Add a document to a document library

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About document libraries

Document libraries are collections of files that you share with team members. For example, you could create a library of common graphics for a project or a collection of Microsoft Word documents containing your monthly status reports.

A document library appears on a page that lists each file and its properties, as well as a hyperlink to the file. The page also includes commands for adding files, sorting and filtering files, switching to a different view of the library, and changing the design of the library. You can also subscribe to be notified of changes to the library from this page.

When you add or remove a file from a document library, SharePoint Team Services updates all hyperlinks to it in your team Web site.

By default, your team Web site comes with a built-in document library named Shared Documents, which is listed on the Quick Launch bar as well as on the Document Libraries page.

Kinds of documents

You can store any kind of file in a document library. However, there are some advantages to using document libraries in conjunction with SharePoint Team Services-compatible client programs, such as Microsoft Office XP:

  • By using a Web folder or Network Place, you can save a document to a  document library as easily as you can save it to a folder on your hard drive.

  • You can set up a template that automatically starts the appropriate program and formats documents consistently when team members create new documents. For each document library, you can specify a template as the basis for all new documents.

  • You can open and modify your documents from within SharePoint Team Services-compatible client programs as if the documents resided on any other network place or local drive.

Custom properties

When you create a document library, you can specify the information authors must provide when they add a file to the library.

For example, if you have a document library of product plans, you can require authors to enter the title, comments about the content, and the document's status (such as preliminary or approved).

Folder view

By default, document libraries include a Folder view that enables you to work with files in the library similar to how you work with files in the Microsoft Windows Explorer. Using Folder view you can:

  • Delete files

  • Rename files

  • Copy and paste files from your desktop, including dragging and dropping

  • Select multiple files to delete, move, or copy

Note   To use Folder view, you must have a SharePoint Team Services-compatible client program, such as Microsoft Office 2000, and Microsoft Internet Explorer 5 or later installed.

On the top link bar, click Documents. Click the name of the document library where you want to add the file. Do one of the following:

Create a new document

Note   To create a new document, you must have a SharePoint Team Services-compatible client program, such as Microsoft Office XP, and Microsoft Internet Explorer 4.0 or later installed.

Click New Document.

The program associated with this document library opens.

Create the document, then, on the File menu, click Save. In the File name box, type a name for the document. If you want to specify the format of the document, in the Save as type box, click a format.

About file formats in document libraries

When you create a new document in a document library, you have the choice of saving the document in a binary format (such as .doc, .xls., and so on) or saving the document in a Web-based format (.htm or .mht). There are advantages and disadvantages to either format; your choice depends on how you plan to use the document.

Program-specific formats

Program-specific formats are Microsoft Word document (.doc), Microsoft Excel workbook (.xls), Microsoft PowerPoint presentation (.ppt), and so on.

  • Run-time features are preserved. For example, you can sort and filter columns in an Excel spreadsheet.
  • Team members must have the appropriate program installed to read the documents.

  • Using the Web Discussions feature, you cannot attach threaded discussions within the body of the document. Instead, discussion comments appear in a separate discussion pane.

Web-based formats

Web-based formats are Web page (.htm) and Web archive (.mht).


Note   If your document includes multiple parts, such as pictures or more than one PowerPoint slide, you can save it as a Web archive (.mht format) to create a single file in the document library.

  • Run time features may be lost. For example, you cannot sort and filter columns in an Microsoft Excel spreadsheet.

Click Save. If the Web File Properties dialog box appears, fill out the form, and then click OK.

Add an existing document
  1. Click Upload Document.

  2. Click Browse to find the file you want to upload, and then click Open.

  3. If you want this file to replace a file of the same name in the library, select the Overwrite if document already exists? check box.

  4. If there are other fields, enter information in them as desired.

  5. Do one of the following:

  • To save the document in the library, click Save and Close.

  • To cancel uploading of the document, click Go Back to Document Library.