When you start using SharePoint everyone says, "Don't use folders." If that is true, how do we organize and find our stuff we put into SharePoint? Metadata. In this session we will explore what metadata is, how to use it, and how to get our co-workers to use it. Recreate this demo when you get back to the office to win your users over to the metadata side. This demo works in SharePoint 2007, 2010 and 2013. Key Take Aways: •What is metadata •When to use metadata •Choices for metadata •When to use folders

1. METADATA RULES. FOLDERS DROOL
SharePoint Saturday Twin Cities

2. HOUSE KEEPING
 Complete session evaluations in Guidebook
 Decks will be posted. Be patient.
 Complete Vendor Bingo to win cool prizes
 Thank the Sponsors & Volunteers
 Have Fun!
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3. Thank you #SPSTC
sponsors!

4. WHAT WILL WE DO?
How to explain metadata to the average user
Tips and tricks to create a metadata structure for
SharePoint apps
The three key uses for folders in SharePoint
Demo
– Why metadata is better than folders
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…sometimes

5. TAMARA BREDEMUS
• SharePoint since 2008
• Solution Architect, Trainer, Blogger
• Code Free
• Find Me
• @TamaraBred
• HeyTamara.com
• Tamara.Bredemus@rbaconsulting.com

6. HOW TO EXPLAIN METADATA
TO THE AVERAGE USER
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7. METADATA
Data about data
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8. TRY THIS
Describe this image
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10. WHAT IS METADATA
It is how we describe something

11. WHAT IS METADATA
It is how we describe something

12. DESCRIBE THIS…
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13. TIPS AND TRICKS
TO CREATE A METADATA STRUCTURE
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14. ALREADY USING
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Contracts
2013 2012 2011 2010
Client A
Client B
Client C
Client D
Client E
Client F
Client A
Client B
Client C
Client D
Client E
Client F
Client A
Client B
Client C
Client D
Client E
Client F
Client A
Client B
Client C
Client D
Client E
Client F

15. ALREADY USING
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Contracts
Client A Client B Client B Client C
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
2013

16. ALREADY USING
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17. ALREADY USING
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18. ALREADY USING
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19. ALREADY USING
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20. ALREADY USING
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22. USER DEFINED METADATA
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23. USER DEFINED METADATA
Display Name Internal Name Type Choices Notes
Date Date Date & Time Date Only
Type of Document TypeOfDocument Choice Budget
Contract
Minutes
NDA
Could be Managed
Metadata
Status Status Choice WIP
Final
Approved
Signed
Proceed each status
with a number to
allow for sorting
Version OOB Display in view
Client Client Lookup Lookup to client list
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24. METADATA ADVANTAGES
Categorize
Filter
Sort
Group
Search
Short URL
Required fields

25. METADATA DISADVANTAGES
It’s new and different
Too many fields
No security based on metadata
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26. 3 KEY USES FOR FOLDERS
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27. ADVANTAGES
Security
Keep items in view under 5K
Different views

28. DISADVANTAGES
Long URLs
Difficult to navigate
No filtering
No sorting

29. DEMO
Get Your Users Excited About Metadata
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http://heytamara.com/2013/11/21/metadata-
rules-folders-drool-demo-in-sharepoint-2013/

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31. Pictures of animals
Two SharePoint libraries
– Folder Library
– Metadata Library
WHAT YOU WILL NEED
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32. Pictures of animals
Two SharePoint libraries
– Folder Library
– Metadata Library
Why animals and not actual
documents?
WHAT YOU WILL NEED
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33. Pictures of animals
Two SharePoint libraries
– Folder Library
– Metadata Library
Users will get hung up on
vocabulary.
WHAT YOU WILL NEED
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35. Show benefit of metadata
Use metadata
Use choices
7 2 fields
Only fields that will be used
Folders for security
Folders for large views
RECOMMENDATIONS
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Add metadata within folder

36. QUESTIONS
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37. THANK YOU
Tamara Bredemus
SharePoint Consultant
RBA, Inc.
Tamara.bredemus@rbaconsulting.com
@TamaraBred
HeyTamara.com
P:37 Images purchased from depositphotos.com