​​​​​Working with Documents

SharePoint allows you to store documents in a location that can be viewed by others, either directly from the SharePoint site, or by linking to the documents from your website. You can also use SharePoint as a central location for teams to collaborate on documents. This is helpful especially for larger, more complicated documents that may have several people working on them. By using SharePoint to house these documents, each member of your team can work on them without having to send things back and forth through email. SharePoint can even store mulitple versions of a document, enabling you to find your way back to an earlier version of a file and, if necessary, revert to that version.


Creating & Working with Document Libraries

A Document Lbrary is designed to store, organize, and manage all types of documents used by the agency, including Word, Excel and PDF files.
*Note - You can also store graphics in a document library, but SharePoint provides Picture Libraries to give you a different set of tools for working with photos & graphics. 

Each library displays a list of files and key information about the files, such as the last modified date and who was the last person to modify the file. 

Multiple Document Libraries can be created on a single site to store all files related to a specific project, a specific client, or even a specific type of document. For example, you might create a Document Library to hold reports or newsletters for a particular group or project. That library can then be linked to in an email or from your website to easily point people to that group of files. Your users can have permissions to contribute, download, or even edit the files in a Document Library. This makes it easier to collaboration between team members.

You can also create individual Document Libraries in order to restrict access to a defined set of users (managers, project team members, etc.). 

To create a Document Library:​

  1. Click on Settings, the gear icon at the top-right of your SharePoint screen Settingsicon.png
  2. From the drop-down menu, select Add an app. settings-add-an-app.png
  3. Select Document Library from the list of available apps.
  4. Type a Name for your library and click Create. It's good practice to use only letters, numbers, dashes, or underscores in your names. Don't use spaces or other punctuation.
    doc-libary-app1.png

    The new library will now show up in the Site Contents listing and, for now, in the Recent section of the sidebar links. 

    doc-libary-app3.png

Adding (Uploading) Documents to a Document Library:

Once you have yo​ur Library, you can add documents to it by uploading them. If you have more than one Document Library on your site, make sure to start by selecting the correct library from either the Site Contents or the sidebar.

  1. Select the Document Library you want to upload into by clicking on the library
  2. The library will open to its own page.
    *Note - since each library has its own SharePoint page, you can share the link​ to that library by sharing the URL address of the webpage. This enables you to point someone directly to this particular library.
  3. Click on the Upload link, and use the Choose file button to browse your computer for the document you want to upload. Click OK.
    upload-docs1.png

    TIP - You can select multiple files to add at one time by holding down your CTRL key and selecting multiple files
    TIP ​- ​You can also open a Windows Explorer window and drag files from Explorer into the library by dropping them onto the SharePoint library window. 

 

Opening Documents in a Library

To open a document from a Document Library, simply click on the URL of the document. Depending on the type of file and the configuration of your library, the document may open in the browser to be read, or you may get a download prompt, enabling you to save a copy of the document to your computer.

Enabling Document Preview in Browser

If you are the owner of a Document Library, you can set it up so that the most common document types, such as DOC, DOCX, XLS, XLSX, PDF, etc, will open, or preview in the web browser rather than prompting the user to download a copy. To turn this feature on:

  1. On the Library page, click the Library​ tab at the top of the page Library settings.png
  2. From the Library ribbon that opens, select Settings> Library Settings 
     Library settings1.png

  3. Under General Settings, click on Advanced Settings
    Library settings2.png

  4. In the section Opening Documents in the Browser, select Open in the Browser
    Library settings3.png

Editing Documents in a Library

Depending on a user's permission level, editing files in a SharePoint document library can be be done directly in the browser or from a desktop application (like Word or Excel), depending on the file type.  Some file types, such as PDFs or JPG images are supported for previewing in the browser. For these file types, you can download, edit in your desktop application, and then upload back into the library.

Downloading Documents

If you need a local copy of a document, you can usually download a copy directly from the SharePoint library. Follow these steps to download a file:

  1. Navigate to the Document Library that holds the document you want to download
  2. Using your mouse, click on the menu for the document - the 3 dots directly to the right of the document's name or title

    SP download 1.png

  3. This will open the document menu. From this menu choose the next menu icon, the 3 dots to the right of "FOLLOW":

    SP download 2.png

  4. From the drop-down menu, select Download​. Then, simply save the file as you would in any application.

Hyperlinking to Documents

Many times you might need to point someone to a document in a SharePoint library. You might want a link to the file to show up on a web page, or you might be sending the link to another user in email.  Since SharePoint houses its documents in a web server, each document has its own URL, or web address that can be used to link to it.  To find the URL for  document:

  1. Navigate to the Document Library that holds the document you want to download
  2. Using your mouse, click on the menu for the document - the 3 dots directly to the right of the document's name or title

    SP download 1.png

  3. This will open the document menu. When the menu opens, you will see the URL of the document listed near the bottom of the window:

    SP hyperlink 1.png

  4. Click in this box and the URL will be highlighted
  5. Use CRTL + C on your keyboard to Copy the link to your Windows clipboard.
  6. You can then paste the link wherever you need it.
    • NOTE: If you want the link to be placed on your webpage, create a CMS request, including the URL in the description of the request. The Webmaster team will add the link to your page.​


Renaming Documents

(Coming soon)

Deleting Documents

(Coming soon)

  
Edit
  
Notes
 
  
Simple tutorial for working with Document Libraries.
 
  
In this 90 second tutorial you will learn how to create a document library for storing documents and collaboration with your team.