Welcome to our free SharePoint End User Training tutorial. This tutorial is based on Webucator's SharePoint 2016 End User Training course.
SharePoint Libraries share the same characteristics as SharePoint lists such as columns, views, and validation to name a few. What distinguishes SharePoint libraries is that each item in a library has a underlying document. So in addition to the data stored in library columns, the document stores its own data based on the type of document. Because of the extra data that can be stored in columns that can be used to filter and search by and features such as versioning, libraries are considered a great replacement for the more traditional file server system. Libraries are, like lists, a fundamental building block in a SharePoint site.
Library templates define the characteristics of a library when used to create a new library. The characteristics defined by a library templates include the column types, views, and forms for editing and viewing library item data. Library templates also store a document template for creating new documents in the library.
There are many factors that define the library templates available to a site such as the version of SharePoint and the features that have been enabled in the farm, site, and site collection. New library templates can be easily added to a site so the library template choices can vary between different SharePoint installations and even sites within a single installation.
The following is a list of some of the out-of-the-box library templates that come with a SharePoint 2016 Team Site.
All SharePoint libraries have a New and an Upload link listed at the top of the library for adding new content. If your SharePoint installation is integrated with Office Online Server (separate product from SharePoint), than the New link will prompt you for what type of Office document you want to create. Once a choice is made the document will be opened in a browser window ready to be edited. If you do not have Office Online Server than the New link will behave exactly the same as the Upload link by opening a file browser window allowing you to select files you wish to upload to the library.
The following walk-through will show you how to create a new Document Library for Microsoft Word documents. Additionally, the walk-through will show you how to customize the library by adding columns.
Naming Conventions: Many Web site administrators feel strongly about not using spaces when naming a list, library or new site. The reason for this is that the spaces will be replaced with "%20" characters in the URL. This can make the URL difficult to read and links can become convoluted. The title of the list, library, or site can always be changed after they are created using the properties pages that will be covered in a later part of this course. This will change what is displayed but not affect the URL. For simplicity and readability the exercises and walk-throughs in this course often include the space in the name and accepts the fact that the URL will have the "%20" replacement characters.
The Create Column button might not display the text next to the icon if your browser window is not wide enough.
This dialog window appears because the New Document button links to a template file stored as part of the Shared Documents library. The default template is just a blank Word document but that is what causes Word to load and present you with a blank page. In a later part of this course, you will learn to create custom templates and associate them with libraries.
Microsoft removed the Document Information Panel from the 2016 version of Office. In prior versions you could edit the SharePoint column field values from a panel at the top of the document.
The ability to store meta data information with documents is one of the reasons that SharePoint is considered superior to storing files in a more traditional file server/shared folder system.
The following walk-through will show you how to create a new library using the Asset Library template.
The video will only play from inside the library if the Silverlight plug-in is installed.
The following walk-through will show you how to use the Check Out feature to lock a document so that you can edit it safely without anyone else being able to modify the document while you have it checked out.
You can also use the Files tab toolbar in a library to check out an item. It is also possible through the library settings to require documents to be checked out when they are opened by a user for editing.
The Discard Check Out option will remove the checked-out setting from the document but you will also lose any changes that where made since the document was checked out.
You can also use the Files tab toolbar in a library to check in an item.
The following walk-through will show you how to delete a document from the My Docs library and restore it from the Recycle Bin.
You can also delete files from the item menu used in the previous walk-through.
There is an optional second stage recycle bin where the Site Collection Administrator can recover items that have be removed from the main recycle bin.
Versioning can be optionally configured in SharePoint so that backup copies of any library list item are automatically created when new changes are applied. This provides the ability for users and administrators to revert to previous versions of items. With libraries you have the additional option of requiring that documents be checked out before they can be edited. This will make sure that when a user is editing a document no one else can edit the same document while it is checked out and potentially overwrite changes.
The following walk-through will show you how to turn versioning on and require documents to be checked out in the My Docs document library and test the results.
The Check Out button provided by Word was a result of the libraries' require check-out setting.
Since both major and minor version was enabled, the menu option Publish a Major Version is available. Clicking the Save icon in Word defaults to saving as a minor version. Users with Visitor permissions would only be able to see published major versions.
Checking the document out created the third 1.2 minor version you see in the dialog.
In this exercise, you will work with the default Team Site libraries.
In this exercise, you will create a new library using the Document Library template. As part of creating the new Document Library, you will choose an Excel spreadsheet as the default template and verify the effect of that by creating a new document in the library.
In a later part of this course, you will create custom templates and associate them with libraries.
In this exercise, you will enable versioning on the Expense Reports library. Once versioning is enabled, you will test it by modifying a document and then rolling it back to a previous version to undo your changes.
If you had enabled both major and minor versioning, Excel would have prompted you to choose which version you wanted to create when you saved your changes.