Document Libraries

[toc]

• Only Site Owners can create or delete a document library. 
• Contributors can add, edit and delete documents and folders within a document library. 

Uploading Content

Content can be updated one document at a time, or by multiple documents at a time.

Uploading a Single Document

Method 1

1.  Click the library name, in the Quick Launch Bar on the left hand column, under the title Libraries.  If you cannot find your library here, click on the ribbon Site Actions > View all Site Content > Library Name.

2.  Click + Add Document just below the last item in the library.

3.  A window will open, click Browse to search for the document to upload, if your document library has versioning, add Version Comments and click OK.

Method 2

1.  Click the library name, in the Quick Launch Bar on the left hand column, under the title Libraries.  If you cannot find your library here, click the ribbon Site Actions > View all Site Content > Library Name.

2.  Under Library Tools at the top or your page, click the Documents tab in the ribbon.

3.  From the ribbon of options that appears, click on Upload Document.

4.  A window will open, click Browse to search for the document to upload, if your document library has versioning, add Version Comments and click OK.

Uploading Multiple Documents

1.  Click library name, in the Quick Launch Bar on the left hand column, under the title Libraries.  If you cannot find your library here, click on the ribbon Site Actions > View all Site Content > Library Name.

2.  Click + Add Document just below the last item in the library.

3.  From the window that opens, click Upload Multiple Files..... to search for the files to upload.  If your document library has versioning, there is a field to enter Version Comments.

4.  Click Browse For Files Instead link.

5.  Drag the files or folders that you want to upload.  If you don't want to load a file or a folder in the list, click Remove.  Then click OK.

6.  Click Done when the upload is complete.  The amount of time of the upload, depends on the number and size of the files selected for upload.

Document Title and File Name Best Practices

You may wish to avoid using special characters in your titles.  SharePoint has a number of known issues using +, & and other special characters in titles/file names.

Reading a Document that was uploaded

1.  Click library name, in the Quick Launch Bar on the left hand column, under the title Libraries.  If you cannot find your library here, click on the ribbon Site Actions > View all Site Content > Library Name.  If you see your library on your Home page, skip to step 2.

2.  When you see the file you want to read, click it.  You will be prompted to enter your APAN login credentials before the file opens.  If your browser does not support reading MicroSoft Documents in the browser, you may have to click the drop down arrow to the right of the document > Send To > Download a Copy and read it offline.

Editing & Managing Documents

How do I edit a document without checking it out?

Inline editing permits others to make changes at the same time you're in the document.

1. Access the document library. Usually listed in the left hand navigation bar. If you do not see your document library, click on the ribbon Site Actions à View All Site Content.
2. Mouse over the document that you want to edit, click on the down arrow, and then click on the Edit option. Note the Edit option will vary according to document type.
3. Click OK to confirm that you are aware that some files can harm your computer.
4. If you are prompted, enter your APAN User name and Password into the prompt and click OK.
5. When you are done with editing the document, click on File -> Save or the Save Icon. Click on Exit.

How do I edit a document and check it out?

Checking out a document does not allow others to edit while you're using it.  You must check the document back in for others to make changes.

1. Access the document library. Usually listed in the left hand navigation bar. If you do not see your document library, click on the ribbon Site Actions à View All Site Content.
2. Mouse over the document that you want to edit, click on the down arrow, and then click on Check Out.
3. Click OK to confirm the check out.
4. Note that the icon for a checked out file is modified to include a green arrow on the lower right in the document library list.
5. If the file is already checked out, the following noticed is displayed.
6. Mouse over the file name, click on the down arrow, and then select the Edit option. Note the Edit option will vary according to document type.
7. When you are done with editing the document, click on File -> Save or the Save Icon. Click on Exit.
8. Mouse over the document name Click on the Check in
9. Click on your choice for retaining check out. Add comments, especially if you are using versioning. Click OK.

 How do I delete a document?

1. Access the document library. Usually the document library is listed in the left hand navigation bar. If you do not see your document library, click on the ribbon Site Actions à View All Site Content.
2. Mouse over the document that you want to delete.
3. Click down arrow.
4. Click on the Delete option.
5. Click OK to confirm the deletion.

Creating a Document Library

Only Owners of the Site can do this, unless other permissions have been created.

1. Click Site Actions.
2. Click New Document Library.
3. Enter the name of the document library. 
4. Provide a description.
5. Select Yes in Navigation section, if you want to see the library listed within the left navigation of your site.
6. Select Yes in Document Version History section, if you want to have versioning turned on.
7. Best Practice: If your group is making many edits on documents, select Yes.
8. Select the default for a new document.
9. If you are only uploading files to the document library, select None in the Document Template section.
10. Click Create.

How do I Enable the Version Control Features in a SharePoint Library?

1. By default, versioning (tracking different versions of a document) is turned off for all shared documents in SharePoint.
2. To turn it on, go to your Shared Documents library, click on the “Settings” button at the top, and choose “Document Library Settings.”
3. From the next screen, you can enable many different features for your documents in this library (approval requirements, document security, etc.).
4. The versioning option is the second one on the list: Document Version History. You can opt to enable edited documents to display as major (1, 2, etc.) or minor (1.0, 1.1) versions. You can also choose how many versions to retain at any given time.
5. The last option on the list can require that users check out items before editing them – forcing versioning. If you wish to use versioning, select “Yes” for this option.
6. Click on “OK.”

Note: To view any document’s version history, hover over the document’s name in the library, click on the down arrow, and choose “Version History.” To restore a document to an earlier version, hover over the document version’s date and time, click on the down arrow, and choose “Restore.”

How do I create a Document Work-space within a Library?

1. When you need a temporary site for collaborating on a single document, you can create a Document Work-space.
2. Open your document library and hover over the document you wish to share. Click on the drop-down arrow and from “Send to” choose “Create Document Work-space.”
3. Click on “OK.”
4. You can now add announcements, links, and invite other members to share the work-space.
5. Once the document has been completed, the document should be stored in the site’s Shared Documents Library or elsewhere on the intranet.

How do I edit document library permissions for a numbered site?

1. Navigate to your document library.
2. Click Settings > Document Library Settings
3. Click Site Actions > Site Settings
4. Click Site Permissions.
5. Put a check mark next to the Permissions Group to be managed
6. Select Actions
7. Edit User Permissions
8. Choose your permissions you desire.  APAN recommends unchecking Contribute - Can view, add, update and delete and check Read - Can View only to reduce the level of permissions members in your community will have.
9. Click OK.