Join Mark Abdelnour for an in-depth discussion in this video Adding a document library app, part of SharePoint 2013 for Site Champions and Power Users.
As a site champion or power user, you may be tasked with creating document libraries for users. A document library in SharePoint allows users to group like content together in one area, much like a folder, but with much more functionality. It's a place where people can create, collect, update and manage files with team members. Here we are on the Explore California sales team site. A request has been made to create a brand new document library called sales contracts.
And if you look here, in the left navigation, we already see four different libraries. Let's go about adding a brand new document library to the sales team site. To do this, we move right up here to the top right corner and click on this Options button. From here we move down the list and we click on Add an app. Here we see a library of all the apps that are available to us, to insert on the site. Think of an app as additional functionality or tools that you can insert into a SharePoint site.
You'll see right here, the noteworthy category document library. It's one of the first ones listed and one of the most popular. If I scroll through the list, you'll see several options. For example, Announcements, Contacts, and a calendar. Document Library is repeated here. I'm just going to go ahead and click on it. And it brings us to a simple window where we can pick a name. Should we want more advanced options, we would click here. And you'll notice that the name field remains, but now there are several other fields to complete.
Let's start by giving it a name, Sales Contracts, a description, Please place all sales contracts here. And this will appear as you hover over the document library name in the Quick Launch. And just below that is an option to allow users to email files directly into this document library. I'm going to leave it set as No and we'll continue down.
We also have an option here to create a version each time you edit a file in this document library. Every time the file in a library is edited, a new version of that file will be created automatically by share point. If we want that option enabled, we will say Yes. And just below that is a document template area. When users create new files within this document library, we could have a template load in the application of our choice. You can see here that we have Excel, PowerPoint, Word.
I'm going to leave it with Word. And then go ahead and click Create. And now, you'll see here, on the quick launch, Sales Contracts listed just under a header called Recent. If we want to remove the Recent header, and just have Sales Contract be aligned with the rest of the options here, we simply click on the Edit Links option. And now, we can come right over here, take Sales Contracts and just simply drag it, and drop it and now it's at the same level as the other ones. And now I'll come over to Recent and click on the little x and then click Save.
Now that the document library has been created, it will be important to set up the appropriate metadata or column titles. So that the best information is captured for the files that are uploaded or created here. Look for the modules covering metadata and creating columns for further information on this topic.
- Creating a document library
- Overriding checkouts
- Deleting and restoring files
- Setting and managing alerts
- Working with multiple files
- Editing and deleting columns in a list or library
- Setting permissions
- Adding and modifying web parts
- Creating popular views