SharePoint is Microsoft’s collaboration platform. Users can share ideas, documents, and processes using a variety of sites and repositories. The most basic collaboration site is a SharePoint Document Library. In addition to providing a location for collaboration and document sharing, document libraries can perform change management by archiving document volumes and providing accountability and record of changes. They can be customized with workflows, metadata, and custom entry forms. Let’s walk through creating a simple SharePoint document library.
Creating a Document Library in SharePoint:
Step 1: Navigate to the SharePoint site where document library will reside.
Step 3: In the Name box, give your document library a name.
TIP: Putting spaces in your document library title will extend your URL by adding extra characters. If spaces are necessary, it’s best to use underscores or enter title with no spaces and then edit the title again after document library is created (instructions at bottom of article).
Step 4: Give your document library a description (optional). Good descriptions make the library easier to find and use.
Step 5: If you would like your document library title and link to appear in your left-hand navigation, ensure that YES is selected under Navigation.
Step 6: Under Document Version History, select YES or NO based on if you want the library to automatically save a version after changes are made.
TIP: Versions are great if you need a record of all changes. Versions will record who made the change, as well as the date and time.
Step 7: Document Template defaults to Microsoft Word. This should be changed if you expect users to create documents from the library, as opposed to uploading.
TIP: Template options are Microsoft Word 97-2003 document, Microsoft Excel 97-2003 spreadsheet, Microsoft PowerPoint 97-2003 presentation, Microsoft Word document, Microsoft Excel spreadsheet, Microsoft PowerPoint presentation, Microsoft OneNote 2010 Notebook, Microsoft SharePoint Designer Web page. Note that not all of these options will be available if not enabled on your SharePoint site.
Step 8: Select Create.
Editing a Document Library:
Step 1: Navigate to document library.
Step 2: In the document library ribbon, select the Library tab. On the far right-hand side, select Library Settings (folder with a cog icon).
Under General Setting, you can edit the library name by selecting Title, Description, and Navigation. Note that changing the title here will not change the URL. This would be where you go back and add the spaces mentioned earlier in this article. You can also add or remove your document library from the site navigation here, as well.
Versioning Settings can also be found under General Settings. You can change versioning to major and/or minor versions. You can also place a limit on how many versions for the library to store.
This is also where you can delete your document library.
SharePoint Document Libraries provide a controlled environment to share and collaborate on documents. The customization options are plenty and can get fairly involved, to include software such as Designer and InfoPath. However, creating a simple document library and starting to collaborate can be simple.