How to Organize Files in SharePoint | Find Files Quickly with SharePoint Document Storage Lists

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SharePoint doesn't just replicate your organization’s old server, it provides an opportunity to restructure how your company stores and organizes documents. With intentional planning, you can set up your SharePoint experience proactively to make file storage cleaner, easier to navigate, and more secure.
During this session with Mytech Partners, explore the fundamental differences between SharePoint and traditional file servers. You'll also learn to:
-How to organize files and structure your SharePoint document library
-Build and organize an intuitive file structure in SharePoint to amplify your organization’s work
-Filter to search an entire file library quickly and easily
-Use metadata to avoid endless redundant subfolders
For more information, visit: mytech.com/mic...
Additional Resources:
blog.mytech.co...

Опубликовано:

27 сен 2024

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Комментарии : 39

@CharliewatII Год назад

Based on the tens of thousands of videos over multiple years of people trying to explain Teams vs Shareponit features, should be a sign to Microsoft.

@brandonzumwalt9116 Год назад

Very well done Nate, thanks for your work.

@fbifido2 4 месяца назад

What if our users never ever use any of Microsoft web apps. only the desktop apps?

@mikewashington4188 2 года назад

How would you perform a free form search of pdf, word, or text files to find a particular string? Thanks 😊

@csatola 2 года назад

Great video. Thanks for publishing it! It gave me some ideas as we consider rolling out SharePoint document libraries.

@MytechPartners 2 года назад

Glad it was helpful!

@benjenkins2415 Год назад

Good video. Thanks for sharing. And, Traction is a great book!

@carlosg218 Год назад

Great information! What happens with company template when the owner of the sharepoint site leave the company?

@famkis8680 Год назад

Yeah, meradata/tag-based file organization is smooth, but what if your file server contains half a million files organized in 100.000 folders? There's no way to assign whatever tags you might come up with to all those files. So what do you do, other than just moving everything as is over to SharePoint?

@RogueVeggie 6 месяцев назад

if you have any organization type to point to, such as file naming convention, you can use that as keywords/metadata. Then, a feature that regularly gets overlooked is Column Default Values. 1, create your keyword columns and folders to match the content you'll move into it. 2, go into the library settings. 3, look for Column Default Values. 4, In there you can set the default value for your keyword columns for each folder. 5, copy your files into the appropriate folder and each file will automatically be tagged with your selected metadata. After that, if you need to move the file elsewhere and the new location has the same keyword structure, the files will maintain their metadata as long as there is not a column default value set for the new location on the same keywork columns. Another option I also like to use is the Enterprise Keywords column. In place of or with the individual keyword columns. It reduces the number of columns I need and any new keywords I enter are automatically available for others to use when they add a document.

@JohnQ85 Год назад

My columns added are not showing up in the Filter button, what may cause?

@dianewinter3060 Год назад

I have employee folders and subfolders for specific documents to be placed. I also have some documents that don’t need a sub folder at this time. How can I make those documents be at the top

@MytechPartners Год назад

HI Diane - sorry for the late reply. I am not sure I 100% understand what you are trying to accomplish? If you are trying ensure that certain documents are always at the top of your list, I would recommend creating a meta data filed, and then filtering by the field so they can be listed at the top. For example.... if you had a tag that was "frequently used" you can then set a filter to have anything tagged "frequently used" at the top. Ultimately by adding meta date to files, you somewhat break the traditional thinking of filtering through rows and rows of files. You use filters to only show files that have specific data... so it is easier to find. If you have any other questions, please let me know. And I hope that is helpful.

@ajbrowning1 Год назад

Since documents are typically sorted alphabetically, my team sometimes adds a special character (usually an underscore) to the beginning of the naming convention, which then bumps that file to the top. Hopefully this can help in your case, best of luck!

@rickballard3986 Год назад

What is your suggestion for uploading folders that are up to 2GB in size?

@cydmansg1979 Год назад

uploading 2gd size of document or a folder is doable from the browser but if you encountering an issue, you may try to explore ShareGate application.

@LOV111VOL_ 29 дней назад

take lov111vol my friend? and love me

@MartinaDege 2 месяца назад

I hate sharepoint! I cannot find anything on it! This flagging does not work, plus you cannot make a diffrence between personal and company-wide flags. Before that I would just link to a folder if I needet it for a specific Tasks. Now I have to safe all the stuff in my personal cloud, because otherwise I will never find it again. Plus I have to go trouhg diffrent folders again and again, because you cannot open multible folders. It sucks big time! Others pin documents to chats because it is not possible to find anything. That Flagging thing sound nice, but then you need a company that knows how to use it and users who aply the rules.

@LOV111VOL_ 29 дней назад

ok the really answear is: try lov111vol after 1 minute it works on windows :)

@TheKarout12 7 месяцев назад

1st 10 minutes is boring then after there is too many irrelevant comments that make it boring to continue watching

@MytechPartners 7 месяцев назад

Thank you for your feedback @TheKarout12

@LOV111VOL_ 29 дней назад

try lov111vol after 1 minute it works on windows :)

@bjornholmgren1580 2 года назад

Thanks for sharing. It's hard to rethink and think out of the box, when working with files and folder structures for decades.

@MytechPartners 2 года назад

So true!

@esthercraft 5 месяцев назад

What is simple way for MS Teams Owner set up this views to find similair documents from multiple Document Libraries under the same MS Teams Sharepoint. Eg; Reports which is kept in different Document Libraries, as seperate document libraries for different department and each of them has their own reports. I want to pull out all files tag reports across the multiple Document Libraries under same MS Teams Sharepoint

@slashfear Год назад

very very very very great information. So well organized and unique to what is typically available. Thank you.

@gavinfridell6349 29 дней назад

Awesome video!

@AFCToolCompany Год назад

excellent presentation and I like the way you explain it all !

@alekseykasatkin4100 3 месяца назад

Just Crazy Awesome Content! So clearly put out and explained.

@lgarvey2001 Год назад

We have document libraries and want to track usage but I was told that you can't get usage data with the document ID user downloaded. I find that very odd. They are telling is to join on file name. If the file changes, all the historical data means nothing. CAN you get the document ID into the usage data? I want to know when they downloaded the documents

@frankturner1859 6 месяцев назад

Wow! I have been intrenched in learning how to use SharePoint for my small company and although I learn something from each tutorial I review, yours finally made some sense to me. I was able to set up a test document library. We are a 3rd party management company that manages Senior Living Communities. And we have sets of docs (P&P, Forms, Best Practices, Agreements, HR, etc...for our core company but customizable to each client to recognize and acknowledge their differences. Your video was so helpful...thank you. I sat tonight and actually set up some documents with the metadata system and it makes so much sense. Do you folks offer any consulting outside of your region? We would certainly be interested in getting some guidance from you to avoid the bumps I am sure we will run into that you have already faced and resolved. I need to learn more about permissions? Either way, I am grateful that I found your video. Thank you.

@MytechPartners 6 месяцев назад

Hi! So glad you found the information helpful! Yes we absolutely do consulting! Go ahead and send me an email at marketing@mytech.com - and I can get you some more information!