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SharePoint 2010 Document Libraries

SharePoint 2010 Document Libraries:

A library is a location on a site where you can create, collect, update, and manage files with team members. Each library displays a list of files and key information about the files, which helps people to use the files to work together.

You can add a file to a library by uploading it from your Web browser. After you add the file to the library, other people with the appropriate permission can see the file. If you are already viewing the library when a file is added, you may need to refresh your browser to see the new file.

If you are using a program that is compatible with SharePoint Server, you can create a new file based on a template while you are working in the library. You can also save a file to the library from another program such as SharePoint Workspace or Microsoft Word.

How to upload files to a library:

  1. In the library where you want to add the file, click the Documents tab on the ribbon.
  2. Click Upload Document or Upload Multiple Documents.
  3. Browse to the document and then click OK.

If you are using a program that is compatible with SharePoint Server 2010, such as Microsoft Word 2010, you can drag and drop documents from Windows Explorer into the Upload Document dialog box.

How to edit or delete a file in a library

  1. Point to a file and then select the check box that appears next to the file.
  2. On the Documents tab on the ribbon, click either Edit Document or Delete Document, as appropriate.

A default library, called Shared Documents, is created for you when you create many types of sites. Shared Documents is a document library that you can use for storing several types of files. You can create more libraries, such as a picture library for storing images, if you have permission to manage lists.

Checking out documents:

  1. Select the documents you want to check out.
  2. In the library where you want to check out document, click the Documents tab on the ribbon and click on Check Out. Green checkout arrows are appended to the selected files to indicate that they are now checked out to you.

Checking in documents:

  1. Select the documents you want to check in.
  2. In the library where you want to check out document, click the Documents tab on the ribbon and click on Check In.  

Discarding a check out documents:

You may sometimes decide that you do not want to keep updates you have made in a checked out document, and you therefore want to revert the document to its version before you checked it out. In this case you can simply discard a checkout.

  1. Select the documents for which you want to discard a checkout.
  2. In the library where you want to check out document, click the Documents tab on the ribbon and click on Discard Check Out.
  3. Click Yes to confirm that you want to discard changes you have not checked in.

Add an item inline

Note:  Inline editing must be enabled by the list owner or another user who has Design permission for the list. Inline editing is a view setting (in the Edit View page, set the Allow inline editing check box in the Inline Editing section); it is not a list setting.

  1. Navigate to the site containing the library for which you want to add an item.
  2. Click the name of the list on the Quick Launch, or click Site Actions, click View All Site
  3. Content, and then in the appropriate list section, click the name of the library.
  4. Click the Edit Icon to the left of the document.
  5. Enter/Edit the information for the document library item.
  6. When you are finished entering the information, click Save Icon to the left of the document.
  7. To discard any information you entered, at the beginning of the row, click Cancel.

How to create a document library

  1. To create a document library, click the Site Actions menu, and then click New Document Library.
    1.  Note:   If you do not see the Site Actions menu or if the option to create does not appear, you may not have permission to create a library.
    2. Type a Name for the library, complete any other fields you want to complete, and then click Create.
      1.  Note:  To see the other types of libraries you can create, click Site Actions, and then click “More Options”. Point to a library option to see a description of it.

Create another type of library

  1. To create a library, click the Site Actions menu, and then click More Options.
    1.  Note:   If you do not see the Site Actions menu or if the option to create does not appear, you may not have permission to create a library.
    2. Point to a library option to see a description of it.
    3. Type a Name for the library, complete any other fields you want to complete, and then click Create.
      1.  Note:  To set options such as whether the library appears on the Quick Launch, click “More Options” before you click Create.