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Monday, August 23, 2010

SharePoint Tutorial 4 - Libraries

A library is a component in SharePoint that stores files (documents). Think of a library as a folder on your file system that can also contain sub-folders. For example, a library can be created to store resumes in the human resources team site. Libraries can contain metadata to describe the particular file in more detail and to make it easier to find.


Metadata are fields or columns you can add to a library that are attached to every file stored in it. For example, you may want to add a city metadata field to the resumes library. Everytime a new resume is uploaded to the library a city can be associated with the file. This would make it easier to search for resumes from a particular city.

Creating a Library

Click the 'Site Actions' box at the top-right side of the page and click 'Create'

Click on the 'Document Library' link on the following page.

Enter a name for the library and select the type of documents to be stored. Click the 'Create' button and the library will be created in the site.


Adding Metadata

Click the 'Settings' menu in the library and click on 'Create Column'.

Enter the column name and the type of information to be stored and click the 'OK' button


Uploading a Document

To upload a document or file to the library, click the 'Upload' menu in the library and click 'Upload Document'.

Browse on your file system or network for the document and click 'OK'.


Enter the rest of the metadata fields for the document and click the 'OK' button. Notice the City metadata field


The document is now stored in the library. In this case, a resume has been uploaded to the resumes library.


Library Web Parts

Everytime a library is created a web part is created for it that can be placed anywhere within the site. The web part will display a default view of the most recent documents added to the library.

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