Click here to open the library

Transcription

1 Dcument Management What is a Dcument Library? Use a dcument library t stre, rganize, sync, and share dcuments with peple. Yu can use cauthring, versining, and check ut t wrk n dcuments tgether. With yur dcuments in ne place, everybdy can get the latest versins whenever they need them. Hw t create a dcument library SETTINGS COG Settings Cg Add an App Dcument Library Give it a name and click CREATE buttn Yu ll get back t Site Cntent Menu. Yur new library will be alphabetically n the list with a green NEW! Icn. Yu can cme back t this page at any time t pen any f yur Apps (lists/libraries). Click here t pen the library Opening yur dcument libraries Settings Cg > Site Cntent Click the library yu want t pen LIBRARY TOOLS RIBBON When yu pen a Dcument Library, the Library Tls ribbn will appear n tp f the page. There are 2 tabs. Library which give yu ptins fr the entire library and Files which gives yu ptins fr indv. files in the library. View Frmat: View/ Quick View: Tggles the datasheet view f yur library. Manage Views: Create a View: Custmize a view. (Mre n this Later). Drp dwn menu f all views. Mdify the current view Tags and Ntes: We are nt currently using the scial features f SharePint. Share and Track: a link Alert Me Send when the list changes Mst Ppular Items: Stats. Cnnect and Exprt: Exprt t Excel Open in Windws Explrer Custmize Library: Disregard this sectin Settings: Library Settings, Permissins and Wrkflws

2 PERMISSIONS Click the Permissins buttn at the far right end f the library tls ribbn Yu will get a ppup windw that tells yu wh this library is shared with. At the bttm f that windw, click Advanced. This will take yu t a page that lks like permissins did in SharePint Yu can Everyne with permissins t the library. Yu can INVITE PEOPLE give them permissins t the library Yu can als set permissin n individual dcuments in the library. See Managing Yur Dcuments sectin belw.

3 VERSIONING D yu want t save every versin f yur dcuments? On the LIBRARY tab, click LIBRARY SETTINGS. Click n VERSIONING SETTINGS under the GENERAL SETTINGS grup. Yu can require a dcument be apprved befre ging live. Yu can chse n versining, create just majr versins, r create majr and minr versins (draft). ***If yu have draft versining turned n, when yu check a file back in yu will be prmpted t publish either a draft r publish a majr versin. *** Select hw many versins yu want t keep. If yu re using drafts, chse wh can see the draft. D yu want t require a dcument t be checked ut befre it can be edited? Recmmended. Checking ut files prevents peple frm editing files simultaneusly.

4 ADDING NEW DOCUMENTS TO YOUR LIBRARY Click the icn Yu will have the ptin t create a new ffice dcument frm scratch by clicking the link t the Office prgram yu want (Wrd, Excel, PwerPint r OneNte). Yu dn t get all the features f the full versin. Yu may be prefer t create the dcument first and then adding it t the library. Yu can click NEW FOLDER, give it a name and then click SAVE. Yu can click UPLOAD EXISTING FILE, brwse fr the dcument, chse a flder t save it in (if yu have created flders within the library), put in sme ptinal cmments, and then click OK. EASIER WAY DRAG AND DROP! Highlight and drag a dcument r dcuments (up t 100) nt the library. Yu will get a bx that says Drp Here. Let g and yur dcuments will uplad. T put the dcument in a flder, pen the flder first then drag and drp yur dcument in.

5 MANAGING YOUR DOCUMENTS There are 3 dts t the right f every dcument title. This is called the Open Menu. CLICK THE OPEN MENU DOTS If it s an ffice dcument (Wrd, Excel, PwerPint), yu will get a preview f what the dcument lks like. It will als tell yu wh was the last persn t update the dcument and when they changed it. Shared With > This tell yu wh has permissins. Click fr details. URL t the dcument. Yu can cpy this t include in s r ther dcuments yu want t link back t this ne. Clicking the name f the dcument will pen it in Office Web Aps (OWA). Clicking the EDIT buttn at the bttm f the preview screen will pen it in OWA. The SHARE buttn at the bttm allws yu t give thers permissins t this dcument. Only this dcument, nt the entire library. Begin typing a name, it will autfill as yu type. Select if yu want them t just view it r edit it. Yu can include a persnal t g in the the system will send them. Chse if yu want the system t send them an r nt. Click SHARE

6 The Secnd OPEN MENU Shws yu the prperties f the dc. Als links t edit, share, checkut, set alerts, and manage wrkflws. Change file Name, Title, Scheduling dates. Opens the dcument in OWA. Yu can click t edit frm there. Same as abve but it s already pen fr editing. Check the dcument ut fr editing, r back in. If yur dcument is already checked ut yu ll see a Discard Checkut. This will check it in as if it were never checked ut. N versin saved. It gives sme details abut the dcument. Nt useful. View and create wrkflws Save a cpy f this dcument n yur cmputer Will shw yu wh has permissin and allws yu t change them. Deletes the Dcument (put it in the recycle bin). The menu fr PDF dcuments will be shrter. Yu will nt get a preview. Yu d nt get the ptin t edit the dcument. An alternative t the OPEN MENUs is the ribbn. When yu select a dcument (a check mark appears t the right f it) the Library Tls ribbn will appear abve. Everything yu can d in the Open Menus are up here t!

7 Ppularity Trends This buttn will give yu stats n this individual dcument. Clicking n it will generate an excel file. It ll shw up in the dwnlad bar at the bttm f the page. Click n it t pen it. The file will give yu stats since January 2015 when we mved t SharePint Earlier dates will be blank. Yu can use excel functins t srt and filter this data.

8 INSERTING A DOCUMENT LIBRARY ONTO A PAGE Yu can insert a dcument library nt a web page t give yur users easy access t the dcuments. If yu have a web part page, click Add a Web Part in the zne where yu want the library t appear. If yu have a Bdy Only page type, put yur cursr where yu want the library t appear and click INSERT > WEB PART. The first categry is Apps. The secnd 2 (r mre) clumns will list all the lists in yur site. Chse the library yu wish t insert and click Add. Click the arrw at the far right end f the chrme Click Edit Web Part A web part prperties menu will pen n the tp right. Yu may need t scrll ver and up t see it. Under the Appearance tab yu can change the title that shws in the chrme r yu can set the Chrme Type t nne t nt shw the blue bar n tp at all.

9 CHANGE THE VIEW FOR THIS INSTANCE ONLY On the Web Part Prperties windw, click the EDIT THE CURRENT VIEW link under Selected View. If yu have created views fr the library, yu can select ne frm the Selected View menu. On the Edit View page check which fields t shw and in what rder yu want t shw them. Chse a primary and secndary srt rder (nt required) Chse a Filter (nt required) Example: If yu filter by Created By = [ME] peple will nly see dcuments they upladed.

10 Yu can als grup and shw ttals. A gd example f hw this lks is n the Intranet Frms page. A cuple f tips: 1. Yu dn t have t pen a page fr editing t add dcuments t the library. Just drag and drp. 2. Anyne with permissins t the library can add dcument even if they dn t have rights t edit the page 3. When yu have a library inserted n a page, yu need t click inside t get the Library Tls ribbn t appear abve. 4. Yu can click the Title in the Chrme t pen the library utside f the page. CLICK HERE TO OPEN THE RIBBON. CLICK HERE TO OPEN THE LIBRARY OUTSDE OF THE PAGE.

11 MOVING OR COPYING DOCUMENTS BETWEEN DOCUMENT LIBRARIES Settings Cg > Site Settings > Cntent and Structure (It s under the Site Administratin categry). Expand the library yu want t mve FROM Check the Dcument(s) yu want t mve Under the Actins menu chse MOVE r COPY (Be careful with cping. Yu dn t want multiple versins) Frm the ppup menu navigate yur way t the library yu want t mve them TO. Click OK.