Organizing Site Content in SharePoint 2010
When thinking about the problem of what to put where on a SharePoint 2010 site, it’s important to differentiate between a user’s content and site resources. A site’s resources are the images, styles, scripts, and various other files that come together to create the user experience for your site. Of course, the site’s users may also have all these files used as content.
So how can you tell the difference? The key differentiator between the site’s branding resources and a user’s content is who owns it. If the file — the video, image, or audio file — is intended to be used by the end users who maintain the site, it’s user content. If those files aren’t intended to be consumed in pages, consider them off-limits to users.
User content needs to always go in a library so that users can take advantage of all the great library features — check-out, versioning, and approval — that they may want for managing their content.
Use SharePoint 2010 libraries to store content
A document library can be used to store any kind of user content. However, SharePoint provides additional types of libraries that may be suited better for specialized kinds of content.
|To Store This Kind of Content . . .||. . . Use This Kind of Library|
|Small videos, audio files, and images||Site Assets library or Picture library|
|Documents, such as PDF files||Document library|
|Individual PowerPoint slides for reuse||Slide library|
So users can easily find resources, designate a library as a suggested asset location. Doing so causes the library to appear in the asset picker. Click the Suggested Content Browser Locations link on your site’s Site Settings page to configure this setting.
Put web page content in default locations
SharePoint provides a number of default locations for storing content, such as web pages. Team sites use the Site Pages library, whereas publishing sites use the Pages library. Here are some of the common locations SharePoint provides for storing resources.
|To Store This . . .||. . . Use This Default Location|
|Images on pages||Images library|
|Images in branding||Site Collection Images library|
|Master pages||Master Page gallery|
|Page layouts||Master Page gallery|
|Publishing pages||Pages library|
|Reusable Content||Reusable Content list|
|Style sheets||Style library|
|XSL templates||Style library|
|Wiki pages and Web Part pages||Site Pages library|
In most cases, you aren’t limited to using just the libraries provided by SharePoint. The exception is the Pages library. All publishing pages must be stored in the Pages library. And the galleries — Master Page gallery and Themes gallery — can’t be changed.
You can use folders in the Pages library, unlike in previous versions of SharePoint.
You usually want to store site-wide resources off the root site. You might want to use a single Image library and views and metadata rather than having a library at each site in your site hierarchy. But there are no hard-and-fast rules. Do what makes sense for your site and your organization.
Deploy SharePoint site content in folders or libraries
You have other options besides placing your resources in document libraries. With SharePoint Designer 2010, you can create a folder and place your items inside it. Or if you want to reuse items across several site collections (or even the entire farm), you can deploy items directly to the hard drives on the web servers.
|Put Stuff Here . . .||. . . When You Want These Features|
|In document libraries||To use the browser to upload files; to use check-out and
|In folders off the site’s root||To hide resources from the browser|
|In folders on the server||To make the same version of a given resource available across
multiple site collections