This is a continuum of our SharePoint Workshop Part 1

 

How can you plan to migrate scattered file shares, emails, and local disks to OneDrive in SharePoint Online?

Using the Windows file explorer option is typically not the ideal method for migrating huge amounts of data to SharePoint Online and OneDrive. If you try it, you’re likely to find files that are incompatible due to file sizes, file naming issues, and the directory paths.

A simpler method is to use the Office 365 Import Service that allows document migration to SharePoint Online and OneDrive. In order to do this, you first prepare your content from your existing file system using the preparation tool.

Once this is done, navigate to the Import tab within the Office 365 Admin tool and select “Upload your data over the network”. You also have the option to copy data to physical drives and ship them. The mailing address is listed within the office 365 Admin Center.

 

What is the best way to organize documents in SharePoint?

SharePoint users have the ability to organize their data using columns, folders, and metadata. It is also possible to combine these approaches for greater results.

SharePoint is flexible in allowing you a variety of ways to organize documents. When done correctly, this can be a powerful way of organizing your information. Unfortunately, when used incorrectly, it can lead to frustrated users that are not able to find their documents and ultimately slow SharePoint adoption. This is why it’s critical that you get your document organization correct in SharePoint.

 

Folders

Many organizations use folders because they’re familiar with the paradigm. One big downside to using file folders in SharePoint is the upkeep. Documents are frequently moved to different folders in order to be reclassified. However, maintaining several levels of folders can be confusing for users, making it easy for documents to be misfiled or redundant information to be stored.

 

Columns

Another approach is to organize your SharePoint documents with columns. You do this by creating the SharePoint columns within Document Libraries. You can have a variety of column types and can apply them to each document as it is uploaded.

Columns make it easier for users to organize, filter, and sort content. You simply reorganize your documents by editing the columns, which means you no longer have to physically move them from one folder to another in order to reorganize.

 

Some limitations include:

  • Columns do not allow permission control
  • Over time, your organization can still get redundant documents or have unneeded columns that are added by users

You can combine columns and folders to have a hybrid approach. This gives you permission controls at a folder level along with the filtering, searching, and sorting of columns.

 

Managed metadata

The managed metadata approach relates keywords to documents. The difference is that users are not able to create their own metadata (unless they’re given specific access to it). This allows organizational terms to be managed by an administrator.

Because this is managed for an entire company, it requires a more structured approach to document organization.

 

Some advantages of managed metadata include:

  • Better searching and filtering
  • Better organization and standardization across your content
  • Centralized term management

 

Some disadvantages include:

  • An organization hierarchy must be created in advance
  • Ongoing work is required to maintain the managed metadata
  • Users have to learn how the data is organized using document management controls
  • Some content types don’t work well with metadata

 

 

The workshop was a great experience!

We had a lot of fun sharing our knowledge of Sharepoint at this workshop. Everyone came away with something that they can take back to their organization and use it to improve their Sharepoint implementation.

Please let us know in the comments below if you have a question about how you can make the most out of Sharepoint Online and OneDrive.

 

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