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Comments on a video tutorial on managing SharePoint Online Documents and Lists, published by Microsoft Virtual Academy

Jamie McAllister, a solutions architect for a logistics company based in Geneva, Switzerland leads a one hour video webcast of a training course on Managing SharePoint Online Documents and Lists. This webcast is available for public viewing, at no charge, on Microsoft’s Microsoft Virtual Academy learning portal. The intended audience is SharePoint Online end users and site owners.

McAllister begins the training session with an explanation of why anyone would care about the topic. The most important reason why SharePoint Online end users and site owners should care about how to manage documents and lists in SharePoint Online is to contribute to collaboration within an organization.

By taking this approach, McAllister joins other subject matter experts who have also pointed to SharePoint (and SharePoint Online) document libraries and lists as a method of exploiting the substantial value of pooling knowledge via team collaboration. Dux Raymond Sy mentioned the same points in a video tutorial set on SharePoint 2013, which is offered on SharePoint-Videos for unlimited local viewing by an individual, or an entire organization. Dux’s set is titled SP13-302 Project Management in SharePoint 2013.

McAllister cites familiar points as he supports his contention with examples. These points include:

  • overuse of email for file sharing
  • a lack of forethought as to how to label important information for indexing for enterprise content search
  • a similar lack of forethought as to how to separate information from personnel responsible for information management. When a team member departs an organization a mechanism should be in place to ensure her/his data stays in place
  • disregard for version control and, in turn, duplication of effort
  • over reliance on folder structures, which do not lend themselves to enterprise content management requirements

Rob Latino, a Program Manager at Microsoft’s Office 365 Service team moderates McAllister’s presentation. He adds another reason why SharePoint Online end users and site owners ought not to consider email as a preferred method for information exchange: there are limits on the size of file attachments and, therefore, instances are likely to arise where an intended exchange of important information won’t happen as the result of an email message exceeding these limits.

Collaboration is an important theme for Microsoft for its Office 365 product, especially for the SharePoint Online component. So it makes sense a webcast on this topic would include the rationale McAllister provides.

©2014, Ira Michael Blonder & Rehmani Consulting, Inc. All Rights Reserved

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