Friday, 16 December 2016

Organize and configure a SharePoint library on SharePoint Online

Today I am writing in brief about SharePoint Library configuration and how to organize, there are numerous ways to organize and manage your SharePoint libraries. Here I am trying to show all details about the same so we can use it deployed it in customer environment and can deliver the output as expected.
I will be covering below points with new experience of SharePoint Library

  • How to create and use folders.
  • How to sort and filter with columns
  • Create custom views of items in the library
  • How to restrict access to a library.
  • How to assign the permission to user who can only access

So we will start from above point as mentioned:
Create folders in a Library

  • Open your site with suitable user permission, it might be team site or Project site or any of other.
  • Once opened on the page, click on Gear box on the right side of page, and select site contents from the same.
  • Once you will click on the site content, page will redirect us to site contents Library page.
  • Here create new List or Library using new look, and assign the name and click on create.
  • Wait for some time and you can see Library has been created then click on created library to open.
  • Here we need to created folder in a Library, so click in new button and click on folder and assign the name.
  • Enter a name for the folder and choose Save.
Add columns to a library

  • To add columns to a Library or List on SharePoint online, Navigate to the Library we want to add columns.
  • On the Library page, select gear box from right side of page and select library Setting option. See below

  • Once Library setting will be open Scroll down to the Columns section and choose Add from existing site columns.
  • Under Available site columns, choose and add the columns you want in your library, and then choose OK. See below:

  • Also we can see here, new look for site Library and List is changed a lot. We can notice also this new Look is matching with One drive from MS.

Below screen is for Library details:
  • Also we can see here, way to create new item in Library is totally changed and looks better than earlier, this is for your kind information new look performance is faster than classic view.

Create a Custom View of items in your Library

  • As we know we are creating View as per our requirement to show data available on List or Library in proper way. So we will start creating Custom view of Items in Your Library or List Navigate to the library you want to create a view for.
  • On the Library setting page, choose Create View.
  • If we want to start from an existing view, choose the view under Start from an existing view.
  • On the Settings page, type a name for the view.
  • Choose Create a Personal View in the Audience section if you don’t want others to use this view.
  • Once view will be created we can come back to Doc Library page and can see here by choosing All Document option, see below
  • From here we can edit the current view directly, also we can save this view for future use.
Create a Custom View of items in your Library with filter data

  • Just imaging we have huge data on the List and Library and we want to see the data with some particular filed or name or Type, so we can create view with filter or sort Under the Filter section, choose Show items only when the following is true.
  • In the field drop down box from filter, select the column you want to add, and app created by filter
  • In the next field, choose a condition such as is equal to, for example: we have shared this list or Library with multiple user who can create data as well, so now we want to filter data with name.
  • So we will give name, of custom filed and filter as below and click on create to see the view data.
  • Finally, in the Folders section of the page, we will choose Show all items without folders. This option enables you to look at files across folders in a library.
  • Now Choose OK. The Library will be showing us with created view and we can see the data has been filtered as per created view.

  • Now, we can switch the view by clicking on filter and select other view available here.
Control who has Access to your SharePoint Library

  • To control the permission of SharePoint Library we need to stop inheritance and assign the permission with selected user only. So to do the same Navigate to the library you want to share with colleagues.
  • Go to Library setting as I have mentioned above many points, On the Settings page choose the Permissions for this document library link. See below
  • Once clicked on permission for this document Library we need to stop library inherits permissions from a parent site, choose Stop Inheriting Permissions on the Permissions tab.

  • Click OK on the message that appears after clicking stop inheritance.
  • Now we can see grant permission option will be enable on the page, so now here we will share with the user who can access the see the details. In the Share dialog box, type the names or email addresses of those who will have access to the library.
  • To remove permissions that existed before we stopped inheriting permissions, select those groups or users and then choose Remove User Permissions. See below, here I have shared already with myself.

  • Now, only the people that you added in the Share dialog have access to the documents in the library.


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