Microsoft SharePoint Document Libraries & Management 1

Overview of session Why use a document library? Document library features Creating a document library Uploading and managing files in your library Settings available on library Real case usage of document library

What is a document library? Document Libraries are collections of files that you can collaborate and share with team members. A document library is comprised of files and folders. Files and folders in SharePoint are organized in the same way as they are on your computer’s C: drive or a network file share.

Why use a document library? Online web based storage Notification of changes automatically Add information and properties to your files so you can find them easier Track versions automatically Create views for files you use often

Document Library Features Alert notification You can set up alerts so that you are notified if a file is added, edited or deleted by someone else. enable library files directly to a document library. Checkout files You can check out a file to reserve it for your use so that others cannot change it while you are working on it.

Document Library Features Versioning Keep track of multiple versions of files automatically every time an edit is made. Custom columns and views Create columns to collect data and information about your files. Create views to filter and sort the files you want to access. Explorer view is used to move files.

Create a document library View all site content Create Document library

Navigation in a document library Horizontal navigation bar New – Create a new document or folder Upload – Upload files you already have created Actions – Explorer view, connect to Outlook, alerts Settings – Create columns, views, advanced settings

Navigation in a document library Views All Documents – Displays one line of text for each document in the library Explorer View – Lists the library contents in a format resembling Microsoft Windows Explorer

Navigation in a document library Document Options Menu Hover your mouse over the file name and click on the down arrow. The following options are displayed: View/Edit Properties – Displays all available information about the document. Edit in Microsoft Office – Opens the document for editing in Microsoft Office. Delete – Deletes the document from the document library. Check-In/Check-Out – Prevents anyone but you from updating the document (after you select this option, it changes to Check In). Version History – Displays a history of updates to the document. Alert Me – You can set up alerts so that you are notified if a file is added, edited or deleted by someone else.

Using Document Libraries Creating new files from within SharePoint Uploading files from your computer Upload single file or multiple files at once

Using Document Libraries Alerts You can set up alerts so that you are notified if a file is added, edited or deleted by someone else. Helps you manage and track changes made to your files. Actions > Alert Me

Using Document Libraries enable library Allows you to a file directly to a document library Settings > Document Library Settings > Incoming Settings

Using Document Libraries Checkout, edit and check in files You can check out a file to reserve it for your use so that others cannot change it while you are working on it.

Using Document Libraries Versioning Keep track of multiple versions of files automatically every time an edit is made. Settings > Document library settings > Versioning settings Version History Options View – Opens the selected version Restore – Creates a new copy of the document version, and makes it the current version Delete – Removes the version from the library

Using Document Libraries Creating columns and views Create columns to collect data and information about your files. Create views to filter and sort the files you want to access.

Document Library Example College of Medicine Poster & Large Format Printing Library Central location for managing posters, no more ing files Alerts Custom columns Custom views

Homework Follow the handout instructions to: Create a document library Create a Word document in the library Enable versioning Create a new column Create a new view Create an alert

Q&A and Contact Info FSU SharePoint Training Center Wendi Cannon, College of Medicine Associate Director of Educational Technology