A new comer to SharePoint? Learn about SharePoint features, tools and much more with this blog series!
- What’s SharePoint? Helpful Information For Novices
- So how exactly does SharePoint work?
- How you can Master SharePoint Management
- 7 Useful Office 365, SharePoint Personalization Guidelines
- 4 Essential Cms Strategies for SharePoint Online
SharePoint document libraries are just like super folders. They offer a helpful method to separate your folders and files to help keep things neat and organized inside a SharePoint site. Within this publish, we’ll cover the best reasons for libraries and why you need to take full advantage of them. Libraries aren’t some substitute for old shared or network drives. No, no: they’re a significant upgrade towards the old-school file share systems.
Here’s a useful infographic to help remind you what document libraries can perform. But let’s talk some specifics below.
Okay, not really a killer feature. Only one you’re accustomed to and something which makes the SharePoint experience pretty much like what you have been using for some time if you are still on network drives. Organize your files in folders and subfolders to help keep things clean! When they assist you to feel happier about SharePoint, that will make folders a killer feature in my opinion.
Have you been hit using the dreaded “This file is locked for editing” pop-up? That pop-up is really a factor of history because of co-authoring. Co-authoring—available in SharePoint 2013, 2016, an internet-based with Office 2013 or 2016—lets both you and your colleagues edit exactly the same file simultaneously. Initially, you might seem like you’ve lost control. You haven’t. Co-authoring eases the collaboration and review process hugely. And when you’re concerned about others editing your files, consider keeping them in OneDrive or restricting the permissions until you’re prepared to share.
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If you are using SharePoint 2016 or Online, you are able to sync files from the document library for your computer, tablet, or mobile phone using the OneDrive application. Which means you may be focusing on shared files where you’ve got no wi-fi (plane, anybody?) and OneDrive will instantly push the updated file towards the cloud next time you receive connected.
If you are using Outlook Groups, Yammer Feeds, or Microsoft Teams, you realize both possess a spot to save files. But are you aware individuals file folders have been in a SharePoint site which was produced particularly for your Group, Feed, or Team? Yes indeed. While most of the SharePoint features aren’t (yet) available directly in individuals apps, you could open the library in SharePoint for the goodness that I’m covering within this publish.
Oftentimes, you have to be in a position to classify your files in multiple ways. Maybe by year, office location, and document type, for example. If you are using folders, you’re tied to one arbitrary way. You might prefer Office Location > Year > Document Type. Your friend may prefer Year > Document Type > Office Location. It truly depends upon the way you think and which kind of work you need to do. But because of metadata, you are able to tag files using these multiple ideas then sort and filter your library to show the files nevertheless, you prefer. Discover the basics of metadata here.
Should you finish up liking metadata and the best way to sort and filter to exhibit what you would like, the way you need it, you’ll like how SharePoint provides you with the choice in order to save that setup like a view. When you produce a view, it’s not necessary to by hand sort and filter every time you load the library. Find out more about views here.
Maybe you have saved personal files and recognized, “Whoops, I saved it after doing lots of unintended damage. I want that old copy back!” File shares do not have a built-in approach to take back. Document libraries do. Version history enables you to restore old versions, delete versions that aren’t relevant, as well as revert changes produced by others that you simply shouldn’t keep. Find out more about version history here.
Do you know could possibly get an automatic email notification if a person constitutes a switch to personal files, uploads a brand new file, or deletes personal files inside your library? This really is very handy if you have a document out for review and wish to know whenever your reviewers went directly into make comments. Find out more about alerts here.
Rather of just uploading files, sometimes additionally you want fast access to links that could indicat other websites (even public ones). Document libraries in SharePoint 2013 need a fast tweak to allow links libraries in SharePoint 2016 an internet-based include links from the beginning. Link away!
I think you’ll find these functions as helpful when i have. I personally use each one of these a minimum of on occasions when using document libraries and discover they prove useful, particularly when I recall all of the wonderful things a apparently simple document library can perform. Keep that infographic handy, too. It’s a pleasant method to help remind yourself what you’re able to perform.
Parting tip: if you are still using SharePoint 2010 or 2013, it’s time for you to pester your IT department to upgrade to SharePoint 2016 or SharePoint Online. A number of these features are just obtainable in individuals versions (or are in least considerably improved by them). You will be glad you’ve made the upgrade.
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