Summary
This article provides a comprehensive overview of how to use libraries in SharePoint. The most common type of library is a document library. This article pertains to managing document libraries.
Context
A SharePoint Document Library is a designated area on a site for storing information. The Document Library serves as a comprehensive file manager, accommodating various types of documents such as spreadsheets, images, audio files, text documents, and more. It functions similarly to traditional file managers, enabling users to add files, create folders, download files, move documents, and delete unnecessary content.
Every site includes a default Document library, but additional libraries can be created to facilitate the organization and sharing of documents.
Each library displays a list of files and key information about the files. Team sites include a documents library where documents can be organized and shared. Open the section below for the task you want to achieve.
How-To
Creating a document library
Use the steps below or access directions on the Microsoft site: Create a document library in SharePoint.
Step 1 - Navigate to your SharePoint site to create a new document library.
Step 2 - On the menu bar, click New and then click Document library.
Step 3 - In the Create new document library pane, there are several choices for you new library: choose Blank library, From existing library (allows you to select an existing library to use as a template), or choose from several Microsoft-created templates.
Step 4 - After selecting an option, a pane will open. Add a name for the library, a brief description and choose the sensitivity label that will be applied to all files within your library. Click Create.
Storing documents in a single library
You may want one library to serve diverse needs. For example, there might be several projects within the same group, or multiple groups working on the same project. Consider using a single library when:
- A group needs to see summary information about, or different views of, the same set of files. For example, a manager may want to see all files grouped by department or by due date.
- People want to search for the files in the same location on a site.
- Multiple files require the same settings, such as tracking versions of files or requiring approval.
- The groups that are working with the library share similar characteristics, such as the same levels of permission.
- You want to analyze information about the files in a spreadsheet, or to receive consolidated updates about the files.
To work efficiently with documents in one library, files can be organized in a library by adding columns, defining views, or creating folders.
Storing documents in multiple libraries
You may want to create multiple libraries when there are distinct differences among the sets of files that are stored and managed, or among the groups of people who work with the files. Use multiple libraries when:
- The types of files that are stored and managed are distinct, and you don't expect people to frequently view summaries of the files or to search the files together. The groups of people who are using the files are distinct and have distinctly different permission levels.
- Sets of files require different settings, such as versioning or approval.
- Files don't need to be analyzed together, or receive consolidated updates.
- Different sets of options for creating new files are preferred, or you want the options of the New menu of a library to appear in a different order.
Managing document libraries
Below are suggestions on ways to manage a document library.
In a document library, you can:
-
Add, edit, delete a file, folder, or link from a SharePoint document library, co-author, and download documents.
-
Control who has access to a library, a folder with in a library, or an individual file within a library.
-
Track the activity on a file, such as when it was last modified, and receive a notification when something has changed.
-
Create a custom view of a document library.
-
Share files or folders with others.
-
Add a link in a document library to something that is stored outside the library, for example, a link to a file located in a different library or even a link to an external web page.
-
Highlight a link, file or folder in a document library so you and others can get to them quickly.
Creating a view
Step 1 - Navigate to your SharePoint document library. In the upper menu under All Documents select Create new view.
Step 2 - In the pane that opens create a name for the new view, how you want the view displayed and the visibility of the view. Click Create.
Customizing a view
Once the view has been created, instead of seeing All Documents in the upper menu, you'll see the name of the new view. Select the arrow down next to the name and choose Edit current view. This will take you into a detailed menu, where you can customize the view using different columns and applying filters to sort the information.
Deleting a view
Under the All Documents tab in the upper menu select the view you want to delete. Once the All Documents has changed to the name of the view, click the arrow down and select Edit current view. At the top of the detailed menu that opens is the delete option. This same delete option is available by scrolling down to the bottom of this page. Click Delete.
Setting up document library folders for upload-only access
Note: Only the owner of the site can implement these instructions.
Instructions
Step 1 - On the SharePoint Site, click on the upper right cogwheel and choose Site Permissions.
Step 2 - Click Advanced permissions settings.
Step 3 - On the upper bar, choose Permission Levels.
Step 4 - Click Add a Permission Level.
Step 5 - Give the new permission level an identifiable and unique name, and give it the following permissions:
- List Permissions - Add Items, View Items
- Site Permissions - View Pages, Open
Step 6 - Click Create at the bottom.
Step 7 - Navigate to the document library in question, or create a new one following steps in this article.
Step 8 - Click the cogwheel in the upper right and choose Library Settings, then click More library settings.
Step 9 - In More library settings, choose Permissions for this Document Library.
Step 10 - In the upper bar, click Remove user permissions.
Step 11 - Select both Viewers and Members using the check box, then click Remove User Permissions.
Step 12 - Navigate back to the document library, and create a new folder using the New button. Give the folder a unique and identifiable name.
Step 13 - Hover over the newly created folder, and click the Three Horizontal Buttons and click Manage Access.
Step 14 - Inside of this window, click the Three Horizonal Buttons at the top right and choose Advanced Settings.
Step 15 - Inside of this permission screen, click Stop Inheriting Permissions.
Step 16 - Click Grant Permissions.
Step 17 - In the Grant Permissions window, add the user; Search by email, username, or display name (Last, First).
Step 18 - Once a user is selected, click Show Options.
Step 19 - Under Select a Permission Level, choose the permission level created before. Choose to either send an email or not, then click Share.
Step 20 - Navigate back to the document library.
Step 21 - Hover over the newly created folder, and click the Three Horizontal Buttons. Choose Copy Link.
Step 22 - Make sure that the link is set to People with existing access. Copy and share the link with the users.
Step 23 - Repeat these steps for different folders to have different users able to upload to separate folders.
Further Readings
Microsoft - What is a document library?
Microsoft - Introduction to libraries
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.