Microsoft Office Tutorials and References
In Depth Information
If you want a library to be able to create, edit, and store different kinds of library items
and/or files, enable content types. When you do this, you can choose to have several kinds
of library items, each associated with its own template and using its own fields. This
means the library stops being associated with one template (and the Document Template
settings gray out) and leaves the template association to the content types instead.
OFICE FILES ARE A MUST
Unless you’ve configured SharePoint to support Office Web Apps, if you don’t have the necessary
Office program installed on your computer, SharePoint will fail to open that file (or if it can open
it, say in WordPad, it will have problems editing and saving it as a version of the original file). You
cannot edit a file from a library without the appropriate program running locally. You can save the
file, open it in a program that will work (but is not recognized by SharePoint as a Microsoft Office
product) to edit it, save the file, and then upload it to the library again. However, SharePoint, being
a Microsoft product, is specifically designed to work with other Microsoft products.
Document Template This is the section with which you are going to be working. Here
you can specify the path to the template you would like to use for this library. Make sure
the path is accessible to all users (and in our case it is, because we put the template in the
Forms folder of the library).
Opening Documents In The Browser Because some files can be displayed in either the
browser or the client application, this setting lets you specify whether you want the item
to always display in the browser or open its appropriate application when applicable. For
this version of SharePoint, there is an added reason to open documents in the browser—
Office Web Apps. This feature can open documents in the browser with a subset of the
Office ribbon bar buttons for limited use. It is available only at the server level and
requires Office 2010 client licenses (depending on the version). The default is to open
documents in the browser. But if Office Web Apps is not installed on the server, it will default
to opening documents in the client application.
Custom Send To Destination Because you can send a copy of a file from one library to
another, you can specify a default library to send to; users will be able to select this
easily in the item selection menu. If the library they are working in has an archive library
or a legal department library that the document needs to be passed to when it’s done, it
will be displayed on the document’s Send To menu. Send To keeps tabs on copied
documents and gives you the option to update the copy in a new library when the document is
checked in with changes in the original library. The destination name is what will appear
in the drop-down, and the URL is actually the web address of the other library.
Folders Some users feel more comfortable if they can find their files in folders. Some
companies need to have more structure than a mere lat list or library to store their data.
When you have huge libraries and lists (around 10,000 items), it helps to break up the
view of the data by storing some of it in folders within the list or library. Libraries have
folders enabled by default. They can be created (if you have the permissions to) by
clicking the down arrow of the New button and selecting New Folder from the drop-down
menu. You can disable this feature if you’d like and enable it later if necessary.