Microsoft SharePointDocument Libraries & Managementhttps://sandbox.intranet.fsu.edu

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 e-mail notification• You can set up e-mail alerts so that you are

notified if a file is added, edited or deleted by someone else.

• E-mail enable library• E-mail 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 eachdocument in the library

• Explorer View – Lists the library contents in a format resembling Microsoft Windows Explorer

Navigation in a document library

• Document Options MenuHover your mouse over the file name and click on thedown 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 e-mail 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 e-mail 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

• E-mail enable library• Allows you to e-mail a file

directly to a document library• Settings > Document Library

Settings > Incoming E-mailSettings

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 filesautomatically 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 e-mailing 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 Centerhttp://publicsite.fsu.edu/sites/sharepoint

• Wendi Cannon, College of MedicineAssociate Director of Educational Technologywendi.cannon@med.fsu.edu