Save a file to a SharePoint library or another Web location

You can save files to a library on a Microsoft Windows SharePoint Services site, as well as to other Web locations, where you can collaborate on the files with other people.

In this article


Overview

A SharePoint site or document management server can provide a central location for people to manage and track files. For example, you can use a SharePoint library to manage versions of files, store additional information about files, and receive updates when the files change. Some document management servers also provide workflow features to help manage business processes, such as review and approval.

Some 2007 Microsoft Office system programs, such as PowerPoint, Word, and Excel, provide an option to make it easier to find your available Web locations. In other Microsoft Office programs, saving to a library is similar to saving to any network or Web location.

To save a file to a Web site or document management server, you must have permission to contribute to the Web site or server. Other people in your group also need permission to read or contribute. For example, to save a file to a document library on a SharePoint site, you need to have permission to contribute to the library.

When you save a file, you may be prompted to provide additional information or perform other actions, depending on how your site or server is set up. For example, you may need to enter information about the file, such as your department name or the content type of the file. For more information, see the administrator or owner of your site.

If a file is checked out to you, which means that only you can make changes to it during check-out, you must check the file back in before other people can see your changes. If your library tracks major and minor versions, you are prompted when you check in the file to specify whether you are checking in a major version or a minor version. A major version usually has changed significantly since the previous major version; whereas a minor version usually has changed only slightly since the previous version. For example, a major version may include a large portion of new content, whereas a minor version may include only corrections to spelling errors.

Depending on how your library is set up, you may have additional steps to take before you make your files visible to others. For example, you may need to specify information about the file, or your file may need to be approved before it is visible to everyone in your group.

In addition to saving a file directly to a SharePoint library or another Web location, you can also save the file to your hard disk and then save or upload it later to a library or another Web location.

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Save a file to a SharePoint library or another Web location

The following procedure is for saving your file to a SharePoint library or another location for the first time. After you save a file for the first time, you can click Save as you do for any file.

Your organization may have customized its site or server, so that you may need to follow additional or slightly different steps. If you have questions, see your site administrator or site owner.

  1. Do the following in these 2007 Microsoft Office system programs:
Word, Excel, or PowerPoint
  • Click the Microsoft Office Button Button image, click the arrow next to Publish, and then click Document Management Server.
Project, Publisher, SharePoint Designer, Visio, or Outlook
  1. Do one of the following:
    • To save a file for the first time, on the File menu, click Save.
    • If you already saved the file to a different location, on the File menu, click Save As.
  2. Under Save in, click My Network Places.
  1. Do one of the following:
  • If you see the name of the server or site that you want to save the file to, click it, and then click Open.
  • If you visited the SharePoint site before, its name appears in the list.

 Note   If you don't see your server in My Network Places, type the URL of the server into the File name box.

 Tip   You can also double-click the name.

  1. Click the name of the library or other location that you want to save the file to, such as Shared Documents, and then click Open.

 Tip   You can also double-click the name of the library or other location.

  1. In the File name box, type a name for the file.
  2. Click Save.

 Notes 

  • If you are saving a file to a library that requires files to be checked in and out, the file is checked out to you when you first save it to the server. You must check in the file after you finish with it, so that others can view or revise the file.
  • If your site or server uses multiple content types, you may be prompted to specify the content type when you save. A content type is a group of settings that define a type of content, such as a template, a workflow, and information about the file. For example, your organization might have content types for a corporate presentation or report.
  • If you are saving a file to a site or server that requires approval for files, additional actions may be required before the file is visible to everyone with permission to view the content on the server. For example, in a library on a SharePoint site, a file is stored in a pending state until it is approved or rejected by someone who has permission to approve it.
  • Depending on the way that your library is set up, you may be required to enter additional information about the file, such as the project number or department name.

 Tip   Depending on how your site or server is set up, you may be able to use the Document Management task pane to view more information about the file and the site in the following 2007 Microsoft Office system programs: Word, Excel, PowerPoint, and Visio. For example, you can view other files that are stored in the same SharePoint library after you save your file. In the following 2007 Microsoft Office system programs: Word, Excel, and PowerPoint, click the Microsoft Office Button Button image, click Server, and then click Document Management Information. In Microsoft Office Visio 2007, click Tools, and then click Document Management.

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Applies to:
Excel 2007, Outlook 2007, PowerPoint 2007, Project 2007, Publisher 2007, SharePoint Designer 2007, Visio 2007, Word 2007