Microsoft Office Tutorials and References
In Depth Information
Does the library or certain files require special permissions?
Does the library require checkout/check-in, versioning, or content approval?
Should the library have a single kind of file template associated with it, or should it have
content types enabled so you can have several kinds of templates available to be created
from the same library?
Is the list going to contain thousands of documents? If so, should this library be
nized as a list or as folders? (When creating a view for a list containing folders,
remember to decide whether the view should display content from those folders in the library’s
Like any list item, a library item has fields such as Name, Title, Created By, and so on. What
additional fields do you want to create for your library items? They will become the
metadata or properties associated with the file attached to the library item.
LIBRARY PLANNING FOR WORKFLOWS
Like any list, a library can have new fields for categorizing, organizing, and creating workflows. For
example, to enforce a review process, you can create a choice field called Status with three choices,
and an Assigned To field; then you can apply the Three-State workflow to the library and create
tasks in a Tasks list (with email notifications) for each document. If your organization has custom
document management workflows, consider their needs when creating your libraries.
To get a feel for libraries in general, let’s use the document library called Shared Documents
that is created by default for the team site. To get to the Shared Documents library, simply click
its link in the Quick Launch bar.
The Shared Documents content page looks very much like any list. It has a content area to
display the library items, and the fields for the All Documents view are Type, Name, Modified,
and Modified By. The Type field will display an icon relating the type of file or template used
for the library item. This is useful if you are uploading or creating different files of different
types in this library. People can accidentally give two kinds of files the same name, such as the
ProjectPlans Word document and an accompanying ProjectPlans PowerPoint presentation. You
can tell them apart by their file type icon.
The ribbon bars are a little different because they include the capacity to upload a file (rather
than just create a new item), to check in or check out a document, and to view the page in an
Explorer window. Otherwise, the Documents and Library ribbons contain the buttons you
would expect in any standard list. When you first get to a library, you can see the title area. To
see the ribbon bars, you can click on their tabs in the top ribbon bar or simply click on an
existing item in the library, which will also activate the Documents ribbon. (see Figure 8.1)
Libraries can be used to create new documents—depending on how the templates those new
documents will be based on are managed—or you can upload existing files to the library. Keep
in mind that templates apply to only what is newly created in a library. Any templates
associated with the library are not a limitation on the types of files (text files, image files, audio files,
and so on) that can be uploaded there. You can upload any kind of existing file (unless it is
explicitly blocked administratively) to a document library.