Learn how to create a link to a document in a document library rather than uploading a duplicate.
- To eliminate duplicate documents being stored as convenience copies in libraries across a SharePoint site collection, users can use a content type called link, that comes standard in document libraries in Office 365, SharePoint online. This content type allows users to create links within a library to files stored in other libraries and sites. I'm in the library where I want to create the link, but the file that I want to link to is in the Documents library.
The file is called Best Practices for SharePoint End-User Success, and in order for me to create a link, I'm going to need to copy this file's link address, or URL. In order to get the link, I need to click on these three dots, or the ellipses. From the options presented, I'm going to click on Get a Link. A small window appears with several options listed therein. From this dropdown, I can pick from different types of links that I want to create.
For example, I can create restrictive links, or ones where accounts are required. Or I can be highly permissive, like the bottom two, where I can view link or edit link with absolutely no sign-in required for whoever's clicking on that link. I'm going to go with Edit Link, no sign-in required. And then from there, let's take a look at expiration. If I wanted to set an expiration time period on this link that I'm creating, I can click on set expiration.
You can see here that we have options from never, all the way up to 60 days, or even custom durations. What I'm going to go with is not selecting any at all, and by default, that means it will never expire. I'm now ready to copy this URL. So I'll click on the Copy button and then Close. So now with the URL copied to the clipboard, I'm now ready to return to the library where I want to create the link, in this case it's the marketing materials library.
From the command bar, we see the New button drop down. And when I click on it, at the bottom of this list, you're going to see Link. I'm going to go ahead and click on it. For your convenience, a listing of recent documents appear below the top field, making it easier and faster to select link to choices, based on documents you may have most recently worked on. Since we've copied the link though, I'm going to paste it here into this field, by right mouse clicking, and then selecting Paste.
Another field appears just below it, and it's for the file name. I can edit this file name if I wanted to. But I'm happy with what I see here, so I'm going to go ahead and click on create. The newly created linked file appears in the library.