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.
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.).
Once you have your 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.
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.
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:
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.
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:
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: