About document libraries

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Document libraries are collections of files that are shared in Web sites based on Microsoft SharePoint Products and Technologies. 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.

You can view document libraries from a Web browser (Web browser: Software that interprets HTML files, formats them into Web pages, and displays them. A Web browser, such as Windows Internet Explorer, can follow hyperlinks, transfer files, and play sound or video files that are embedded in Web pages.), such as Internet Explorer, or from the Shared Workspace pane in Microsoft Office 2003 programs.

When you add or remove a file from a document library, the server updates the navigation links to it on the Web page. This ensures that anyone viewing the Web site can find the documents there. Site members can add an alert to a document library or any document in the library so they are notified by e-mail when a member adds or changes a file.

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). This information appears when you view the document library.

Once in a library, you can open and change your documents from within Office 2003 programs just as though they resided on a network or local drive.

To ensure that all documents within the library have a consistent look and feel, you can also specify a template (template: A file or files that contain the structure and tools for shaping such elements as the style and page layout of finished files. For example, Word templates can shape a single document, and FrontPage templates can shape an entire Web site.) to be used when a new file is added to the library. You can change this template by using Office 2003 programs just as you would any other template.

If you will be working on the document for an extended period and don't want other users to see changes in the file until you're finished, check the document out before editing it. Any site users viewing the file will see the last version checked in, not the current state of the document. When you're satisfied with the changes, check the file in. To check out and check in files, use the Check Out and Check In options on the File menu. When you check in a file, you may be prompted for information about the document. The information required is specified in the document library settings.

Document library security

Windows SharePoint Services provides security features to help protect files in document libraries. As a site member, you are assigned to a site group that has a set of rights associated with it. When working with document libaries, here is a list of common actions and the required rights associated with them:

Create, delete, or change settings of a document library    You must be a member of the Administrator site group or a member of a site group with the following rights:

  • Add or delete a document library     Add and Customize Pages right.
  • Change security settings on a list     Manage List Permissions right.
  • Change general settings on a list     Manage Lists right.

View files in a document libary    You must be a member of the Reader site group or a member of a site group with the View Items right.

Add a file to a document library    You must be a member of the Contributor site group or a member of a site group with the Add Items and Edit Items rights. You ust have the Edit Items right you must specify the properties required by the creator of the document library when you add a file to the library.

Edit a file in a document library    You must be a member of the Contributor site group or a member of a site group with the Edit Items right.

Delete a file in a document library    You must be a member of the Contributor site group or a member of a site group with the Delete Items right.

To find out what rights you have on a site based on Sharepoint Products and Technologies, contact your network administrator.

 
 
Applies to:
Access 2003, Excel 2003, Outlook 2003, PowerPoint 2003, Word 2003