SharePoint 2010 Document Library Quick Reference

Create a Document Library

1. Navigate to Quick Launch, click Libraries header, and select Create 2. Under Filter By heading, click Library, then select Document Library 3. Enter Name and click More Options 4. Select desired Navigation, Versions, and Template 5. Click Create

9. If desired, under Column Validation enter Formula and User message 10. Click OK

Edit or Delete a Column

1. Navigate to desired Library 2. Under Library Tools heading, click Library tab 3. From Settings group, select Library Settings 4. Under Columns section, click desired column 5. Make desired changes 6. To delete column, at bottom click Delete 7. Click OK

Create a Column

1. Navigate to desired Library 2. On Ribbon, under Library Tools heading, click Library tab 3. From Manage Views group, select Create Column 4. Enter column name (example: Department) 5. Select column type (example: Choice) 6. Note: the Choice column type can be used for Metadata, Keywords, and Tagging 7. Under Additional Column Settings section, select desired fields 8. If using Choice column type, enter choices on separate line (example: HR, Operations, Sales) and at bottom of page clear the Default value box
SharePoint Quick Reference 2010

Create a View
1. Navigate to desired Library 2. Under Library Tools heading, click Library tab 3. From Manage Views group, select Create View 4. Select desired view (example: Standard View) 5. Enter View Name (example: By Depts) and select desired Audience
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6. Under Columns section, uncheck desired columns (example: Department) 7. Fill out desired options under Sort and Filter sections 8. Under Inline Editing and Tabular View check desired options 9. Scroll down and click the Group By section 10. Under First group by the column: click drop down arrow and select desired column (example: Department) 11. To Group By another column, under Then group by the column: click drop down arrow and select desired column 12. Complete desired sections 13. Click OK

Document Library Permissions

Breaking Inheritance: 1. Navigate to desired Library 2. Under Library Tools heading, click Library tab 3. From Settings group, click Library Permissions
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4. Under Permission Tools heading and from Inheritance group, click Stop Inheriting Permissions 5. Read dialog box and click OK Add: (Continuation of Breaking Inheritance) 1. Under Permission Tools heading and from Grant group, click Grant Permissions 2. Use Browse book to search Users/Groups, OR enter Users/Groups, then click Check Names icon 3. From Grant Permission sections, add User/Group to a SharePoint group or grant permissions directly 4. Decide whether to Send E-Mail with Personal Message 5. Click OK Edit and Delete: (Continuation of Breaking Inheritance) 1. To edit check desired Users/Group box 2. Under Permissions Tools heading and from Modify group, click Edit User Permissions 3. Select desired permissions and click OK 4. To delete check desired User/Group box 5. Under Permission Tools heading and from Modify group, click Remove User Permissions 6. Read dialog box and click OK

8. Note: Libraries may use additional columns for Metadata, Keywords, and Tagging 9. Complete desired columns and then click Save

Read a Document
1. Navigate to desired Library 2. Click the name of desired document 3. If prompted, leave Read-Only selected 4. Note: Read-Only will only allow you to view the document without making changes 5. Click OK 6. If prompted, click Open 7. When finished, close document

11. Check In window displays 12. To Check In from [application], click Yes to Check In, enter comments, and then click OK 13. If using both Major and Minor versions, select desired Version Type, enter Version Comments, then click OK 14. To Check In from Library, click No 15. From Library click document drop down arrow 16. Click Check In 17. Fill in desired fields and click OK

View Version History

Edit a Document
1. From Library, hover over name of document and click drop down arrow, then select Edit in Microsoft [application] 2. If prompted with a trust warning, click OK 3. If prompted to re-enter your password, do so and click Ok 4. Edit file and Save [changes are now saved to library in SharePoint] 5. Close document

1. From Library, hover over name of document and click drop down arrow 2. Click Version History 3. To open and read a preivious version, click on the actural date and time of the version 4. If prompted, click OK, and then click Open 5. Opens as [Read Only], review and close 6. Note: If using Automatic Check Out, first check out document in order to Restore a previsous version

Turn On Versioning

Create an Alert

Create a Document in a Document Library

1. Navigate to desired Library 2. Under Library Tools heading, click Documents tab 3. From New group, select New Document 4. If prompted to re-enter your password, do so and click OK 5. If a warning dialog pops up, click OK 6. A new document opens 7. Note: Libraries using additional columns for Metadata, Keywords, and Tagging will appear in the Document Properties bar underneath the ribbon 8. Enter desired text then click Save 9. The document is now saved directly into the document library in SharePoint 10. When finished, close document

1. Navigate to desired Library 2. Under Library Tools heading, click Library tab 3. From Settings group, select Library Settings 4. Under General Settings heading, click Versioning settings 5. To require content approval, click Yes 6. Under Document Version History section, select radio button for either Create major version or Create major and minor (draft) version to turn versioning ON 7. To require automatic checkout, click Yes 8. Click OK

Set alert on a library: 1. Navigate to desired Library 2. Under Library Tools heading, click Library tab 3. From Share & Track group click Alert Me 4. Click Set alert on this library 5. Fill in desired fields, and click OK Set alert on a document: 1. Navigate to desired Library 2. Click check box next to desired documents 3. Under Library Tools heading, click Documents tab 4. From Share & Track group click Alert Me 5. Click Set alert on this document. 6. Fill in desired fields, and click OK

Check Out and Check In

Upload a Document

1. Navigate to desired Library 2. Under Library Tools heading, click Documents tab 3. From New group, select Upload Document 4. Click Browse 5. Select desired document, click Open 6. From Upload Document window, select desired settings and then click OK 7. Edit Properties page appears
SharePoint Quick Reference 2010

1. From Library, hover over name of document and click drop down arrow 2. For Manual Check Out, click Check Out 3. Check Out window displays, click OK 4. Click document drop down arrow and click Edit in Microsoft [application] 5. If prompted with file may harm your computer, click OK 6. For Automatic Check Out, no need to click check out, just click Edit in Microsoft [application] 7. Check Out window displays, click OK 8. If prompted with file may harm your computer, click OK 9. Edit file and Save 10. Close document by clicking the red X in top right corner
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Delete a Document

1. From Library, hover over name of document and click drop down arrow 2. Click Delete 3. Click OK to send to Recycle Bin

Recycle Bin

1. Click Recycle Bin located on Quick Launch 2. Click check box next to desired document 3. To restore, click Restore Selection 4. To delete permanently, click Delete Selection 5. A pop up window displays, click OK

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