Working with Document Libraries in SharePoint 2013

SharePoint 2013    |    Intermediate
  • 13 videos | 49m 59s
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Document libraries allow you to subdivide content for specific projects. Explore libraries and how to create them, add files, configure lists, use version history, share and check out items, create alerts, and export lists and libraries.


  • Creating a library
    Organizing your lists & libraries
    Configuring a list or library
    Adding a file to your library
    Downloading documents to your hard drive
    Syncing libraries to your computer
    Managing your libraries from your PC
  • Sharing items
    Checking out documents
    Activating version history in SharePoint
    Creating alerts
    Requiring approval for items in SharePoint
    Exporting lists & libraries to other applications


  • 4m 37s
    Another key type of app that can be added to your SharePoint 2013 team site is the document or file library. This app type is used to store documents, images and other files on your team site. Libraries are a great way to share files with other users and editing documents together. FREE ACCESS
  • 4m 3s
    The best way to organize your documents and files in a library is to use folders. In SharePoint 2013, it is easy to create new folders and subfolders. Once you have created your folders, you can quickly drag and drop your files to their new location. FREE ACCESS
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    3.  Configuring a list or library in SharePoint 2013
    4m 2s
    The way that your SharePoint 2013 list or library app functions can be adjusted. You can, for example, change its name, description and whether it appears in your Quick Launch shortcut area. For file libraries, you can change how document versions are managed, and even choose a specific template for newly-created documents. FREE ACCESS
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    4.  Adding a file to your library in SharePoint 2013
    3m 54s
    You can use your SharePoint libraries to store files on your SharePoint 2013 platform. As well as being able to create entirely new documents using Office Web Apps, you can upload existing files from your local drive. Files can be uploaded individually or in batches: the latter is particularly useful if you have a large number of files to transfer. FREE ACCESS
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    5.  Downloading documents to your hard drive in SharePoint 2013
    2m 29s
    Documents that you have uploaded to SharePoint 2013 can be easily downloaded onto your local hard drive or device. This can be very useful if you want to create a backup copy of a particular file or if you want to have access to your document when you are offline. You can also share these locally-stored files via a USB key or a DVD, which can be helpful if a particular individual does not have access to your company SharePoint platform. FREE ACCESS
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    6.  Syncing libraries to your computer in SharePoint 2013
    3m 11s
    Activating the sync function in SharePoint 2013 allows you to use your device's File Explorer tools to organize and edit files that you have stored online. This gives you greater control over the movement and management of your files, and also means that you do not have to connect to the SharePoint portal in your internet browser to access your files. FREE ACCESS
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    7.  Managing your libraries from your PC in SharePoint 2013
    4m 48s
    Once you have synced your SharePoint 2013 libraries with your workstation or device, you can use File Explorer to manage your files. This gives you greater control over the folders that you create, how you organize your files, and even what you delete. You can also very quickly upload files from your workstation, simply by dragging and dropping them from their original location to your open SharePoint library window. FREE ACCESS
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    8.  Sharing items in SharePoint 2013
    SharePoint 2013 is designed to facilitate sharing and collaboration with company colleagues. You can share a document that you have uploaded to your storage library quickly and easily. Once a file is shared with an individual or a group of individuals, you can send them messages via the document share menu. You can also share the location of a document or image library by sending an email containing the library URL. FREE ACCESS
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    9.  Checking out documents in SharePoint 2013
    3m 40s
    Checking out a document can be very useful if you are intending to make important changes to it and you want to prevent anyone else from making any modifications while you do so. Once a document has been checked out in SharePoint 2013, other users can only read or view it: if they want to modify it, they will have to wait for you to release your hold on it. Once you have finished making your changes, you can check the document back in. You can also leave comments relating to the changes that you have made, and even cancel your check out and abandon any changes that were made. FREE ACCESS
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    10.  Activating version history in SharePoint 2013
    3m 35s
    You can protect the documents that you have uploaded to your SharePoint 2013 library by activating the version history settings. Once the option has been activated, any modification you make to a particular file in the specified library will result in the creation of a new version of that file. This is very useful if you need to be able to see how files have changed over time or if you simply want to protect earlier versions of your documents. If the version history settings are activated, you can easily see how a file has changed and, if necessary, restore an earlier version. FREE ACCESS
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    11.  Creating alerts in SharePoint 2013
    3m 45s
    In SharePoint 2013, you can create alerts that will keep you informed regarding the changes made to a particular document or item. This is very useful if you need to keep up to date on any activity relating to a particular item stored on the platform. You can set up email or SMS alerts, and even decide whether you receive immediate notification or a daily or even weekly activity summary. FREE ACCESS
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    12.  Requiring approval for items in SharePoint 2013
    5m 22s
    If you want greater control over what is published or created on your SharePoint 2013 team site, you can activate the require approval setting for a particular app, list or library. This ensures that any new item that is created, such as a site page, has to be approved before it will appear on the site. FREE ACCESS
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    13.  Exporting lists & libraries to other applications in SharePoint 2013
    2m 33s
    You may find on occasion that you need to reuse data that has already been created on or uploaded to SharePoint 2013. Rather than manually recreating the data in question, you can export the data from SharePoint to a variety of different programs, such as Excel, Access, and Outlook. You can, for example, use Outlook to view offline versions of your files or create an RSS feed for a particular library on SharePoint. FREE ACCESS


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