It has been 13 years since the launch of SharePoint still some users are not aware of the Document library. We have also faced this most common query “What is Document library in SharePoint Online?” In this article, we try to put all our learnings and best practices that our professionals are following.
SharePoint is a widely used collaborative platform by Organizations. However, it also features an efficient content management system which can make a search of files and documents easier by grouping all content at a centralized place. The pillar behind this feature is the Document library.
If you are also among those who are curious to know about the Document library. This guide will help you to understand the basic and advanced features of the Document library. So let’s get started with an introduction to the Document library. If you want to explore SharePoint Online you can read “What is SharePoint“.
What is Document Library in SharePoint Online?
A Document library is a document-sharing platform that works as a centralized repository in SharePoint Online. It is designed specifically for storing, organizing, and managing documents in a SharePoint environment. Additionally, It offers a structured environment for collaborating on files and tracking changes while ensuring access controls. In other words, you can also refer to it as a file storage system in SharePoint Online.
Importance of Document Library:
- It provides a single location for particular documents which helps to reduce the scattering of files.
- It offers a Shared workspace for document creation editing and sharing which facilitates teamwork in the organization.
- Document libraries can also allow users to track changes in documents which helps to revert to previous versions.
- It helps in enhanced organization by categorizing Documents using Metadata and Content Types.
- Document library can also be integrated with Microsoft 365 applications.
Therefore, Document Libraries are essential for modern organizations to track the changes and control the accessibility of sensitive documents.
Main Features of SharePoint Document Library
Here are the key features of SharePoint Online:
Centralized Repository
The document library provides a central location from where you can access all your documents in one go. However, the Storage capacity Varies based on the SharePoint plan. It Supports a wide range of file formats, including documents, images, audio, and video. Additionally, it maintains version history for each document, allowing users to revert to previous states.
Prevents Simultaneous Editing
It ensures that when one person is editing a file another person cannot edit the same file which is possible by the check-in/out feature. It also allows users to add comments, resolve conflicts, and create new versions.
Metadata Columns
Supports the creation of custom metadata columns to categorize documents based on specific attributes. Which can Include text, number, date, choice, lookup, and calculated fields. Document library automatically indexes metadata for efficient search and retrieval.
Workflow Designer
It allows SharePoint admins to create custom workflows using SharePoint’s built-in designer tool. Which helps in automating the tasks like routing, notifications, and approvals. Document library also supports multiple approval levels and conditional branching.
Permission Levels
This is the main feature that can avoid the leakage of sensitive data by providing granular control over access to documents and folders. Document library Inherits permissions from parent sites or folders and automatically restricts access based on user permissions.
Document Security
SharePoint overall provides industry-standard security techniques. Therefore Document library also encrypts documents to protect sensitive data and controls actions like copying, printing, and editing. However, the admins can setup template-based polices to different templates.
SharePoint Mobile App
The Document library provides access to document libraries on iOS and Android devices. The mobile version includes all the features like offline editing and synchronization with a mobile-optimized interface.
File Sync
SharePoint is a cloud-based application that has a synchronization option for syncing files to or from a cloud server. Therefore Document library can synchronize documents between SharePoint and OneDrive. Which helps to manage the file across different platforms.
Batch Operations/ Bulk Updates
It also enables bulk updates to metadata, properties, or permissions. Admin can import CSV files which allows for bulk uploading of documents with associated metadata. However, it also facilitates the Bulk deletion of data
Advanced Terminology and its Benefits in Document Library
Here are the main features of the Document library with Benefits that will help you to understand What is Document library in SharePoint Online.
- Version control tracks changes made in documents over different periods. It creates a new version of a document each time a document is saved. Admins can also easily set up limits like who can see the versions. It allows users to revert to previous versions by ensuring data integrity. It also provides a history of content modification.
- Metadata is a custom file that can be added to documents to store additional information about the document like the author, creation date, etc. This feature improves document organization through efficient search and better retrieval.
- Content type is a predefined template that defines the structure, metadata, and behavior of a Document. For example: A human resources department creates a content type called “Employee Handbook” which has required metadata like benefits, contact info, etc. It ensures consistency and standardization across documents in SharePoint.
- Workflow is an automated process that defines the steps involved in handling the document. For example: A sales team uses a workflow to automate the approval process for sales contracts. Whenever a sales representative submits a new contract it is automatically routed to the sales manager for review. This feature helps to streamline the document workflows.
- Permissions control who can access and modify documents within a document library. For example: Company x created a sensitive financial document. They assign full control to team members and Limited control to any other in an organization. This feature ensures data security and prevents unauthorized access.
How to Create a Document Library in SharePoint Online?
After learning what is Document library in SharePoint Online. Let’s see the steps that are associated with the creation of a Document library.
- Step 1: Go to the SharePoint Online site where you want to create the document library.
- Step 2: Click the “New” button on the top right of the page.
- Step 3: Choose the “Document library” option from the available list.
- Step 4: Provide a meaningful name and optional description for your document library. Adjust settings like permissions, versioning, content types, and metadata columns as needed.
- Step 5: Click the “Create” button to create the document library.
After Creating a Document library follow these additional steps to manage your Document library efficiently.
Manage Document Library Effectively
Here are the additional steps that you can take to manage your newly created document library efficiently.
Step 1: Create Folders and Categorize Them
- Create folders within the document library to categorize documents based on project, department, or other relevant criteria.
Step 2: Now Add Metadata Columns
- Go to the library settings and click “Add column.”
- Choose the appropriate data type (text, number, date, etc.) and provide a clear label.
- Consider adding columns for author, created date, keywords, or project name.
7 Best Practices for Document Library Management
#1. Follow the Naming Conventions – Use a relevant naming convention that reflects the document’s content and purpose.
#2. Create Logical Folder Structure – Create a hierarchical folder structure that aligns with your organization’s structure or project requirements.
#3. Use Metadata Customization – Use metadata columns to represent important information about documents.
#4. Create Content Types – Use content types to maintain consistency and streamline document creation.
#5. Enable Version Control – Always enable versioning to track changes and restore previous versions if needed.
#6. Implement Access Controls – Implement appropriate access controls to protect sensitive information. You can grant permissions based on roles and responsibilities.
#7. Regular Cleanup and Review Recyclebin – Regularly review and delete or archive unnecessary documents to optimize storage space and maintain organization.
At SharePoint Migrator our professionals are also using these best practices for efficient document management of their files.
Let’s Conclude!
The document library is a key component of SharePoint Online i.e. It is necessary to understand what is Document library in SharePoint Online. In this write-up, we have explained every aspect of the Document library in detail. However, we have also mentioned how to create a Document library and what are the best practices for managing it.