SharePoint Document Management Master Class Course

This course is geared towards people using a SharePoint purely for Document Management. During this course users are taken through the best practice ways of using and working with SharePoint as a Document Management System. This is a non-technical course.

Note: This course is available for SharePoint Online, SharePoint Server 2013, SharePoint Server 2016 and SharePoint Server 2019.

Duration – 2 days
Max number of delegates – 10

Module One – Introduction to SharePoint 2013

1.1 – Understanding SharePoint 2013
1.2 – Roles and Responsibilities in a SharePoint Environment
1.3 – Understanding a SharePoint site hierarchy
1.4 – Navigation of a SharePoint Environment
1.5 – Best practice on storing data in a SharePoint Environment using Libraries/List/Views and Document Sets.

Module Two – Working with Documentation in a SharePoint Environment

2.1 – Understanding library app functions and navigation
2.2 – Uploading single documents into a document library
2.3 – Uploading multiple documents into a document library
2.4 – Adding metadata to an existing document in a library
2.5 – Connecting libraries to Microsoft Office
2.6 – Creating documentation directly within a SharePoint library
2.7 – Best practice of editing documents in a SharePoint library

  • Checking documents out
  • Checking documents in
  • Knowledge of discarding Check outs

2.8 – Understanding best practice of versioning in SharePoint
2.9 – Sharing documents from a library via email
2.10 – Exporting library information into Microsoft Excel
2.11 – Understanding the recycle bin policies
2.12 – Deleting information from a library
2.13 – Retrieving information from the Site recycle bin

Module Three – Using the View functionality

3.1 – Introduction to ‘What are views?’ and how they can be used
3.2 – Creating a new view layout –

  • In a document library
  • In a List

3.3 – Creating a ‘Filter By’ view
3.4 – Collating data by creating a ‘Group By’ view
3.5 – How to modify an existing view
3.6 – How to remove an existing view

Module Four – Understanding and Using Document Sets

4.1 – Introduction into ‘What is a Document Set?’
4.2 – Creating a Document Set in a library
4.3 – Uploading data into a Document Set
4.4 – Creating documents in a Document Set

Module Five – Creation and Managing of Alerts

5.1 – Introduction on Alert functionality
5.2 – Creating an Alert to track data in a library
5.3 – Creating an Alert to track changes on individual items
5.4 – Managing Alerts within a SharePoint Site

Module Six – Structuring library apps in a SharePoint site

6.1 – Introduction into the various library app structures available in SharePoint
6.2 – Creating a document library app including-

  • Naming Convention best practice
  • Activating Version ControlMicrosoft Office template set up

6.3 – Introduction to library app settings features
6.4 – Configuring versioning setting
6.5 – Manipulating the requirement for Forced Checkout
6.6 – Allowing the management of content types on a library app
6.7 – Activating Document sets in a library
6.8 – Constructing a document template content type for use in a library app
6.9 – Creating a custom Document Set content type including:

  • Creating column structures in the document set view
  • Including a document template content type to the document set

6.10 – Understanding how to manage a document set

Module Seven – Creating column structures

7.1 – Introduction into columns in a library/list app and how they can be utilised
7.2 – Building a Choice Column in a document library app
7.3 – Creating a Date Column
7.4 – Modifying an existing Column