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Working with libraries

From: SharePoint 2010 Essential Training

Video: Working with libraries

If there is one single piece of SharePoint that most people are going to use most of the time, it will be this part of SharePoint called a document library. You'll find a document library on just about every single SharePoint site that exists, and in many cases more than one document library. These are not things to be careful about. They are things to use liberally. They are things to use easily, like you might use folders on your desktop. On a typical team site, you'll find a document library called Shared Documents.

Working with libraries

If there is one single piece of SharePoint that most people are going to use most of the time, it will be this part of SharePoint called a document library. You'll find a document library on just about every single SharePoint site that exists, and in many cases more than one document library. These are not things to be careful about. They are things to use liberally. They are things to use easily, like you might use folders on your desktop. On a typical team site, you'll find a document library called Shared Documents.

I've uploaded the couple of things to this, just so we have something to work with. A document library is part of a site. You'll find them in a team site, you'll find them in a Document Workspace, you'll find them in a Meeting Workspace. They are containers for documents but they are not folders. You can actually have folders inside document libraries. These are kind of like having a folder on steroids. There's a whole lot more you can do by putting your documents in a document library than you could do if it was just in a folder on your desktop.

Like working with any list in SharePoint, we do a lot of things driven from the Ribbon. If I'm not in Browse mode and looking at the breadcrumb, I have a Library Tools section here that's split between Library, allowing me to change things about the entire library, the entire container itself. And I have a Document section, allowing me to do things like edit a particular document or delete a particular document. If I already have items in the Library itself, I can choose to select one of them and click the Edit document button, though I can also choose from the drop-down menu, where I have in this case Edit in Microsoft Word, which will do the same thing.

It opens this up in Microsoft Word. I can make a simple change in here, just work with Word the way I usually would. Close this down and I'm done. In a default document library, there is a New Document button, and unless it's been configured otherwise, that's just going to open up a blank Word document as the template here. I can change that document any way I see fit, and either just save it or close Word down and it will prompt me to save it. It will know to save it back into that document library, as you might expect, and we have that new document existing now.

Other very useful options on the Ribbon are to upload documents, if you do have documents that are on your desktop. You can either upload a single one or choose to upload multiple documents. The Upload Multiple Documents option gives you a drag and drop ability. So if I go to my Documents folder, I can then grab a couple of documents, in this case one Word, one PowerPoint, drag them over, click OK, and get them both uploaded. If I needed to go the other way, that is dragging things out of the Library, I do have an option on the Library called Open with Explorer, which would allow me to do that.

I'm not a huge fan of trying to treat document libraries like they are folders, but they can be useful in some circumstances, particularly getting a mass amount of documents out or into a document library. Several of the options that you'll see on the Documents section of the Ribbon can also be found in the drop-down menu, such as editing in PowerPoint or Word or Excel is the same as selecting the Document and selecting the Edit Document on the Ribbon. It's whatever you feel most comfortable with.

You'll find that many of the options on the Ribbon will be grayed out unless a document is selected. After all, it doesn't make sense to edit a document if SharePoint doesn't know which document you're talking about. Conversely, if you select multiple documents, you often will see a lot of these grayed out. You'll see some available ones, like Delete Document. We could do a mass deletion or a mass check out, but it won't allow you to click the Edit Document button till you only have one document selected. If your farm administrator has installed it, you may also find the option to open these documents in a web browser using something called Office Web Apps.

Office Web Apps is not officially part of SharePoint, but it's often used together. And if you click the drop-down button and see the option to View in Browser, for example, it's going to open the Word web application, which is, as you might imagine, a web-based version of Word, like using Google Docs or Zoho. This is Microsoft's equivalent. This works in Internet Explorer, works in Firefox, works in Safari. You don't even need Office to be installed on the machine you're using it on. So if you do swap between multiple machines, you may find it very useful.

I am going to close that down. If you have something that is quite a simple document, you can edit that in thebrowser. It's not the full version of Word. As you can see, the Ribbon doesn't have an awful lot of entries to it. We have just got the Home Ribbon, the Insert, and the View. So it's a light cut-down version, but it will work just fine for simple changes. And you also have the button to open this in Word if you do need to do more complex changes. I can either close this down or use the breadcrumb to go back to my Shared Documents document library.

When I'm in the Browse section of the Ribbon, I can see that I do have a view of this document library that I'm looking at. The All Documents view of the Shared Documents library and the team site. Now, by default, a document library only has one view called All Documents, but you can create or modify this view, if you either have a lot of different documents and you want to group them together by whoever created or modified them or you need to show some new metadata. As we go further into more advanced pieces of SharePoint, we are going to come back to this Library Ribbon, particularly the Library Settings option of the Ribbon.

This will allow us to do a lot of the more complex and more interesting things with the document library, such as working with versioning and information management policies. At this particular point, if you are new to document libraries, you might be forgiven for thinking, "well, this just feels like a folder, I put my documents here, I open them up, I save them, what's the difference?" Well, aside from having this stored on the server and accessible from potentially any computer in your organization, the real power of document libraries does come when we start to use the advanced features like versioning, check in, check out, and workflow.

And that's where we get to take that collaboration piece to the next level.

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This video is part of

Image for SharePoint 2010 Essential Training
SharePoint 2010 Essential Training

70 video lessons · 47765 viewers

Simon Allardice
Author

 
Expand all | Collapse all
  1. 1m 16s
    1. Welcome
      1m 16s
  2. 16m 34s
    1. What is SharePoint?
      8m 9s
    2. SharePoint roles
      2m 5s
    3. Accessing SharePoint
      4m 48s
    4. The SharePoint product line
      1m 32s
  3. 44m 55s
    1. What is a team site?
      2m 43s
    2. Navigating a team site
      9m 41s
    3. Using team site lists and libraries
      11m 38s
    4. Editing the home page
      9m 31s
    5. Adding a Web Part
      6m 19s
    6. Deleting a Web Part
      5m 3s
  4. 10m 53s
    1. What is a Document Workspace?
      4m 2s
    2. Creating a Document Workspace
      4m 3s
    3. Deleting a Document Workspace
      2m 48s
  5. 6m 3s
    1. What is a Meeting Workspace?
      2m 7s
    2. Creating a Meeting Workspace
      2m 40s
    3. Deleting a Meeting Workspace
      1m 16s
  6. 36m 3s
    1. Exploring the available lists
      5m 30s
    2. Creating a custom list
      8m 44s
    3. Creating a custom view
      6m 43s
    4. Working with libraries
      6m 18s
    5. Using versioning and Check In/Check Out
      8m 48s
  7. 45m 55s
    1. SharePoint and Word
      6m 6s
    2. SharePoint and Outlook
      7m 38s
    3. SharePoint and Excel
      3m 54s
    4. SharePoint and Access
      2m 58s
    5. SharePoint and InfoPath
      11m 42s
    6. SharePoint and PowerPoint
      3m 46s
    7. SharePoint and Visio
      6m 20s
    8. Using SharePoint Workspace
      3m 31s
  8. 32m 8s
    1. What is a site collection?
      3m 56s
    2. Creating a site collection
      6m 35s
    3. Creating a new site
      6m 29s
    4. Customizing a site
      7m 47s
    5. Creating a site template
      7m 21s
  9. 13m 53s
    1. Understanding permissions
      3m 33s
    2. Adding a user to a site
      5m 14s
    3. Deleting a user from a site
      1m 39s
    4. Creating a new security group
      3m 27s
  10. 31m 54s
    1. Using out-of-the-box workflows
      11m 1s
    2. Creating your own workflows with SharePoint Designer
      15m 20s
    3. Creating your own workflows with Visio
      5m 33s
  11. 40m 36s
    1. Using site templates
      5m 49s
    2. Using the web content management features
      10m 40s
    3. Using master pages
      3m 37s
    4. Creating an Enterprise Wiki
      7m 14s
    5. Sharing an Access database with Access Services
      7m 19s
    6. Working with rich media
      5m 57s
  12. 53m 9s
    1. Managing documents and records
      3m 0s
    2. What are content types?
      4m 22s
    3. Creating a content type
      11m 30s
    4. What are document sets?
      2m 12s
    5. Creating document sets
      7m 49s
    6. Creating a Document Center
      4m 37s
    7. Creating a Record Center
      8m 25s
    8. Defining information management policy
      11m 14s
  13. 15m 42s
    1. Using personal and social features
      7m 28s
    2. Creating a SharePoint blog
      2m 48s
    3. Personalizing SharePoint with tags and notes
      5m 26s
  14. 21m 22s
    1. Searching in SharePoint
      4m 26s
    2. Creating a Search Center
      8m 4s
    3. Customizing Search with keywords
      3m 30s
    4. Customizing Search with scopes
      5m 22s
  15. 47m 18s
    1. Using Excel Services
      10m 12s
    2. Creating a Business Intelligence Center
      3m 5s
    3. Using PerformancePoint Services
      12m 3s
    4. Using status indicators
      8m 10s
    5. Using the Chart Web Parts
      6m 33s
    6. Using Business Connectivity Services (BCS)
      7m 15s
  16. 1m 3s
    1. Goodbye
      1m 3s

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