Transcript Working with SharePoint Document Libraries

Working with
SharePoint Document
Libraries
What are document libraries?
Document libraries are collections of files that you can share with team
members on a Web based on Windows SharePoint Services. For
example, you can create a library of common documents for a project,
and team members can use their Web browsers to find the files, read
them, and make comments. Users with Microsoft Office 2003 can check
out and edit the files as if they resided on a local or network drive.
By default, your team Web site comes with a built-in document library
named Shared Documents, which is listed on the Quick Launch bar as
well as on the Documents and Lists page.
Goals
After completing this tutorial, you will know how to:
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Create a document library
Create folders and navigate between them
Add files to a document library
Check out, edit, and check in files.
Set properties of files
Delete documents and folders
Create a practice site
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On the top link bar, click Create.
At the bottom of the page in the Web Pages section, click Sites and Workspaces.
In the Title and Description section, type a name, such as Document Library
Tutorial, and a description for the new site. For example, you can type Working
with Document Libraries Practice Site for the description of this site.
In the Web Site Address section, type the Web address (URL). The first part of the
address is provided for you. For the second part, type document-library-tutorial.
In the Permissions section, click Use same permissions as parent site.
Click Create.
On the Template Selection page, click Team Site, and then click OK.
After the site is created, it appears in your browser.
Create a document library
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On the top link bar, click Create.
On the Create Page page, click Document Library.
In the Name box, type Trey Research Visit.
In the Description box, type Supporting files for upcoming customer
meeting with Trey Research.
In the Navigation section, click Yes to put a link to this document library on the
Quick Launch bar on the home page.
Having a link to a document library on the Quick Launch bar makes it easier for site
users to find it. In a site with only a few lists and libraries, it's a good idea to
choose Yes. However, in sites with many lists and libraries, you'll want to include
only the most commonly used lists and libraries or the Quick Launch bar will get
too long.
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In the Document Versions section, click Yes for document libraries that will
contain files that get developed over time.
Click Create.
View Demonstration
Creating folders
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Go to the Trey Research Visit you created earlier (if you're not already
there): On the top link bar, click Documents and Lists. On the
Documents and Lists page, click Trey Research Visit Tasks.
In the Trey Research Visit document library, click New Folder.
On the New Folder page, in the Name box, type Presentations.
Click Save and Close.
Repeat these steps and create two more folders called Spreadsheets and
Documents.
View Demonstration
Adding a column to a document library
When you add a column to a document library, you add a new type of
property that users can set for files in that library. You can require that
users enter information for a column, or columns can be optional. By
adding columns (properties), you make it easier to sort, filter, and
organize files for retrieval.
By default all document libraries come with columns that let you edit
the name and title of the file. There are also columns that Windows
SharePoint Services maintains for information such as the name of the
person who last edited the file and the date and time the file was last
saved. For the upcoming visit to Trey Research, you will add a column
to so that document owners can specify how close their files are to
being finished.
Adding a column to a document library
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Go to the Trey Research Visit you created earlier (if you're not already there):
On the top link bar, click Documents and Lists. On the Documents and Lists
page, click Trey Research Visit Tasks.
In the Trey Research Visit document library, click Modify settings and
columns.
In the Columns section, click Add a new column.
In the Name and Type section, in the Column name box, type Status, and
then click Choice (menu to choose from).
Adding a column to a document library
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In the Optional Settings for Column section, type Status for each file as the
description for the column.
In Require that this column contains information, click Yes.
In the Type each choice on a separate line box, replace the placeholder text
with the following entries:
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Draft
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Writing
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Team Review
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Legal Review
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Complete
In Display choices using option, click Drop-Down Menu.
Adding a column to a document library
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In the Allow fill-in choices option, click No.
If you know that the number of categories is going to increase over time, it is
good to enable this option. However, in this example, you want to control which
options for file status appear so that it is easier to track progress.
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In Default value, make sure Choice is selected. The first item in the list (Not
Started, in this case) is the default.
Make sure the Add to default view check box is selected.
At the bottom of the page, click OK.
Now that you've added the Status column, you're ready to add some files to the library.
Adding documents to the document library
This tutorial will show you three methods for uploading documents to a
document library. Windows SharePoint Services provides the first of these
methods, single upload. Office 2003 provides a tool for uploading multiple
documents, or you can save a file directly to a document library from within an
Office 2003 program.
Uploading a single file from the Web browser
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Go to the Trey Research Visit you created earlier (if you're not already there):
On the top link bar, click Documents and Lists. On the Documents and Lists
page, click Trey Research Visit Tasks.
In the Trey Research Visit document library, click the Presentations folder
that you created earlier.
Click Upload Document.
On the Upload Document page, click Browse to the folder with the sample
documents you downloaded earlier.
Click the file Project Status.ppt and then click Open.
Click Save and Close.
The Microsoft Office PowerPoint® 2003 presentation file appears in the document library.
The Status property is set to the default value that you chose when you created that column.
Note You can add any other files to the document library this way. For example, you
could go to your My Documents folder and add files from there.
Uploading multiple documents
The following steps teach you how to upload multiple documents.
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Go to the Trey Research Visit you created earlier (if you're not already there):
On the top link bar, click Documents and Lists. On the Documents and Lists
page, click Trey Research Visit Tasks.
In the Trey Research Visit document library, click the Documents folder that
you created earlier.
Click Upload Document
On the Upload Document page, click Upload Multiple Files.
Uploading multiple documents
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Go the folder where you downloaded the practice files.
Select the two Word files (Memo_Draft.doc and Memo_Final.doc) by selecting
the check box next to each file.
Click Save and Close.
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When prompted to confirm that you want to upload the files, click Yes.
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The files appear in the document library. The Status property is set to the default value
that you chose when you created that column.
Uploading multiple documents
Notes
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You can also use the Explorer view to copy multiple files to a document library. In
the Select a View pane, click Explorer View, and then, from a Windows
Explorer window, drag the desired files into the document library.
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If you're familiar with using network paths, you can also copy files to a document
library using the method described in Setting up Windows SharePoint Services as
a Collaborative File Store.
Working with files in a document library
Now that you've added files to the document library, you're ready to learn how
to check out a file, open it for editing, and then change the properties of a file.
Checking out a document
With document library files, you should always check out a file before opening
it and making changes. This prevents other users from opening the file and
making changes while you have it checked it. If a user views the file while you
have it checked out, he or she will see the last version that was checked out,
not the version that you're working. Once you check the file back in, users can
see the changes that you made.
Checking out a file
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Go to the Trey Research Visit you created earlier (if you're not already there):
On the top link bar, click Documents and Lists. On the Documents and Lists
page, click Trey Research Visit Tasks.
In the Trey Research Visit document library, point to the file Memo_Draft.doc
to display a down arrow.
Click the down arrow to reveal a menu, and then click Check Out.
Once you've checked out a file, the Check Out option on the menu changes to Check
In. You can use this option to check the file back in after you're done making changes to
the file. In this tutorial, however, you'll use the Check In option in Office Word 2003.
Open a file for editing
Now that the Memo_Draft.doc file is checked out, you're ready to open it in Microsoft
Word. The steps below describe opening a file for editing using Office Word 2003. For
information about using Microsoft Word 2002 or Microsoft Word 2000 with Windows
SharePoint Services, see Good, Better, Best: Windows SharePoint Services Integration
with Microsoft Office.
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Go to the Trey Research Visit you created earlier (if you're not already there):
On the top link bar, click Documents and Lists. On the Documents and Lists
page, click Trey Research Visit Tasks.
In the Trey Research Visit document library, point to Memo_Draft.doc to
display a down arrow.
Click the down arrow to reveal a menu, and then click Edit in Microsoft Office
Word.
Note: If you click the name of the file it opens in read-only mode. If this occurs and you want
to edit the file and save changes, close the file and use the steps listed above to edit the
document. Don't use the Save As option from your Office 2003 program to save the file back to
the document library with a different name. This can cause confusion for your team when they
try to find the right file to update.