SharePoint Where Is That File?

After using SharePoint for about 1 year to manage software projects (with and without TFS) we have some useful tips that can definitely help you if you are starting out or even if you have been using it a while.

Where is that file (by file name)?
There are three issues we have run into when trying to find files on the SharePoint

• File find is slow


• File find may fail over VPN (don't know why some sort of mapping problem probably specific to our system)


• File find is costly (do it each time)

By file find we mean taking a directory and using the open in explorer and then using the explorer search.

Fortunately, there is an elegant solution which has been there the whole time on the same action menu select export to spreadsheet. Select everything and add a filter and presto you can search at will.

Where is that file I worked on how do I do a mass check in?

If you have check in required to add a file adding a mass of files is a pain, or so I thought. Well the IT group at my undergraduate alma matter has a very nice solution. This solution also can be used to find everything you have checked out, so you don't leave files checked out on accident.

See https://kis.kellogg.northwestern.edu/Pages/SharePointMassCheckIn.aspx.

The basic steps outlined there are

1. Under Site Actions, select Site Settings
2. Under Site Administration, Click Content and Structure
3. Change View: Default View to View: Checked Out to Me
4. Select the items you wish to check in
5. Select Actions > Check In
You can also use this technique to mass discard check out, find links to other documents, and other activities.

So, with these two tips in hand you hopefully will be able to find your files easily, and as a bonus even perform a mass check-in.