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Microsoft Office Sharepoint 2013 Tutorial- Organizing and Configuring The Sharepoint Library

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Organize and configure a SharePoint library j then press F5 or click Slide Show > From Beginning to start the course. In the message bar, click Enable Editing, If the videos in this course don’t play, you may need to download QuickTime or just switch to PowerPoint 2013 .
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Organize and configure a SharePoint libraryjthen press F5 or click Slide Show > From Beginning to start the course. In the message bar, click Enable Editing,

If the videos in this course dont play, you may need to download QuickTime or just switch to PowerPoint 2013.

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Organize and configure a SharePoint library Closed captions

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Organize filesAdd columnsCreate a viewControl access1:361:481:491:18

You can create folders in a library to group related items. Heres how to do it. Im in the library I want to create a folder in. On the files tab Ill click New Folder. then I'll enter a name for the folder and save it. And here is my new folder in the library. Now what if I want to move some files to my new folder? All I have to do is select the files and drag the files to the folder. In fact, not only can I move files this way within a SharePoint library I can also copy files to or from a library from another location, like my Windows Desktop for example. The Open with Explorer command is another way to organize your library. Lets take a look. Im in the library I want to work in on the library tab, and I select the Open with Explorer command. When file Explorer opens, I can do all kinds of things very quickly. I can create some new folders. I can move files into those folders. I can even move files from another location into this SharePoint library, like from my Windows desktop. Using drag and drop both within a library and also by using file Explorer makes it easy to organize your stuff.

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1:361:481:491:18Organize filesAdd columnsCreate a viewControl access Im in a SharePoint library, and I want to add an Assigned to column to identify and track these documents. I also want to be able to enter and view due dates for the documents to be completed, so Ill add a Due date column also. Adding these columns will also let me sort and filter by Assigned to and Due date. To add a column to this library Ill select the Library Settings command on the Library tab of the ribbon. Here, when I go down to the Columns section, I find the columns that are already being used for this library. SharePoint comes with a set of pre-defined columns we can use. When I click Add from existing site columns, I can choose from this list of columns. When I scroll through the list I find that Assigned to and Due date already exist so I can just select them. And because I want these columns to appear in the default view of this library, Ill select the Add to default view check box. I select OK and return to my library. The two columns appear in my library, and as soon as I have added names and due dates for the documents, Ill be able to sort and filter by these columns.

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1:361:481:491:18Organize filesAdd columnsCreate a viewControl access So here we have a SharePoint library with a lot of folders and items. I can create specific views of a library that will let me slice and dice the information in the library based on the library columns and across folders if necessary. Lets see this in action. As an example, Ill create a view that shows me documents that are due for completion by November 15th. Ill see the documents that are in the folders also. On the Library tab of the ribbon, Ill select Create View. And Ill base my new view on the default view by clicking the library name under Start from an existing view. Ill type a name for the view.and make this a personal view just for me to see. and in the Filter section Ill select Show items only when the following is true. And Ill select Due Date columnis equal to.and Ill type 11/15/2013. To get a view across folders in a library, Ill scroll down and expand the Folders section and then select Show all items without folders. After clicking OK, the view appears. All documents due on November 15, regardless of the folders they are in, are listed in the view.

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1:361:481:491:18Organize filesAdd columnsCreate a viewControl access Restricting access to only the people who need to see or edit your documents is good practice. Its easy to share a library with your colleagues when you need to. Heres how to do it. Im in a library that I want to share with colleagues. On the Library tab of the ribbon Ill select Library Settings. On the Settings page, Ill click the Permissions for this document library link. I now discover that the library is inheriting permissions from its parent site which is my Sales team site. The first thing I need to do is break this inheritance so that the permissions for this library can be unique. Ill do this by selecting the Stop Inheriting Permissions command on the Permissions tab of the ribbon, then click OK on the message that appears. Now I can select the Grant Permissions command to choose the people I want to share my library with. In the Share dialog box, I enter the names or email addresses of the people I want. Ill add a short message to tell them about the library and then select Share. My colleagues are added to the share list. There is one last thing I need to do though. I need to delete the permissions that were inherited from the parent site, so I will do that now. Ill select these two groups but Ill leave this one alone since as owner of the site and library I want to retain access. I'll click the Remove User Permissions command on the ribbon, and then click OK on the message that appears. And thats it. Only 3 colleagues and myself have access to the documents in my library.

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Create folders in a libraryNavigate to the library where you want to create a folder.Click Files > New Folder. Enter a name for the folder and click Save.

Add columns to a libraryNavigate to the library where you want to add columns.Click Library > Library Settings. In the Columns section choose Add from existing site columns.Under Available site columns, add the columns you want and click OK.

Create a custom view Navigate to the library where you want to create a view.Click Library > Create View. Name the view and set audience and filter options.Click OK..

Control access to your libraryNavigate to the library you want to share with colleagues.Click Library > Library Settings. On the Settings page choose the Permissions for this document library link.If the library inherits permissions from a parent site, choose Stop Inheriting Permissions on the Permissions tab.Click OK.In the Share dialog box, type the names or email addresses of those who will have access to the library.To remove permissions that existed before you stopped inheriting permissions, select those groups or users and then choose Remove User Permissions.

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