# How To Create a SharePoint Document Library Beginner Guide - [2024]  ## INTRO [(00:00:00)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=0s) - A [[SharePoint]] document library offers a centralized location to manage access and store files from anywhere [(00:00:00)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=0s). - It allows for effective management of files, making traditional methods of storing and organizing files in a folder hierarchy outdated [(00:00:11)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=11s). - Traditional methods of storing and organizing files can lead to errors such as misplaced documents and inconsistent naming of files [(00:00:19)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=19s). - This tutorial will cover 14 tips to help beginners get started with using a SharePoint document library [(00:00:24)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=24s). - The goal of the tutorial is to help users move away from traditional filing methods and increase their team's productivity [(00:00:35)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=35s). ## How To Structure Your Document Library [(00:00:39)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=39s) - To structure a document library effectively, it's essential to consider the big picture, including how to organize [[SharePoint]] sites or [[Microsoft]] Teams by departments, projects, and clients, which helps manage access to files more effectively [(00:01:18)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=78s). - Organizing groups into departments, projects, and clients allows for better management of access to files, as each group is automatically a Microsoft 365 group where permissions are defined and team members are invited [(00:01:37)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=97s). - Creating one 365 group for all of an organization's documents is not recommended, as it would give everyone in the organization access to all files, including confidential ones [(00:01:48)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=108s). - Instead, creating separate groups, such as a finance group, and only inviting relevant people to that group, helps enhance document security and minimize the risk of information leaks [(00:02:01)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=121s). - Breaking down groups into departments, projects, or clients also allows for external collaborators to be invited into these groups, while maintaining control over access to files [(00:02:17)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=137s). - When creating 365 groups, users also get a document library, as well as other collaboration apps, including a [[Microsoft OneNote | OneNote]] notebook, a group email address, and a Teams calendar [(00:02:37)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=157s). - These groups also benefit from integrations with other apps, and content created in other Office products inherits the permissions from the 365 group [(00:02:56)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=176s). - Key takeaways for structuring a document library include thinking about permissions and members, and considering the big picture when creating the library [(00:03:11)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=191s). ## How To Create A SharePoint Document Library [(00:03:19)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=199s) - To create a [[SharePoint]] document library, start by accessing the SharePoint app from the App Launcher, then click on "Create" and select "Site" to define a team site, which is a private space to collaborate with your team [(00:03:19)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=199s). - A team site is different from a communication site, which is used to engage with a broader audience within an organization [(00:03:37)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=217s). - When creating a team site, you can choose from various templates, but for a standard team site, select the "Standard Team" template and accept the preview [(00:03:49)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=229s). - Give your site a name, such as "Monster Dash Party," and provide a description, then enter an email address for the group and a site address [(00:03:57)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=237s). - The site address is the URL for your SharePoint site, which will be explored further later [(00:04:13)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=253s). - On the left-hand side, there is information about the [[Microsoft]] 365 group, including the [[Microsoft OneNote | OneNote]] notebook, group email address, and team calendar [(00:04:19)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=259s). - Define your language and privacy settings, and choose whether the site is private or public; in this case, the site is set to private, allowing only members to access it [(00:04:32)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=272s). - After creating the site, you can add members, but for now, the site is created, and members will be added later [(00:04:43)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=283s). - The [[SharePoint]] site has a document library, which is a component of the site where you can store and organize all of your team's files [(00:05:33)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=333s). - The SharePoint site is an internal website for your team to share resources, and it includes various components, such as conversations, a notebook, and documents [(00:05:05)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=305s). - The document library is a place to store and organize all of your team's files within the SharePoint site [(00:05:47)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=347s). ## Add Basic Folders & Content [(00:05:59)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=359s) - To add basic folders and content in a SharePoint document library, users can select the "Folder" option from the new drop-down menu, give the folder a name, and choose a color before creating it [(00:06:03)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=363s). - Within the newly created folder, users can add subfolders by selecting the "New folder" option, giving the subfolder a name, choosing a color, and then creating it [(00:06:16)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=376s). - The structure of the document library is crucial, and users should exercise caution when creating folders and subfolders to avoid inconsistent naming and lost files [(00:06:35)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=395s). - [[SharePoint]] offers unique features to modernize the document library and resolve issues with traditional filing methods, which will be explored later [(00:06:49)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=409s). - To add files, users can go back to the "Documents" option and select from an assortment of documents, including [[Word]] documents, to add to the library [(00:07:06)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=426s). - Users can give the added document a name, and the file will be visible in the SharePoint document library [(00:07:22)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=442s). - SharePoint also allows users to add links to other web pages, providing a convenient way to share common resources with the team [(00:07:33)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=453s). - Users can add a link to a web page, such as a [[YouTube]] channel, by selecting the "Link" option and providing the URL [(00:07:42)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=462s). ## Add, Move & Delete Files [(00:08:00)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=480s) - Files can be added to a [[SharePoint]] document library by dragging and dropping them into the desired folder, with the upload status displayed on the top right and a notification appearing once the upload is complete [(00:08:14)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=494s). - Files can be moved within the document library by dragging and dropping them into a different folder, or by selecting the file, dragging it to the documents area, and dropping it into the desired folder [(00:08:32)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=512s). - Another way to move files is by hovering over the file, selecting the ellipses, and choosing "Move to", which opens a new window allowing navigation to the desired folder [(00:08:47)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=527s). - Deleted files can be recovered from the recycle bin for up to 93 days by selecting the file and choosing "Restore", which returns the file to its original location [(00:09:08)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=548s). ## How Do I Create A Separate Document Library In SharePoint? [(00:09:15)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=555s) - To create a separate document library in [[SharePoint]], navigate to the Home tab and select 'Document Library' from the drop-down menu [(00:09:32)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=572s). - In the Document Library section, users can choose from predefined templates or select a blank library to create a new one [(00:09:39)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=579s). - To create a new library, give it a name, add a description, and decide whether to show it in site navigation for easy access [(00:09:49)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=589s). - If 'Show in site navigation' is selected, the new document library will be added to the left menu [(00:09:55)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=595s). - A separate document library can be created for specific content, such as social content, to modernize and organize files within a SharePoint site [(00:09:22)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=562s). - Creating a separate document library is a unique feature of SharePoint that allows for modernization and organization of files [(00:09:20)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=560s). ## Add Columns To Create Flat Document Library SharePoint [(00:10:02)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=602s) - To create a flat document library in [[SharePoint]], columns can be added by selecting "Add column" and choosing the type of column, such as "Choice", to create a dropdown list of options [(00:10:02)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=602s). - When creating a "Choice" column, a name and description can be added, and choices can be selected from a list or added manually, with the option to change the color of each choice [(00:10:13)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=613s). - Additional columns can be added, such as a "Person" column to assign content to a specific person, and a "Date" column to track the publication date of content [(00:11:00)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=660s). - A "Yes/No" column can also be added to track whether content is sponsored or not, with the option to set a default value [(00:11:21)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=681s). - Once columns are added, files can be uploaded by dragging and dropping them into the library, and columns can be organized by adjusting the column widths or hiding/showing columns as needed [(00:12:06)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=726s). - Column settings can be accessed by selecting the dropdown carrot and choosing "Column settings", where columns can be shown or hidden, and additional options such as content type can be selected [(00:12:25)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=745s). - The content type option allows users to view the file type of each document, and other additional options can be selected to display more information [(00:12:40)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=760s). ## Edit Columns In Grid View [(00:12:57)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=777s) - To edit columns in Grid view, select a file, click the information icon on the top right, and expand the file information card to view and edit properties and additional details about the file [(00:13:04)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=784s). - The file information card displays properties at the top, including most of the columns created, as well as activity history and changes, and additional file details [(00:13:11)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=791s). - In Grid view, columns can be edited by hovering over them, dragging information down, selecting within them, and choosing from available options, making it easier to edit multiple columns at once [(00:13:45)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=825s). - The date picker in Grid view provides a similar experience, allowing for easy editing of date columns [(00:14:02)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=842s). - Editing in Grid view is more efficient than editing individual cards, especially when updating a lot of content at once [(00:14:07)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=847s). - After editing columns in Grid view, exiting Grid view displays the flat document library, which organizes all files in one area, eliminates files being stored in different locations, and ensures consistent naming of important details [(00:14:19)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=859s). - The flat document library eliminates lost files or duplicate files, but may require an adjustment for users accustomed to organizing files into folders and subfolders [(00:14:33)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=873s). ## Create A Custom View Of A Document Library [(00:14:56)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=896s) - To create a custom view within a document library, navigate to "All Documents" and select "Create new view" to give the view a name, such as "[[YouTube]]" [(00:15:06)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=906s). - There are additional options available when creating a custom view, including "Show as list", "Calendar view", and "Gallery view", which can be useful for displaying pictures or other visual content [(00:15:22)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=922s). - The visibility of the custom view can be set to "Make this a public view" to allow everyone in the [[Microsoft]] 365 group to access it, or unticked to make it private [(00:15:42)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=942s). - Custom views can be filtered and sorted to display specific information, such as selecting only items related to "YouTube" and sorting by "Publish date" from oldest to newest [(00:16:11)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=971s). - Once filters and sorts have been defined, the view can be saved by selecting "Save view" from the dropdown menu [(00:16:29)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=989s). - Custom views can be toggled between using the dropdown menu, allowing users to switch between different views, such as "All Documents" and the custom "YouTube" view [(00:16:37)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=997s). - Custom views can help maintain a folder structure within a flat document library, eliminating the need for multiple folders [(00:16:57)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1017s). ## Use Conditional Formatting Customize SharePoint [(00:17:04)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1024s) - To add conditional formatting to a document library, select the drop-down carrot in the publish column, then choose column settings and format this column, followed by manage rules and show values as [(00:17:08)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1028s). - A condition can be applied to the publish column, such as if the publish date is on or after the current day, to make the text appear in a specific color, such as blue [(00:17:24)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1044s). - Another rule can be added to the conditional formatting to make the text appear in a different color, such as green, if the publish date is before the current day [(00:17:46)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1066s). - The conditional formatting feature creates a visual representation for the document library, making it easier to distinguish between different publish dates [(00:18:02)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1082s). ## Add Members Or Add Owners To A SharePoint Site [(00:18:06)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1086s) - To add members or owners to a [[SharePoint]] site, select "Member" on the top right, then choose "Add members" [(00:18:06)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1086s). - Site owners have full control over the site content, theme, permission settings, site settings, and hub associations [(00:18:15)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1095s). - Site members can edit and view site content, including files, pages, lists, and navigation [(00:18:27)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1107s). - To add a member, search for the desired user, toggle between "member" or "owner" roles, and then save the changes [(00:18:34)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1114s). - The process of adding members enables collaboration on the SharePoint site [(00:18:46)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1126s). ## Versioning & Co-Collaboration [(00:18:50)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1130s) - Co-authoring allows multiple team members to collaborate on files simultaneously, and a marker indicates when multiple users are working on the same document at the same time [(00:18:50)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1130s). - Comments can be used to collaborate on files, and team members can be mentioned by pressing the at symbol and searching for their name, allowing for assignment and notification of tasks [(00:19:19)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1159s). - Comments can be resolved by selecting the ellipses and choosing "resolve task" once the task is complete [(00:19:53)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1193s). - The version history feature allows users to toggle between different versions of a document, restore a previous version, or save a new copy of a previous version [(00:20:00)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1200s). - Two team members, the user and Mike, can collaborate on a [[Word]] document in [[SharePoint]], with the user mentioning Mike in a comment and assigning a task to him, and Mike responding with a comment saying "done" [(00:19:21)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1161s). - The catch-up dropdown feature is available when scrolling down, providing access to version history and other features [(00:19:58)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1198s). ## Sync SharePoint Files And Folders To Computer [(00:20:15)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1215s) - SharePoint is a cloud service that allows users to access contents and files within their browser from anywhere, but some users prefer to open and edit files in desktop apps [(00:20:15)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1215s). - To access SharePoint files on the desktop, users can sync their document library to their desktop by clicking the "sync" option [(00:20:40)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1240s). - Syncing the document library allows users to access and open files from their File Explorer [(00:20:57)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1257s). - Before syncing, users may need to set up [[OneDrive]] for desktop if they haven't already, and follow additional prompts [(00:20:48)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1248s). - Once the files have synced, users can select the [[SharePoint]] document library from within their File Explorer and open files from there [(00:20:55)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1255s). ## Convert Existing SharePoint To Teams [(00:21:05)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1265s) - To convert an existing SharePoint site to a [[Microsoft]] Team, navigate to the plus icon and select "Create team" and then "More create team options" to access the available groups [(00:21:07)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1267s). - The available groups include all 365 groups that are not yet added to Microsoft Teams [(00:21:17)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1277s). - Selecting a group, such as the "Monster Dash party group", and clicking "Add to team" will convert the 365 group into a Microsoft Team [(00:21:27)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1287s). - Converting a 365 group to a Microsoft Team allows access to files, as mentioned in tip number 14 [(00:21:32)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1292s). ## Where Is My SharePoint Document Library / Search Files In Teams [(00:21:38)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1298s) - To search for files in a [[SharePoint]] document library, the best way is to use [[OneDrive]], which can be accessed from the waffle icon in any app or by selecting the ellipses on the left navigation in Teams and locating OneDrive [(00:21:41)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1301s). - OneDrive can also be accessed within Outlook by selecting the more apps icon and locating OneDrive, and it is recommended to right-click and pin it to the navigation for easy access [(00:22:11)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1331s). - Within OneDrive, SharePoint document libraries can be found under the quick access area, where libraries are listed with the 365 group name and a dash, indicating separate document libraries within that group [(00:22:22)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1342s). - The search bar at the top of OneDrive or other apps can be used to search for files, and additional drop-down settings are available to filter the search for the current library, current site, all files, or the whole organization [(00:22:42)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1362s). - The SharePoint search bar or the Teams search bar offers a similar experience, and the search bar allows searching not only for file names but also for tags defined in columns [(00:23:01)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1381s). - Using the search bar, files can be searched based on their categories, such as the "[[YouTube]]" category, which is defined in the columns [(00:23:12)](https://www.youtube.com/watch?v=7cQO6Seep7U&t=1392s).