How To Use Document Library In Sharepoint?

Are you looking for a better way to store and organize your documents? If so, then you should consider using document library in SharePoint. SharePoint is a powerful cloud-based platform that allows you to store, share, and collaborate on documents with colleagues. With document library, you can store an unlimited number of documents, categorize them in folders, and easily search and retrieve them. In this guide, we’ll show you how to use document library in SharePoint and how to make the most of the platform’s features.

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What is Document Library in SharePoint?

Document Library in SharePoint is a feature that helps users to store, organize, and share documents. It is an online repository of documents that can be managed and accessed centrally. It allows users to easily store, find, and track documents in an organized manner. It also provides features such as version control, metadata, security, workflow, and collaboration for document management.

In SharePoint, Document Library is a type of list that stores and displays documents. It can be used to store a variety of file types such as text documents, spreadsheets, presentations, images, videos, audios, and other kinds of documents. It also provides features such as version control, metadata, security, workflow, and collaboration for document management.

How to Use Document Library in SharePoint?

Using Document Library in SharePoint is a simple process that can be done in few steps. It helps users to store, organize, and share documents in an efficient and secure manner. Here are the steps to use Document Library in SharePoint:

Step 1: Create a Document Library

The first step is to create a Document Library in SharePoint. To do this, go to the Site Contents page, select “Add an app” and choose the “Document Library” option. Give your Document Library a name and click “Create”. This will create a new Document Library in SharePoint.

Step 2: Add Documents to the Library

Once the Document Library is created, documents can be added to it. To add documents, select the “Add document” option and choose the file from your computer. You can also drag and drop files from your computer to the Document Library. You can also upload multiple documents at once.

Step 3: Manage the Documents

Once the documents are added to the Document Library, you can manage them. You can view the documents, edit them, delete them, or add new versions. You can also add metadata to the documents. Metadata is information about the document, such as its title, author, and date created. You can also add tags to the documents to categorize them.

Step 4: Share the Documents

Once the documents are added to the Document Library, you can share them with other users. To share the documents, select the “Share” option and enter the name of the user or group you want to share the document with. You can also set permissions for the documents, such as view, edit, or delete.

Step 5: Monitor the Documents

Document Library in SharePoint provides features to monitor the documents. You can view the documents that have been modified, added, or deleted. You can also view the documents that have been accessed by users. This feature helps you to keep track of the documents and manage them in an efficient manner.

Step 6: Set Up Alerts

Document Library in SharePoint also provides the feature to set up alerts. You can set up alerts to notify you when a document is modified, added, or deleted. You can also set up alerts to notify you when a document is accessed by users. This helps you to keep track of changes in the documents and act accordingly.

Step 7: Create Workflows

Document Library in SharePoint also provides the feature to create workflows. You can create workflows to automate tasks such as document approval, document review, and document publishing. You can also create custom workflows to meet the specific requirements of your organization.

Step 8: Configure Document Library Settings

You can also configure the settings of the Document Library. You can configure the settings for versioning, metadata, security, and other options. This helps you to customize the Document Library according to your organization’s requirements.

Step 9: Track Document Activity

Document Library in SharePoint also provides the feature to track document activity. You can view the documents that have been accessed, modified, or deleted by users. This helps you to keep track of the documents and manage them in an efficient manner.

Step 10: Use Analytics to Monitor Document Usage

Document Library in SharePoint also provides the feature to view analytics. You can view the usage of the documents, such as the number of views, downloads, and comments. This helps you to understand how the documents are being used and take appropriate actions.

Frequently Asked Questions

What is Document Library in Sharepoint?

A Document Library in Sharepoint is a place to store and organize documents, such as Word documents, Excel spreadsheets, PowerPoint presentations, PDFs, images, videos, and any other type of file. It provides a centralized location to store and access these files, and allows for collaboration with other users. It also enables users to create and manage metadata about their files, and provides a set of tools for managing their documents.

Document Libraries are an important part of the Sharepoint platform, and are used by businesses, organizations, and individuals to store and access important documents. They can be used to store documents and files, track their versions, and share them with other users.

How to Create a Document Library in Sharepoint?

Creating a Document Library in Sharepoint is a simple process. First, open the Sharepoint site and click on the “Site Contents” option. Then, click on the “New” option and select “Document Library” from the drop-down menu. Enter the name and description for the library and click “Create”.

Once the library is created, users can upload documents to the library. To upload documents, click on the “Documents” tab, then click the “Upload” button. This will open the “Upload Document” dialog box, where users can select the documents they want to upload. After selecting the documents, users can click the “Upload” button to upload the documents to the library.

How to Share Documents in a Document Library?

Users can share documents in a Document Library by setting permissions. To share documents, open the library and click on the “Shared With” option. This will open the “Shared With” dialog box, where users can select the users or groups they want to share the document with. Once the users and groups are selected, users can set the permissions for each user or group. After setting the permissions, users can click the “Save” button to save the settings.

Once the settings are saved, users can click the “Share” button to share the document with the selected users or groups. The document will be shared with the users and groups, and they will be able to access the document from the Document Library.

How to Edit Documents in a Document Library?

Users can edit documents in a Document Library by using the Edit Document option. To edit a document, open the library and click on the “Edit” option. This will open the “Edit Document” dialog box, where users can make changes to the document. After making the changes, users can click the “Save” button to save the changes.

Once the changes are saved, users can click the “Publish” button to publish the document to the library. This will make the document available to all the users who have access to the library. Users can also add comments to the document and track the changes made to the document.

How to Delete Documents in a Document Library?

Users can delete documents in a Document Library by using the Delete Document option. To delete a document, open the library and click on the “Delete” option. This will open the “Delete Document” dialog box, where users can confirm the deletion of the document. After confirming the deletion, users can click the “Delete” button to delete the document from the library.

Once the document is deleted, it will no longer be available to other users who have access to the library. It is important to note that once a document is deleted from a Document Library, it cannot be recovered. Therefore, users should be careful when deleting documents from the Document Library.

In conclusion, SharePoint Document Library is a powerful tool that can help users organize and share documents. With the help of this feature, users can easily store, access, and share documents with other users in their organization or with external users. Document Library helps to efficiently manage documents and provides users with a secure and convenient way to store and share their documents. With the help of Document Library, users can easily collaborate on documents and have control over who has access to which documents.