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Webucator's Free SharePoint 2013 Tutorial

Lesson: Library Basics

Welcome to our free SharePoint 2013 tutorial. This tutorial is based on Webucator's SharePoint 2013 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.

Lesson Goals

  • Learn how to create new libraries using library templates.
  • Learn how to work with the different libraries in a default Team Site.
  • Learn how to add columns to a library.
  • Learn how to check out documents for editing.
  • Learn how to delete and restore documents from document libraries.
  • Learn how to enable versioning on a library.
  • Learn how to revert a library document to a an earlier version.

Library Templates

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 2013 Team Site.

  • Document Library
  • Form Library
  • Wiki Page Library
  • Picture Library
  • Data Connection Library
  • Report Library
  • Asset Library

Creating Libraries

Creating a Document Library and Adding Columns

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.

  1. Create a new Document Library.
    1. Click the Settings menu and then choose the Add an app menu item.Site actions menu
    2. Select the Document Library template and click the Advanced Options button to view the options.
    3. In the expanded options form type "My Docs" in the Name: field and verify that Microsoft Word document is selected in in the Document Template drop-down box. Click the Create button to complete the process. More Options Create dialog

      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.

  2. Create a custom library column for the My Docs library. The process and column types are the same for libraries as they are for lists so to keep things simple this walk-through only creates a single column.
    1. Click the Create Column button in the Library tab toolbar.Library tab toolbar

      The Create Column button might not display the text next to the icon if your browser window is not wide enough.

    2. Enter "Department" in the Column name field and leave the default for The type of information in this column is option field set to Single line of text.
    3. Leave the rest of the column options at their default settings and click the OK button to complete creating the new library column.
  3. Create a new document in the My Docs library.
    1. Click the Files tab to open the toolbar.Library Tools Documents tab
    2. Click the New Document button on the Files tab toolbar.
    3. If you get the Open Document dialog window, click the OK button to open it.Open document warning dialog window

      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.

    4. Type the the following text in the new blank Microsoft Word document: "This document is for a demonstration on SharePoint document libraries."
    5. Type "Demo doc" in the Title field text box and "Marketing" in the Department field text box at the top of the document in the Document Information Panel.Document Information Panel
    6. Click the Save icon at the top of Word's toolbar to save our new document.
    7. Click the My Docs link on the Save As form in Word. Word save as.
    8. Enter "Demo Doc" for the File Name field in the Save As dialog window. Note how the file is being saved directly to the My Docs document library in the Contoso Home Site. Click the Save button to complete the save process.Save As dialog
    9. Close Microsoft Word.
    10. Click the My Docs link in the Quick Launch to refresh the view of the library and you should see your new document listed.
    11. Note the Department column in the My Docs library with the "Marketing" meta data term stored with the Demo Doc document item.My Docs library columns

      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.

Creating an Asset Library

The following walk-through will show you how to create a new library using the Asset Library template.

  1. Create a new Asset Library.
    1. Click the Settings menu and then choose the Add an app menu item.Site actions menu
    2. Locate the Asset Library template in the list of template. You may have to go to the next page of templates to find it or you can use the search box.Create dialog form
    3. Select the Asset Library template and type "Videos" in the Name text box and click the Create button to complete the process.
  2. Add video files to the new Videos asset library.
    1. Navigate to the Videos library by clinking the link in the Quick Launch.
    2. Click the new item link in the Videos library.Add new item link
    3. Click the Browse... link in the Add a document dialog form.Browse
    4. In the Open dialog window navigate to the folder you copied the course class files into. Click to select the file named bad-dog.wmv. Click the Open button to complete the selection.
    5. Click the OK button to start the upload.
    6. Note the options on the dialog window that opens. The options allow you to change the name and set a thumbnail among other settings. Leave everything at their defaults and click the Save button.Asset save dialog.
  3. Play a video in the Videos asset library inside the library page.
    1. Click the bad-dog video icon within the Videos asset library.Asset library view
    2. The video should start playing inside a Silverlight plug-in control.

      The video will only play from inside the library if the Silverlight plug-in is installed.

    3. When you are done viewing the video, use the browsers back button or the site's breadcrumbs to navigate back to the Videos library. Asset library

Managing Documents and Versioning

Checking Out Documents

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.

  1. Check Out a document from the My Docs library.
    1. Click the My Docs link in the Contoso Home Site Quick Launch menu.Quick Launch menu
    2. Click the ellipsis button next to the title of the item then click the second ellipsis button from the balloon pop-up that opens. Click the Check Out link in the menu to check out the document.Document Item menu

      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.

    3. Click OK to the Microsoft Internet Explorer dialog window verifying that you want to check out this file.Check out file dialog

      Note the option to Use my local drafts folder. If you select that option, a copy of the file will be downloaded locally to your machine, which would make it available for you to edit offline. Office integration and other ways to work offline are covered later in this course.

    4. Note the icon that appears next to the document in the document library that indicates the file is checked out.Checked out file icon
  2. Check the file back in to My Docs library.
    1. Repeat the previous steps to open the item menu for the document that is currently checked out.
    2. Note that the item menu is slightly different. Instead of the menu option Check Out, you have two new options Check In and Discard Check Out. Document Item menu

      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.

    3. Click the Check In option from the item menu.
    4. In the Check In dialog form, note that you have the option to Retain your check out after checking in. Leave the option set to No and click the OK button to complete the check in.Check In dialog

      You can also use the Files tab toolbar in a library to check in an item.

Deleting and Restoring Documents

The following walk-through will show you how to delete a document from the My Docs library and restore it from the Recycle Bin.

  1. Delete a file from the sites My Docs library.
    1. Click the My Docs link in the Contoso Home Site Quick Launch menu.Quick Launch menu
    2. Click the Files tab to open the toolbar.Files tab toolbar
    3. Select the Demo Doc by clicking the Check box column and then click the Delete button in the Files toolbar.Files tab toolbar.
    4. Click the OK button on the Message from web page dialog window asking you to verify sending the item to the Recycle Bin.Message from webpage dialog
    5. Verify that the Demo Doc has been removed from the My Docs library.
  2. Recover the deleted Demo Doc document from the Recycle Bin.
    1. Click the Site Contents link at the bottom of the Quick Launch menu.Quick Launch menu
    2. Click the RECYCLE BIN link located near the top of the Site Contents page. Recycle Bin link.
    3. Click to add a check to the Check Box in the far left column next to the Demo Doc item to select it and click the Restore Selection at the top of the list to restore the document.Site recycle bin list

      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.

    4. Click the My Docs link in the Contoso Home Site Quick Launch menu and verify that Demo Doc is back in the library.

Versioning

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.

  1. Enable versioning in the Contoso Home Site My Docs document library.
    1. Click the My Docs link in the Contoso Home Site Quick Launch menu.Quick Launch menu
    2. Click the Library tab to open the toolbar and then click the Library Settings link button.Library Tools Library tab
    3. Click the Versioning Settings link within the General Settings region on the Settings page.Versioning Settings link
    4. In the Version Settings page, click the Create major and minor (draft) versions option.Version settings options
    5. Click the Yes option for the Require documents to be checked out before they can be edited setting. Require checkout setting.
    6. Click the OK button to save the changes
    7. Click the My Docs link in the Breadcrumbs or Quick Launch menu to navigate back to the browse view of the library.
  2. Edit the Demo Doc document to test versioning settings.
    1. Click the Demo Doc link in the My Docs library to open the file in Microsoft Word for editing.
    2. Click the Check Out on the banner at the top of the opened Word document to allow for editing. Open File dialog window

      The Check Out button provided by Word was a result of the libraries' require check-out setting.

    3. Add a new line to the document in Microsoft Word and type the following: "This line was added to test versioning."
    4. Click the Save icon at the top of the Word window.
    5. Click the close icon in the upper right corner of the Word window.
    6. Click the Yes button on the Microsoft Word dialog asking if you want to check in your document. Check in Word dialog.
    7. Leave the version set to the default of a minor version and click the OK button on the Check In dialog. Check in dialog.
  3. Restore a previous version of Demo Doc in the My Docs library.
    1. Click the ellipsis button next to the Demo Doc item title and then click the second ellipsis in the balloon pop-up. Note that there are two new menu items dealing with versioning, Publish a Major Version and Version History. Click the menu option Version History.Document Item menu

      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.

    2. Hover your mouse over the date-time of the 1.0 version and click the drop-down arrow that appears to see the version menu. Select Restore from the 1.0 version menu.Version History dialog
    3. Click the OK button in the Message from web page dialog window asking you to verify replacing the current version.
    4. Note that now the Version History dialog shows a third version has been created. Close the Version History dialog.Version History dialog
    5. Click the Demo Doc link in the My Docs library to open the file in Microsoft Word.
    6. Leave the Open Document dialog window option set to Read Only and click the OK button to open it.
    7. Verify that the changes made earlier are not in this version of the document.
    8. Close Microsoft Word.

Working with Team Site Libraries

Duration: 5 to 10 minutes.

In this exercise, you will work with the default Team Site libraries.

  1. Add an existing document to the Documents library.
    1. Click the Documents link within the Quick Launch menu.Quick launch Shared Documents linkThis should take you to the default view of the library.
    2. Note how this library view has added a couple of new tabs, Files and Library, to the top of the page next to the Browse tab.Document library tools tabs
    3. Click the Files tab to open the toolbar.Files tab
    4. Click either the new document link or the Upload Document button.Document library toolbar upload links circled
    5. Click the Browse... button in the Upload Document dialog form to get the file chooser dialog window.
    6. Navigate to the folder you copied the class files to and select the file EvaluateSharePointServer2010-ITPro.docx.
    7. Click the OK button to complete uploading the file into Documents library.
  2. Create a new document directly into Documents library.
    1. Click the New Document button on the Files tab of the Documents library.Document library toolbar new document button circled
    2. If you get a Open Document dialog window like the one in the following image, click on the OK button to open it.Open document warning dialog window

      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 create custom templates and associate them with libraries.

    3. Microsoft Word should open to a blank page. Enter the following text into the document: "SharePoint 2013 is a great collaboration product." and click on the save icon to save your changes.
    4. Enter "Document for testing" as the name for the new file in the Save As dialog window, and click the Save button to save the file back to the Documents library.
    5. Close Microsoft Word and note the new document in the library. You may need to refresh the page if you don't see it in the list of documents.

Creating Libraries

Duration: 5 to 10 minutes.

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.

  1. Create a new library using the Document Library template.
    1. Click the Settings menu and then choose the Add an app menu item.Site actions menu
    2. Click the Document Library template. Apps templates.
    3. Click the Advanced Options link on the Adding Document Library dialog. Adding Document Library dialog.
    4. In the New form that opens enter "Expense Reports" in the Name field and choose Microsoft Excel spreadsheet from the Document Template drop-down field.Document library New form Excel template circled
    5. Take a moment to read through the other options on the New form as well as the Document Template options. Make sure that Microsoft Excel spreadsheet is chosen and click the Create button to complete creation of the new library.
  2. Create a new item in the new Expense Reports document library.
    1. Make sure Expense Reports is selected in the Quick Launch menu. Click the New Document button found in the Files tab toolbar.Expense Reports library Documents tab
    2. Microsoft Excel should open to a blank spreadsheet based on the Microsoft Excel spreadsheet template you chose when creating the Expense Reports library.

      In a later part of this course, you will create custom templates and associate them with libraries.

    3. Enter data into the spreadsheet, you can use the following image as an example:Expense report excel spreadsheet example
    4. Click the Save icon at the top left of the Excel window.
    5. Click the Expense Reports location in the Save As window of Excel. Excel Save As chooser.
    6. Excel's Save As dialog window will open. Note how the path is pointing to the Expense Reports document library on the SharePoint server and within your student site.Excel Save As dialog window
    7. Enter "August Expenses" for the File name field, and then click the Save button to complete saving the new file.
    8. Close the Microsoft Excel window. You should see your new document listed in the library, if you don't click on the Expense Reports link in the Quick Launch to refresh the page.

Document Versioning

Duration: 15 to 25 minutes.

In this exercise, you will enable versioning on the Shared Documents 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.

  1. Enable versioning on the Documents library.
    1. Make sure Documents is selected in the Quick Launch menu. Click the Library tab to open the toolbar.Expense Reports library Documents tab
    2. Click the Library Settings button in the Settings group on the Library tab toolbar.Library Tools Library tab with Library Settings circled.
    3. Click the Versioning settings link within the General Settings group.Library Settings page with Versioning settings circled
    4. Take a moment to read through the Versioning Settings options. Select the option to Create major versions and click the OK button to save your changes.Versioning settings with major versions circled
    5. Click the Documents link in either the Quick Launch menu or in the Site Breadcrumbs to navigate back to the Browse view of the library.
  2. Edit a document in the library so that the changes will be stored with a new version of the document.
    1. Click the "Document for testing" document link in your Documents library to open it in Microsoft Word for editing.
    2. Click the Edit Document button in Word to enable editing.Open Document dialog window
    3. Add the following text on a new line in the document: "This is a new line to test versioning."
    4. Click the Save icon at the top left of the Word window to save your changes.

      If you had enabled both major and minor versioning, Word would have prompted you to choose which version you wanted to create when you saved your changes.

    5. Close Microsoft Word.
  3. View the version history of the document you just edited.
    1. Click the ellipsis button next to the Document for testing item title and then click the second ellipsis in the balloon pop-up.Document context menu with version history circled
    2. In the documents context menu, click the Version History options to open the Version History dialog. Note that you should have at least two versions in the Version History dialog.
  4. Revert to a previous version of the document.
    1. Hover over the version 1.0 date column in the Version History list and click the arrow that appears next to it to access its options menu.Version History dialog
    2. From the 1.0 versions options menu select the Restore option.
    3. In the Message from web page dialog box, click the OK button to replace the current version with the older version.
    4. Note how the Version History dialog shows a new third version that is really a copy of the first version.
    5. Close the Version History dialog.
    6. Click on the document you just reverted to open it in Microsoft Word and verify that it has been restored to its earliest version.
    7. Close Microsoft Word once you are done verifying the restored document.