About this lesson
Understand what a Document Library is and what type of information we can store in it.
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What is a Document Library?
A document library is similar to a list but instead of records of information, we have lists of files and folders. By default, a document library is included with the team site template. Document libraries are displayed on pages using web parts.
When to use
We use a document library whenever we want to store files within SharePoint.
A document library is similar to a list. It has column headings but instead of records, we have a list of files and folders. We can store many different types of files in a document library. From Word, Excel, and Powerpoint files, to image and audio files. The only file type we cannot store in a SharePoint document library is an executable file (.exe).
It's worth noting that SharePoint has an upload limit of up to 50Mg. This can be increased by the SharePoint site administrator if needed.
A standard document library is created automatically when we create a new team site and is based on the default template for libraries. Like lists, the columns in a document library can be customized and we can create our own custom libraries.
The Document Library Menu Bar
Each document library has a horizontal menu that contains commands and actions to create and manage documents.
Creating a Word Document in SharePoint
We can create new documents, spreadsheets, and presentations from within SharePoint by harnessing the power of online applications in Microsoft 365.
- Click New.
- Select Word document.
- Type some test text.
- Click on the document title and rename to something meaningful.
Creating New Folders
We can create folders in a document library to help us manage and organize our files.
- Click New.
- Select Folder.
- Type a name for the folder.
- Click Create.
We can move files into folders by dragging and dropping the file onto the folder.
Hints & tips
- We can sync files from the document library to our PC. This means we can open, view, and edit files directly from File Explorer.
- Files can be exported from the document library to Excel.
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