SharePoint Folders vs Doc Libraries vs Doc Sets - The RIGHT way to store documents

Folders seem so tempting but are they really the best move? Spoiler Alert - Doc Sets are almost always best with Flat Doc Libraries as a good backup.

Free Solutions Architect Training:

00:00 Introduction to SharePoint Document Storage
00:29 Using Folders for Doc Management
00:57 Limitations of Folders
02:33 Switching to a Flat Document Library
03:02 Grouping and limitations
03:37 Introducing Document Sets
04:12 Setting Up Document Sets
04:42 Customizing Document Sets
05:15 Advanced Features of Document Sets
06:43 Benefits of Document Sets
07:12 Conclusion and Recommendations

Sylvie Letourneau van Lieshout
Therman Trotman
SharePoint Maven
Andrew Hess
Daniel Anderson

[cchoi]

You're the first person that demonstrated why I would want to go to all the trouble to do document sets. All the other videos had super lame use cases.

[srider]

I’m only 90 seconds into this and I love this stuff. As useful as it is funny. Office gangster!

[hs]

You are one of the best instructors i have ever seen in youtube. thanks for your time and wish you all the best.

[RockyOutdoorss]

bro, 2 mins into your video and I already love the channel. Edit style is funny, current with the times, and isn't boring lol keep it up! Currently working on migrating our local file share into the cloud and searching for good solutions and so far the videos been very helpful!

[mbanerjee]

This is the first time I'm hearing about Doc Sets. Thank you.

[markus]

You can also use a custom folder content type to get the ability to set metadata into a folder. But of course it will not sync down the metadata to its containing files, the sorting problem persists and you can't have different views automatically in them.

[p.treyben]

Yes, Greg Z is amazing… and if I had $5 for every time you said doc set, I could buy you and me lunch for a few days… lol… awesome video sir. Thanks again!

[idontdothat]

Thank you for creating this - was looking for a solution, and while this wasn't it, I'm finally clear on the value of having doc sets.

[sudheerkumars]

Really Very Nice And helping to gain more Knowledge

[AnotherJoe]

We always first ask what the use case for the library is. If there’s no need for metadata then we give them a document library and tell them to use no more than 3 levels when using folders.

In the other case we could advice document sets but they tend to find it hard to work with. Also, even document sets you could hit the limit for the number of characters for the filename. In that case, activate the document id feature on site collection level. That’ll find the document through its id. Even after moving it to another location it will find it.

[hsavios]

Life saver! That's all I have to say. Thank you so much.

[kimomuhminn]

In our org, many useres sync document library and sync a folder or folders inside the same doc library, and the sy\ubfolders stop syncing, and causing issues, can you give a video about that aswell, the issues from syncing doc librray and a subfolder inside it

[tchrapko]

Ah hah! I was already down with doc sets, but I didn't know you could set a default view for them. That's a big deal, yet when you read about these online you usually see that the modern sites don't support the old welcome page, which can lead a person (like myself) to think that welcome page options don't work.

Thank you!

[golikehaaron]

Forgot to mention that Sync works too, so people can drag and drop files into their local OneDrive for Business Sync and all metadata will also inherit to all documents inside the doc set🌝

[issiewizzie]

been using document sets for 10 years now

[sanderderix]

Great video! Maybe you could add the next level: Use hub site architecture vs document sets.

[LapaConsult_Ex_Macraris]

Thank you for this video! Seems that the bulk sharing doesn't work in modern sharepoint?

[claudegiguere]

A lot of interesting info here! Many thanks 😊

[oluwolebibiresanmi]

Hi Great Job! How do I configure "Select View" under "Document Set Settings" to show "Inside Doc set" My select view currently only give the "All Documents" as the only option in the dropdown

[sudheerkumars]

Could you please prepare a Video on Security Group and O365 Group