SharePoint 2016 Metadata, Columns,Lists,Taxonomy and More
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SharePoint 2016 Metadata, Columns,Lists,Taxonomy and More

Take your skills to the next level by finally understanding how to structure SharePoint and use its many data objects
4.5 (89 ratings)
Instead of using a simple lifetime average, Udemy calculates a course's star rating by considering a number of different factors such as the number of ratings, the age of ratings, and the likelihood of fraudulent ratings.
2,431 students enrolled
Created by Dr. Luke Angel
Last updated 5/2017
Price: Free
  • 41 mins on-demand video
  • Full lifetime access
  • Access on mobile and TV
  • Certificate of Completion
What Will I Learn?
  • Understand the Basics Concepts of Working in SharePoint
  • Effectively Navigate a SharePoint Site
  • Become Knowledgable on SharePoint at a High Level
  • Learn the Difference between a sharePoint List and a SharePoint library
  • Learn Key SharePoint Terminology
  • Learn SharePoint taxonomy best practices
  • Understand Columns , Column Types, And Metadata
  • Understand the difference between sites and site collections.
  • Evaluating design choices
  • What a SharePoint Taxonomy is
View Curriculum
  • This is a intermediate course so you should have used SharePoint before
  • Signing up and playing with free instance is advised before starting this course

SharePoint can be an instrument to take your data records to the next level. The problem no explains the weird little bits. In this course, we are going to tackle how to implement a awesome taxonomy (aka a content categorization and storage schema), so you can design a long-lasting SharePoint site structure that will serve users well for years to come.

This course explains how to use different components that make the Sharepoint sites really sing. We will be going over metadata, folders, customized libraries and lists. We will build a maintainable SharePoint document and data management system. By The end of the course you will have design techniques that improve the ease of use, management, and maintenance of your SharePoint sites, and enhance search and site performance.

Themes include:

  • What is SharePoint categorization?
  • What the heck is metadata Making libraries
  • List vs Columns
  • Columns vs Folders
  • Get to know the little-known SharePoint Objects.
  • Utilizing metadata for prosper and fun
  • Making custom records
  • Working with Sites and Site Groups and what the difference is.
  • Proper SharePoint design
  • and much much more

The course is FREE what are you waiting for sign up.

Who is the target audience?
  • Anyone who has been using SharePoint and wants to take their skills to the next level
  • People who want to know the weird bits of sharepoint
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Curriculum For This Course
Getting started
1 Lecture 00:55
How To Structure Your Sharepoint Sites
2 Lectures 03:32

When designing a Sharepoint taxonomy,it is important to understand that several containersof content, can influence the usability,security, and governance of the design.Documents and data are stored inlibraries, lists, or folders.Libraries are used to hold documents or files,whereas lists are used to storea table of data.Similar to an Excel worksheet,with rows and columns,but web-based instead.Sharepoint sites hold multiple lists and librariesand are used to group or secure related information,such as documents for a project,or a business function like recruitment.Site collections are used to group or securea set of related sites.These too can be created for managing your projector a business function,sometimes they can even be createdfor a whole department.It is possible to create manysite collections within Sharepoint.And each site collection will have at least one route,or top label site.Additional sites or subsitescan be created below the route siteto form a hierarchy of sites.This hierarchy often defines the navigation

Containers Content 101

In order for users to find content efficiently,it needs to be categorized.Categorization of content in SharePointis implemented by using columns.Columns, also referred to as metadata,are added to lists and librariesso that documents can be categorized.You can add several columns to a list or library,and potentially all the columns can be used by usersto sort and filter out documents or data.Each list or library has several built-in columns.Commonly used ones include:who the documents or data was created byand the date it was created,as well as who last modified the documentand the modified date.There are also columns that show the current version numberof a document, and if a document was checked out,who it was checked out to.To categorize documents and data requiresadding custom columns to lists and libraries.We may want to record when a document was due for review,or to record the approval status of an expense claim.When creating custom columns, it is possible to choosethe type of data the column will store.

Content Categorization
Designing Share Point Site Structure
4 Lectures 11:13

Site Collections and Sites are important building blocks, or containers, when designing a SharePoint Taxonomy. And it is important to understand some high-level differences between them. Site Collections are simply containers with at least a root, or top level, Site. In an On-Premises SharePoint installation, Site Collections can be moved between databases. For example, a new Site Collection might be created every financial year to sort sales related information. Site Collections older than two years old, and therefore not in use, can be backed up and then configured to allow only read access. These older Site Collections could also be moved to a different SharePoint database which uses more cost-effective hardware as there wouldn't be a need for high performance equipment. Site Collections hold a hierarchy of Sites and the Sites hold the actual content, documents and data in libraries and lists. Both can be used to groups group and secure content based on requirements but there are other content, security, and policy considerations including administrative and management overhead that may lead you to use Site Collections over Sites.

Single Sites Vs Site Collections

Deciding when to use site collectionsrather than sites is critical when designinga SharePoint taxonomy.In general terms, both can be used to similar effectin grouping and securing related sets of information.However, in some cases you can simplifyoverall administration and minimize maintenance overheadby using site collections instead.Site collections are boundariesfor several types of settings.Each one of these areas needs to be consideredin light of your requirementsto see if they have a meaningful influenceon the design.Site collections have storage limitations.In on-premises installationsMicrosoft recommends a 100 gigabyte storage limit.This limit may vary based on thespecification of your backup hardware,the available backup window,or be influenced by recovery time objectives.Site collections in Office 365 SharePoint Onlinehave a one terabyte limit.If you need to define your own storage limitsthen you can define storage quotas.These can only be set for site collections.Often, managing permissions in SharePoint

Site Collections Deep Dive

When designing a SharePoint taxonomy, it isimportant to understand when to create sites.Sites are primarily created to segmentor partition smaller, but related,sets of content for the same group of users.Therefore, sites are content boundaries,and potentially security boundaries.Navigation can also be configuredwithin sites so that they don't appearto belong to the same site collection.The primary reason to create a site, is to storedocuments or data in multiple librariesand lists that serve a common purpose.That purpose may be for storing documentsrelating to a customer, or for managinga business process, such as sales refunds.It is also possible to define custom columnsfor the site, but generally, it is betterto create custom columns at the root siteof the site collection, so that those columnscan be used across all sites in the site collection.Often, the content stored in a site needsto be restricted to certain groups of users.This is when permission inheritanceis broken to provide a security boundary

Site Creation

It's always important to keep in mindhow users will navigate between sites and site collections,when designing a SharePoint taxonomy.Typically, site to site navigation within a site collection,is either automatic or easily managedthrough the site navigation settings.However, meaningful automatically generated navigationbetween site collectionsis not provided by SharePoint.It is possible for users to follow individual sites,but it is not easy for them to find a site collectionthat they have not visited before.There are a number of strategiesto overcome this particular problem.Firstly, SharePoint administrators can manage the linksthat appear under the sites linkat the top of a SharePoint page.Sites is a page that displays a listingof all the sites someone is following.It can also be configured to displaya set of centrally managed links.Each link can also be made to appearto only a specific group of users.Another way to resolve this issue,is to create a separate site collectionthat acts as a portal.

Navigation In Share Point
Document Management Strategies
5 Lectures 06:42

When deciding how to organize documents in the site,we could store all of the files in one libraryand then organize them within that libraryusing folders or columns.Alternatively, we could arrange all our documentsacross several libraries.In general, libraries have more settings availablethan folders do.There are many settings that you canonly define on libraries.For example, if you have different columnor metadata requirements for different documents,then you would need to create two libraries,each with different column configurations.Likewise with version settings.If documents require different versioning options,for example, some documents need approvaland others full-draft versions without approval,then two libraries would be needed.Libraries are also createdto control access to a particular group of documentsby breaking permissions inheritance.Permissions can also be managed using folders.But probably one of the most useful benefitsof using folders to organize documentsis that you can define default values for columns.

Libraries Vs Folders

Related documents can be organized in separate libraries,or in separate foldersin a single library.Libraries have many configuration settingsand if a set of documents need different settings,they will have to be placedin their own library.The most common library settingthat would potentially require a new library,or column, or metadata requirements.If documents need to be categorizedusing specific columns,then create a separate librarywith the appropriate columns.Metadata navigation is another settingspecific to a library.It provides a hierarchical navigation structureto the left of the libraryto filter and navigate through large sets of documents.Metadata navigation optionsare influenced by the columns available on a library.If documents require content approvalbefore being published to readers,or you need to maintain the version history of documents,then the versioning settin

Multiple Libraries

Columns are used for categorizing documents ina SharePoint library.It is important to understand why it isbeneficial to use them.Column values, or metadata, helps tofurther describe documents.When folders are used to categorize documents,a document can only be used in one folder at a time.And therefore, can only be in one category.Using multiple columns allows forcategorizing documents in several ways,despite the documents being ina single folder or library location.This metadata then assists in filtering,sorting, and grouping documents inlibrary views and metadata navigation.Ultimately helping users to find documents.SharePoint Search, once configured,can be used to locate documents withthe same attributes across many sitesand site collections too.

How Metadata And Columns Work Together

Quiz 1
4 questions

Using columns to categorize documentscan be very useful to users, especiallywhen they need to find documents.However, there are a few issues to be aware ofand points to consider before adding columnsto every library in every site.A common problem is that of addingtoo many columns to a library.Too much metadata places a burden on the user,as they have to fill in the column valueswhen uploading or updating documents.And in some cases, will end upnot filling in the information,especially if they cannot see a benefit.Another issue is that, in some scenarios,users will not be prompted by SharePointto fill in the column values.This happens, for example, when usingthe web browser to drag and drop filesinto a library, or, if using OneDrive,to sync libraries to your computer.This leads to files not being checked in,and therefore, updates will not be visible to other users.As a guide, only add columns to libraries thatwill help users to organize and find documents.Also, try to use folders configured with

Metadata Pitfalls

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Custom Data Sets
2 Lectures 03:25

esigning a SharePoint taxonomy,mostly centers on organizing documents andlibraries across sites and site collections.However, structured data stored in lists can be beneficial.SharePoint provides numerous lists forcommon scenarios out of the box.If you need to maintain tasks, assigned toa team, or departmental members,there is a list to help you manage them.If you need to share dates such as period end orreporting dates, then there is a calendar list.Similarly, there are many lists available forother scenarios like maintaining a set ofimportant contacts or links for site members.On occasion, you will need to create a list of your own,with its own columns and views.For example, a product list, or a list of departments.Often, information that is collected inExcel worksheets can instead be collected withina custom SharePoint list.For example, you may need somewhere forusers to register expense claims.Sometimes, you will simply need tocreate a list to maintain a set of options available for

Custom Lists

Management and maintenance of a designshould always be a considerationwhen planning a SharePoint Taxonomy.Content Types can help in minimizingsome of the maintenance overheadassociated with the design.But they can equally make the design and managementmore complicated.Content Types are reusable templates,or definitions, defined at the site level.They group together a set of columns and other settings.For example, a project proposal documentmight require columns for Project, Budget, and Department.They are settings to configure custom,audit, or attention policies,or to attach a document template.For example, a document with the corporate logoin the header,or a workbookwith a standard monthly budget worksheet included.You can even associate a business process or workflowto a Content Type.Content Types are then linkedto document libraries with listsbringing with them those setting and columns.Being able to change settingsfor a Content Type in one place,typically at the Route Site of a Site Collection

Content Types
Columns Deep Dive
4 Lectures 07:25

There are three column types that allow usersto choose from a selection of predefined options.Knowing the benefits and downsidesof each Choice column type will help youin deciding how to categorize content.The three Choice column types areChoice, Lookup, and Managed Metadata.The Choice column is the first.Its options are specified as part of the column definition.Therefore, typically, only siteadministrators can change them.However, they are simple to implement.And you can choose to present the optionsin different ways: as a drop-down menu,radio buttons, or multi-selectable checkboxes.Lookup columns, in contrast, have their optionsmaintained in a separate lookup list.A benefit of using a list to store the optionsis that a delegated user may be grantedpermission to edit the list of options.Also, by having the options storedin a lookup list, other column informationfrom that lookup list can be displayed in views.The Managed Metadata column has its options maintainedin a separate database called the "Term Store."

Columns 101

Column Types

When creating columns,it can be useful to follow a standard process.This process, although not required,may be useful when trying to determinethe original purpose of a column.Columns have display names and internal nameswhich must both be unique when creating the column.The display name of a column is what is usedon list and library views.The internal name is used when configuring some settingsin SharePoint, in particular,SharePoint's search settings.The column name you specify when creating columnsactually sets both the internal name and the display name.If you rename a column, however,you are only changing its display name.When you create a columnthe initial name you give the columnis its internal name.Therefore, initially create columnswith unique structured names without spaces.I normally recommend prefixing the column namewith two or three characters that indicatethe project, requirement or application of the column.Ensure that the remainder of the name is uniqueand then configure the rest of the settings

Advanced Columns

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Share Point Taxonomy Design
3 Lectures 07:08

When designing a SharePoint Taxonomy,there are many factors that will influence the design.You have to consider how to partitionboth documents and datawhile still controlling access to themand applying any required retention and audit policies.You also want to ensure that users understand the taxonomyand can easily navigate between sites and librariesto find what they need.Firstly, partitioning content requires understandingthey key containers of contentand what value they provide.It's all about keeping related content together,typically by function or purpose.Focus on dividing content into discrete site collections.They are not only a boundary for contentbut also storage, security, and policy boundarieswhich all may influence your design further.Sites help to further subdivideor secure related sets of contentwithin a site collection.The content for a particular siteis then organized across lists and librarieswith or without folders.Consider the following in order of importancewhen deciding how to divide content

Structuring Share Point Content

Designing a SharePoint taxonomyrequires considering how to usea myriad of configuration optionsto organize documents and data.Many of the options can be appliedin several different contexts.Such as, custom permissions, whichcan be applied to sites, libraries, or folders.When it comes to subdividing documentsand data, the four main considerationsare the actual content, the storage requirements,security, and audit and retention policies.These can influence how information is partitionedbetween site collections, sites, and libraries.Content is normally grouped in site collectionsbased on the business function it relates to,or for specific purposes, such as documentationfor a project, or a specific customer.Any storage limits based on hardware or servicelevel agreement needs, should also be considered.These limits may require subdividingthe content into separate site collections,to satisfy the storage limits imposed.Why does security requirements, such asspecifying any site collection administrators,

Making Great Design Choices

Quiz 2
4 questions

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1 Lecture 00:41
Next Steps
About the Instructor
Dr. Luke Angel
4.1 Average rating
1,948 Reviews
26,625 Students
18 Courses
Sr. Technical Cross Platform Program Manager


Thanks for looking at my courses. I am excited to bring you some awesome lessons I have learned along the way. I also love to talk about my favorite products that really help me stay ahead of the curve. I am an Architect, Developer, Product/Project Manger, and humble hustler focusing on building next generation application.

I am currently working as a Sr. Technical Cross Platform Program Manager at a Fortune 500 company building technology-driven marketing solutions with global reach and Netflix scale. I lead teams of developers to new heights by giving top of the line guidance on product deliverables, organizational techniques, and in general kicking butt. I hope you find my courses enjoyable and please contact me if you have any questions or would like any additional content covered that is not in one of the courses.

I am a PMP expert and PRINCE2 consultant.