SharePoint Document Libraries
Accessing Documents on SharePoint
The Document Library is a place on the site where you can create, collect, and update files with others. If you cannot access the document library, you have to obtain permission from the administrator of the site to access the library.
Checking out a Document
Many SharePoint document libraries are set up to require that documents be checked out before they can be edited (This option can be selected under Versioning Settings). After checking out a document, changes to the document are reflected in the library documents, not those on your computer, which allows everyone with library permission to access the updated file using a Web browser. A copy of the original document will be maintained in the document library.
Checking out a File
To check out a file, place your pointer over the file name, click the down arrow that appears, and then click Check Out. This will reserve the file for only you to work on so that other people cannot make changes.
After checking out the file, click the file name to open it.
In addition to closing the file when you are done, there's another way to avoid locking files: Open them as Read Only by simply clicking the file name. You should do this when you don't need to change the file at all but you do need to read it or refer to it. When the file opens, you won't be able to save changes to the SharePoint site. However, others will still be able to open the file when you have it open as Read Only, so you won't lock them out.
Checking a Document Back in
Once a document is checked out, the file is locked so no one else can edit it.
You can check in the document in two different ways.
1. Save the document and close it. You may receive a prompt to check in the document.
2. You can check in the document while it is open by saving the document, and going to the document library in your browser.
These choices will open the Check In Comments window, allowing you make comments for that version of the edited document. You can turn on document versioning for the document library to allow other users to view comments related to the checked in version of the document.
Adding Files to the Library
To add files to the library, go to the document library in the SharePoint site through your Web browser, click Upload, and then follow the prompts. You have the option of uploading single or multiple documents.
Editing a Document
When you need to work with a file and make changes, you edit the file. To do this, “check out” the document before you start working on it. Once the file is checked out, you can change and then save the file back on SharePoint. SharePoint will save a different version on the site. To keep the edited version, save the file to your computer instead of back to SharePoint. This process works for Excel, Word, and PowerPoint.
With a library, when people edit the file one at a time, true collaboration takes place. Each person can contribute to the file in their own time. There's no need for extra meetings, printing extra copies, walking about the halls for revisions, and so on.
However, two people cannot edit the same file at the same time; the first one who edits the file will lock out the other person. The way to unlock the file is to close it. This is an important step to remember. Make sure to close the file when you are done.
Moving Files and Documents Using the Explorer View
Many of us are familiar with using Windows Explorer to navigate Windows. Using the Explorer view is an easy method to move documents and files within document libraries. The options for Explorer view will be made available in the View menu on the right-hand side of the window.
Once you are in the Explorer View, you can “click and drag” documents and/or files within and between document libraries, and between the document library and your Windows desktop.
Note: Don't ever move the Forms folder!
Finding a Document: Search
To search the contents of documents in document libraries, use the Search box.
This is an internal search of the documents. A caution is that this will search all documents on the entire SharePoint site, not just the sub site that you are working with.
Following Changes in a Document or File
If you want to know when someone edits a file that you care about, sign up for an Alert. When someone changes that file, the library will send you an e-mail message notifying you of the change.
Renaming and Creating Files and Folders
Place your pointer over the file and click Edit Properties.
Then rename the file as you need to.
To create a new folder in your Documents Library, click the New button, then select New Folder.
Deleting Files
To delete a file, click the file's drop-down arrow, and then click Delete on the menu that pops up. This will put it in the Recycle Bin. Typically, files stored in the Recycle Bin for more than 30 days will be automatically deleted. But your administrator can change this.
Microsoft Office Compatibility
Microsoft SharePoint can interact with later versions of Microsoft Office. Office versions before 2003 cannot interact with SharePoint. Office 2003 has some functionality with SharePoint, while Office 2007 and later has even more SharePoint functionality. For a list of supported features in Office 2003 and Office 2007, go to sharepointusecases.com and scroll down to Scenario 2: Server Platform: Office SharePoint Server 2007.
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