Join Gini von Courter for an in-depth discussion in this video Upload image and audio assets to the library, part of Business Apps for SharePoint Monthly.
- [Instructor] First let's upload some assets to our library. I'm going to click new and notice I have choices image, audio, video. Let's add an image. And the image that I want to use is this engineer in solar power. Notice I can also click on another one, but when I do, it unselects the first one. So this is the one at a time approach. Going to open this and click okay.
It's uploading and I will have an opportunity to add some metadata. Content type, either image or audio when I do it this way. Notice video wasn't a choice. And I'm going to say this is solar power station with Rob. I could add other information here. I can add keywords for searching and this is one of the powerful features of asset libraries. When our users are looking for audio, video, even images, they don't always know what the name of it is or how it was saved, so it's helpful to provide some key words.
This was outdoors, somebody might remember that there was someone wearing a red jacket because that shows up. Where's the one with that guy in the red jacket? And then any comments that we want to add. Comments could include why it was taken to begin with, when it's been used previously. The primary author here is actually me. And I can indicate when this picture was taken. And what the copyright for this particular image is.
Right now this has no copyright and I will click save. The copyright information allows our folks to use the assets that are in this library with a degree of comfort about how they can use that. Is it something that's owned by our organization? Is it something that we are using through Creative Commons? Notice solar power station Rob, the title that I gave it, is the title that shows up here in the overlay. If I point to it, I can see other information. The size of the file, the file type.
If I click, I can download this. I can get a link, I can rename it. Check its properties and so on. When I upload an image to an asset library, renditions are created. And you might wonder, what would a rendition be? Well, a rendition is one of the potential ways we might wish to use this document. For example, here's a display template picture with three lines. Notice it's already been crunched down to 100 by 100 JPEG. Display template video.
Display template with a picture on the top. Display template large picture. All of the different ways that I might use this have already been created for me. For example, here's a banner, 304 by 100. A large picture, 468 by 220. What this means is I can safely upload images that are large and SharePoint will automatically create renditions that are useful in a web setting. How large you might ask. Well, the default file size for most libraries is 250 megabytes.
In SharePoint online, it's bumped all the way up to 15 gigabytes. However, this is under the control of your SharePoint administrator so they might set lower limits. If you have a file that can't be uploaded, have a conversation with your administrator. How else can I add a file to this library? Let's click upload. Go grab another image. This one fairly large, and upload it. And we'll see exactly the same dialog with exactly the same choices.
So here's my name, my title. Some keywords have already been added by someone else. That's a great thing. The picture was taken a while ago. I don't know who the primary author for this document is. And it's from stock.adobe.com. That's great. Here's our image. The overlay includes the title that was provided. This is a really big image. This is a JPEG, 5760 by 3840.
And we're going to see now how the renditions are going to help us. Because this file is huge, it took a while to upload. It's going to take a while to display, but once again we have a 100 by 100 image and if we decide we want to modify this, we can. Template video. Template picture on top. Again, all of these create a much smaller size. Finally, I can drag and drop files into here if I wish to upload them.
And when I do, I simply need to be able to see all of my files at the same time, the files I'm dragging and this window here. So for example, installing solar panels, PV panels, drag and drop, there they go. Now while these files are being uploaded, it's worth noting that I'm not being prompted to provide information about them. Therefore, when I use drag and drop to upload files, I then need to return and modify the metadata about these files.
However, unlike a document library, I'm going to get pretty decent metadata. If there already are a title and keywords that have been provided, that information will be added here automatically. For example, the title and the author, automatically provided from the information that was already attached.
One of the things an asset library does really well is extract metadata when possible from the assets that you upload. I'd now like to upload an audio file so you see how that works. This says that it's an image. I need to change that to audio which is interesting. It knows it's an MP3. I can also upload AC3 or Adobe digital audio, AAC and Windows media audio to my library.
We're all set. Let's save this audio file. And with an audio file, I obviously don't have renditions, but I have the ability to play this audio file in place. (audio plays at low volume) So that if our users are looking for particular audio file, they can find it. Because I don't have any image at all, because I don't have an image to recall, and what I'm going to recall is audio, it's helpful for us to add keywords here just as we would for images or to add titles.
So this is Simon Lodine Future of Alt Energy. Solar, audio, future, wind, hybrid are some of the words that are used in Simon's speech that people might remember. Click okay. Simon Lodine Future of all Energy. Whether you're uploading images or audio, you have the ability to make this asset library very searchable and responsive to your user's request for assets.