SharePoint (Modern Sites) - Create a document library Tutorial

Learn how to create a document library in SharePoint to organize and manage your files effectively. Keep client-related folders in a separate location for easy access and prevent them from getting lost among other documents. Enhance collaboration and streamline your work process.

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Objectifs :

This video aims to guide users on how to create a new document library in SharePoint, specifically for organizing client-related folders, ensuring they are easily accessible and not lost among other documents.

Chapitres :

  1. Introduction to Document Libraries in SharePoint
    In this section, we discuss the importance of organizing documents within SharePoint. The default Documents library can become cluttered, making it difficult to locate client-related folders. Therefore, creating a dedicated document library is essential for better organization.
  2. Creating a New Document Library
    To create a new document library, start by navigating to the SharePoint homepage. Click on 'New Document Library'. You will have several options: - **Blank Library**: This option creates a library without any metadata. - **Existing Library**: This option copies metadata from another library but does not include the files and folders. - **Templates**: You can also choose from pre-existing templates that come with metadata already applied. For this tutorial, we will create a blank library dedicated to client documents.
  3. Setting Up the New Library
    Once you have created the new document library, you can set it up to be visible in the site navigation. This ensures that users can easily find and access it. Remember that the permissions for the new library will mirror those of the site: - **Members**: Can modify documents. - **Visitors**: Can only read documents. - **Owners**: Have full control over the library.
  4. Navigating Between Document Libraries
    To efficiently navigate between your document libraries, use the button located to the right of the library name. By left-clicking on this button, you can quickly access other document libraries, enhancing your workflow.
  5. Conclusion
    Creating a dedicated document library for client-related folders in SharePoint is a straightforward process that significantly improves document organization. By following the steps outlined in this video, users can ensure that important client documents are easily accessible and not lost among other files.

FAQ :

What is a SharePoint document library?

A SharePoint document library is a storage location within SharePoint where users can upload, manage, and share documents. It allows for organization through folders and metadata.

How do I create a new document library in SharePoint?

To create a new document library in SharePoint, go to the homepage, click on 'New', and select 'Document Library'. You can choose to start with a blank library or use a template.

What is the difference between a blank library and a library with copied metadata?

A blank library contains no pre-existing metadata, while a library with copied metadata will have the metadata structure from another library but will not include the actual files or folders.

Can I customize the permissions for a document library?

Yes, when you create a document library, the permissions can be customized. Members can modify documents, visitors can only read them, and owners have full control.

How can I navigate between different document libraries in SharePoint?

You can navigate between document libraries by using the navigation button located next to the library name. Left-clicking on it will show you the other document libraries available.

Quelques cas d'usages :

Organizing Client Documents

A marketing agency can create a dedicated document library for each client to store all related documents in one place. This helps in maintaining organization and ensures that client files are easily accessible without getting lost among other documents.

Using Templates for Consistency

A legal firm can use document library templates to ensure that all new libraries created for different cases have the same metadata structure. This consistency aids in document retrieval and management across various cases.

Managing Permissions for Sensitive Documents

A financial institution can set up a document library with strict permissions, allowing only certain team members to modify sensitive financial documents while others can only view them. This enhances security and compliance.

Efficient Document Retrieval

A project management team can utilize the navigation feature to quickly switch between different document libraries for various projects. This saves time and improves workflow efficiency.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Document Library

A SharePoint feature that allows users to store and manage documents in a centralized location. Document libraries can include metadata, versioning, and permissions.

Metadata

Data that provides information about other data. In the context of SharePoint, metadata can include details like author, date created, and document type, which help in organizing and retrieving documents.

Template

A pre-designed document or library structure that includes predefined settings and metadata. Templates can be used to create new libraries with consistent configurations.

Authorization

The permissions assigned to users or groups in SharePoint that determine what actions they can perform, such as viewing, editing, or managing documents.

Navigation

The process of moving through different sections or libraries within SharePoint. Effective navigation helps users find documents quickly and efficiently.

résultat(s)
00:00:00
We have been working with our
00:00:01
team for quite some time in a
00:00:04
SharePoint site and we have been
00:00:05
using the default Documents library.
00:00:08
The thing is, I would like to make
00:00:10
sure that the folders related to
00:00:12
our clients are actually regrouped
00:00:14
in a specific place and not in the
00:00:17
middle of all the other documents,
00:00:19
just to make sure that these do not get lost.
00:00:22
To do so, I'm going to go and
00:00:25
create a second library.
00:00:27
I'm going to start by going to the home
00:00:30
page and click on New Document Library.
00:00:35
Here a few choices.
00:00:36
I can start with a blank library
00:00:39
which will contain no metadata from
00:00:42
an existing one, which will copy
00:00:45
the metadata from another library.
00:00:47
Be careful if you use this option,
00:00:49
it will complete the metadata,
00:00:51
but not the files and folders inside
00:00:54
of the library you choose to copy.
00:00:57
You can also use templates that will
00:01:00
already have metadata applied to them.
00:01:03
Let's create a black one.
00:01:06
This one will be dedicated for the
00:01:09
clients for this and would like
00:01:11
to show it in the site navigation.
00:01:15
Here I am in the new document library.
00:01:19
Please note that when you create a
00:01:22
document library, the authorizations
00:01:23
are the same as your sites.
00:01:26
The members can modify things,
00:01:28
the visitors can only read the documents
00:01:31
and the owners can do just about anything.
00:01:34
If you now wish to navigate between your
00:01:37
libraries in a time efficient manner, you
00:01:40
have this button on the right of the name.
00:01:43
By left clicking on it you can
00:01:45
find the other document libraries.
00:01:48
Do I want to go back to the
00:01:51
template one next click?
00:01:53
And here I am.

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