SharePoint - Libraries
This chapter will cover libraries. Libraries are just a special case of a list. They inherit all the characteristics of a list. Therefore, all of the features that we have seen so far apply to libraries as they do to lists.
Difference between list and library
Although lists and libraries have similar characteristics, here are the differences -
The major difference is that in a library, each line is associated with a document. This document can be of any kind. For example, Office documents, pictures, web pages, Word Perfect documents, etc. The advantage of using Office documents is that there is integration with the Office tools themselves.
Another difference is more a difference in terminology thanfunctionality. For example, the columns in a library refer to the data associated with the document.
Creating a document library
In this section we will see the basics of using document libraries. You can create a document library the same way you created a list. Follow the steps below.
Step 1 - Go to the content of the site, then click on "add an application".
Step 2 - Click on Document Library . Enter a name for the library and click on Create.
Note - Here we will explore the advanced options.
Step 3 - Click on the Advanced Options button and name the document library, Course documents .
We also have the option to set a version here, but I suggest not setting a version as the same options are not available in settings ofthe library. However, if you want to enable version control, do so in the library settings, not here. Finally, we have the option to say what type of document we want to be the default template. We will select Word and click on Create.
Step 4 - Now before adding documents, we need to add some columns or fields. Go to the Library option on the ribbon and click on Library Settings.
Step 5 - Add a new column and this column will be the course that will appear in the search field in the course list. Click OK.
Step 6 - Let's add an extra column. We will name this column Number and set the type to number. Set the minimum values and maximum, namely 0 and 100 respectively, then click OK.
You can see that the schema is ready.
Add document to library
Now that wehave the diagram ready, we can add documents. One way to add a document is to create it right here in SharePoint.
Step 1 - Now let's move on to the Files tab in the ribbon. Click New Document.
Step 2 - You will see that Word is open and here we can edit the contents of document.
Step 3 - Write some text in the open words page.
The document is saved automatically, now let's go back to the site and you will see that the Word document is created.
Step 4 - To change the values of the data fields, click on the small ellipses. Select the ellipses again in the Document.docx dialog box and select Rename from the options.
Step 5 - Enter the required information and click Save.
Another way can add a document to a document library is to upload it.
Step 6 - You can do itdownload using New Document here.
Step 7 - You can also go to the Files tab of the ribbon and click on Download Document.
Step 8 - You will see the following dialog box. Click Choose Files.
Step 9 - Select a sample file. Click on Open.
You will see that the sample document is added to the list of libraries.
Step 10 - If you want to upload multiple documents, you can drag and drop them. Multiple documents will be uploaded.
When the download is complete, you will see these documents listed.
Step 11 - Another way to define data is under the Library tab, click on the ' Quick Edit option on the ribbon.
Step 12 - data is set, click Show on ribbon to return to standard list view.
You will see document files is la list as seen in the following screenshot.