Are you tired of wasting time sifting through disorganized files and struggling with version control issues? The chaos of scattered documents can hinder productivity and collaboration in today’s fast-paced workplaces. Luckily, SharePoint Library is here to rescue you.
But what is a SharePoint document library? How can you create it?
In this guide, we quickly answer these questions and explore how SharePoint libraries can solve all of your document storage problems.
Grab your favorite snack, and let’s get started!
A SharePoint Document Library is a special type of library that stores and organizes files and documents. It allows you to store, organize, share, and track versions of documents. It also provides collaboration features such as document co-authoring and site columns for categorizing your content.
You can even set up automated alerts to notify users when changes are made to the library.
Teams use SharePoint Document Libraries for various purposes, including project collaboration, team document storage, and long-term archiving. They are especially useful for teams or organizations that need to store documents in an organized fashion.
Let’s consider things this way!
Improving content management and collaboration is a top priority for many large and small organizations. But the problem is they deal with so multiple files, documents, and other digital assets.
Thus, it can be challenging to manage everything effectively.
This is where SharePoint Libraries come into play. And thanks to the modern SharePoint document library, teamwork has become easy for many companies.
Customization options such as metadata, views, and workflows in SharePoint libraries can significantly streamline processes and make teamwork more efficient.
SharePoint Libraries come in seven basic types, each with its own unique set of features and benefits.
Document libraries are the most commonly used type, ideal for organizing Word, Excel, and PowerPoint files. We will focus on this type in this article.
Form template libraries allow users to create and manage a collection of forms users can fill out based on the same template within SharePoint.
They can manage multimedia files like images, audio, and video.
As the name suggests, Style libraries are ideal for storing style formats of SharePoint sites.
Lastly, wiki libraries store allows users to create and store Wiki pages to serve as a knowledge base.
Choosing the right library type for your organization’s needs can improve collaboration and streamline workflows.
By default, SharePoint team sites include a document library. However, you can create additional libraries for your SharePoint site as needed.
The process of creating a document library in SharePoint is relatively straightforward. You can create it from a SharePoint Team Site in the steps below:
Users can improve efficiency and streamline teamwork effectively by uploading and organizing files in a SharePoint document library. Supported file types for SharePoint libraries include images, videos, PowerPoint slides, Excel sheets, and more. Note that to be able to create and upload files and folders in a library, a user must have contributor permissions to the library.
So, here is how to upload a file a Sharepoint document library:
If you have synced your SharePoint or OneDrive account to your device, you can directly upload files using File Explorer. Simply use the following steps:
When managing your documents in SharePoint, views are essential to help you organize and access information quickly and efficiently. A view is a page that displays several documents within your SharePoint library.
Views allow you to customize how information is presented in your document library by filtering, sorting, and grouping files based on specific criteria.
To set a default view for your document library, you’ll need to navigate to any view you want to set as your default and click Set current view as the default.
Creating a custom view allows you to tailor how you interact with your library to suit yo”ur needs and preferences. This can save time and streamline workflows, making it easy to find the information you need when you need it.
Users can create custom views for SharePoint libraries in several ways, e.g., highlighting columns they want to display, arranging specific columns, filtering and grouping items, etc.
You can create or change the view of a SharePoint library in the following steps:
Ensuring proper security and access control is crucial for SharePoint Libraries. You can limit who can view, edit, and delete files within your SharePoint document library by setting permissions.
Note that by default, SharePoint libraries in a site collection will inherit permission settings from the site directly above them in the site hierarchy.
SharePoint offers different levels of permissions, such as Full Control, View Only, Contribute, Edit, Read, and Limited Access.
Site owners or admins can set up permissions for SharePoint libraries in the following steps:
Assigning permissions based on user roles or groups is essential to avoid confusion and maintain proper access control.
Additionally, you can modify or remove permissions at any time to accommodate changes in your organization’s structure or policies.
Properly setting permissions ensures that sensitive information stays secure while allowing users to access the necessary files.
Organization is crucial for maximizing the benefits of SharePoint Libraries. By developing a straightforward naming convention and folder structure, you can ensure that your libraries are easy to navigate and search.
Metadata can categorize and tag documents within your libraries, providing greater context and making it easier to locate specific files.
Ensuring proper security and access control is also key, and you can do it by setting up permissions and regularly reviewing your organization to ensure it remains effective and efficient.
With these steps in place, you can take full advantage of the power of SharePoint Libraries to streamline your workflow and boost productivity.
To delete a document library in SharePoint, use the following steps:
Deleting a document library is permanent, so double-check before confirming the deletion.
A library is an organized collection of files that offers advanced features such as version control, document collaboration, and metadata customization.
On the other hand, a folder is a container for related files without any additional functionality.
A folder is like any folder you create on your computer to group things that are similar, like similar videos, photos, etc. Well, folders in a document library do the same.
When working with SharePoint Online, it’s essential to understand the difference between a library and a folder. While both serve as containers for documents, some distinctions exist between them.
SharePoint document libraries are essential tools for organizing and managing files in an organization. Libraries provide a secure, centralized location for storing, sharing, and collaborating on essential documents.
Their purpose is to improve your SharePoint document management and collaboration among team members.
By understanding the different types of SharePoint Libraries and how to create and organize them, you can unlock the full power of this valuable tool.
What is a SharePoint library used for?
A SharePoint library is used for storing and managing files and documents. It allows for easy collaboration among team members by providing access to files from multiple locations. Customizing metadata in SharePoint libraries helps better organize and search for specific documents.
Additionally, document libraries enable the storage of multiple document versions, making it easy to track changes over time. All in all, SharePoint libraries are valuable for efficient document management and collaboration within organizations.
Does SharePoint create a Default Library?
Yes, when you create a new SharePoint site, it automatically creates a default library. This library serves as a repository for files uploaded to the site. You can customize its settings and permissions to suit your needs better. It is also possible to delete or rename the default library if necessary.
What is the difference between a SharePoint list and a library?
The main difference between a SharePoint list and a library is its purpose. A list is used to store and manage data in a structured format, similar to a spreadsheet, while a library is used to store and manage documents or files.
Data is organized in rows and columns in a list, whereas in a library, files are organized in folders and subfolders.
However, both lists and libraries can be customized with metadata, workflows, and views to improve organization and collaboration within SharePoint.
Recommended reading: How to Create a SharePoint List?
How many Sharepoint document libraries can you create?
You can create multiple document libraries. Typically, you can create up to 2000 lists and libraries combined in each site collection.
Ikimi O. is an experienced technical writer passionate about software, technology, and engineering. He has a background in engineering and has written content on a wide variety of topics and niches. His hobbies include reading, watching movies, and traveling.
