Tuesday, February 11, 2014

The Site Content and Structure Page

The Site Content and Structure page could be one of the more useful features in SharePoint 2010, especially when it comes to moving content around or working with multiple items. The site content and structure page was designed to be similar to Windows Explorer so it’s familiar and easy to work with.
To view the site content and structure page, go to Site Actions > Site Settings and look for Content and structure under the Site Administration section. The site collection must have the Publishing feature (SharePoint Server Publishing Infrastructure) enabled for you to be able to get to the site content and structure page.

You can see the site collection hierarchy in the Navigation Pane on the left. The List Pane on the right is where content is shown.

One of the useful things you can do in the site content and structure page is to work with multiple items. In this screen shot, I am moving multiple documents. Start by checking (click the check boxes of) the items you want to move (same applies if you want to copy, delete, check out, discard check out, or check in items). When moving items, click the Actions drop-down menu, and click Move.

You'll then get a dialog box that pops up telling you to specify the destination to move the items you selected. Click the list or library you want to move the items to, then click OK. You'll then be sent to a page that gives you status information about the move taking place.
By default, the list pane is limited to showing 100 items. You can change this by clicking the Show menu on the far right. Beware that moving or doing other work with many items (e.g., 100's at a time) can take some time, just as moving files around on your PC can take time.

You'll also want to explore the other items on the menu. For example, you can create new items, get to list settings, add items to your favorites, and change views.

The View dropdown menu is particularly useful for seeing items checked out to you, modified by you, pending approval, and so on. 

If you don't see Content and structure under the Site Administration section and would like to work with this feature, please check that the Publishing feature is enabled. If you don't have this enable and cannot, or don't know how to enable it, reach out to your SharePoint site collection or farm admins. 

Check-in Multiple Files in a SharePoint List / Library.

Instead of uploading 1 file at a time to SharePoint, you can upload multiple files either using the Upload Multiple Documents button under the Upload Document button on the toolbar of your SharePoint document library, or using Explorer View. However, when you upload multiple documents, they may remain checked out to you. To check in multiple documents at once, you can use the Content and Structure view (which also is capable of doing many other powerful things that I'll elaborate on in later blog posts).

To check in multiple files:

1. Under Site Actions, click Site Settings.
2. Under the Site Administration section, click Content and Structure.
3. In the left pane, click the document library where you want to check files in.
4. In the right pane, click View: Default View to show the dropdown menu, then click Checked Out to Me. You should then see all the documents checked out to you.
5. Select the files you want to check in.
6. On the Actions menu click Check In. It will process for a moment depending on how many there are to check in, then you can return to your document library and should see they are all checked in.

Feel free to explore the other capabilities in the Content and Structure view. I'll be following up this post with another post on some of the other uses and features of the Content and Structure view.