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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…

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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.