They can't imagine working without it, and are exploring other ways to use SharePoint technologies to collaborate better.
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The site owner researches the online documentation and training, and learns how to set up a workflow, associate it to the library, and automate the process of gathering feedback, collecting signatures, and publishing the final document.Īfter three months of use, the Documents library and site have become critical to the marketing team and helped improve their productivity and visibility throughout their enterprise. When the file is approved, other employees in the company can view the file. When they finish the campaign plan, they can create a major version and then send it for approval by their legal department and their manager. If they make a mistake in one version of a document, they can restore a previous version. Co-authoring lets multiple people edit a document at the same time, without having to worry about reconciling changes. When team members develop a new campaign plan, they co-author documents and track minor versions of the files. Emailing a link is easy to do from the library and points people to the latest version on the team site.Ī critical responsibility for this team is proposing marketing campaigns to drive sales and revenue. When members want to share a document, they resist the temptation to attach it to an email message, and instead email a link to the document. The team also commits to an important "best practice" in this new world of collaboration. Each member can decide how to set up additional alerts or RSS feeds on specific files, as necessary. Each member also creates personal views to help them find information quickly and complete their work.Īfter much discussion at a staff meeting, the team decides to set alerts at the library level to report updates once a week. Other team members add public views that group by fiscal quarter, and filter for contracts that expire within six months. For example, the site owner adds a "Project Name" column so members can filter or sort by that column. When members create a new file from the document library, they can easily select which template they want to use.Īs team members add files and collaborate on documents, they organize the library by adding columns and creating views to help them find documents quickly. Each template contains the company logo and a format that everyone has agreed to use. The site owner also adds standard templates to the library for marketing reports, sales contracts, campaign plans, and budget worksheets. Then she turns on versioning, so the team has a history of how files evolve and can restore a previous version, if necessary. The site owner uploads important documents to get the team started using the library as a central location. The team decides to use the Documents library for managing press releases, budget files, contracts, proposals, and other team documents. She shares the site and gives everyone permission to contribute to it.
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The site owner gets the Full Control permission level when she is added to the Owners group for the site. They pick a site owner to manage the site. Manage large document and record libraries by using metadata (see Introduction to managed metadata)Ī marketing team at Contoso creates a team site where they plan to manage projects and documents. Manage lists and libraries with many items Set up an Asset Library to store image, audio, or video files Set permissions and advanced settings on a library Understanding permission levels in SharePoint Set a file template for a document or form library Upload, create, or delete files in a libraryĬreate, change, or delete a view of a list or libraryĮnable and configure versioning for a list or library Video: Set up document storage and sharing in Microsoft 365ĭelete a file, folder, or link from a SharePoint document library If you're just looking to create or work with libraries and need the how-to information, here are common and useful tasks that you can do.Ĭreate, add, view, and rename document libraries
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