Creating Libraries

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Creating Libraries

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