Academic Technology Center
Learning with Technology Collaboratory

SharePoint: Document Libraries

Collaborating Using a Document Library

SharePoint has three features that can be extremely useful when collaborating on documents:

Check Out: Only one person can edit a document at a time.  Other team members can download read-only copies while another is editing, but cannot edit until the document is checked back in. Please note: this feature is not compatible with Co-authoring at the same time.

Versioning: When checking in a document, SharePoint will prompt you to choose whether it is a Major or a Minor version.  It is recommended that Major versions associate with major events in your projects - turning in a paper to an advisor, for example.  You will also be prompted to make comments on the version - this can be extremely helpful later in your project!  Take a couple of seconds to outline the edits that you have made.

Office Web Apps: If you click on the title of a document, you will be able to see a preview within your browser. From here, you will be prompted to either "Open in Application" or "Edit in Browser". If you choose to Edit in the Browser, you will have a small range of Microsoft Office tools available within the browser as you edit.

Co-authoring at the same time: The following applications allow for collaborative synchronous editing: Word 2010, PowerPoint 2010, Excel Web App (must be in browser), OneNote 2010 and OneNote Web App. Please note, when using versioning with co-authoring, new versions will be created every 30 minutes. This feature does need to be enabled.

SharePoint will accept a wide variety of file types in the Document Library, though the file size limit is 50 MB.  Please email helpdesk@wpi.edu if you have trouble uploading a file.

To find out more about managing documents in SharePoint, click on the heading.

To Upload a Single Document:
  1. Navigate to the document library where you will store the document. Click the Documents tab.
  2. Click Upload --> Upload Document.
  3. Browse for the file, choose the destination folder if applicable, and enter any comments about the version, then click OK.

  4.  


To Upload Multiple Documents:

PLEASE NOTE:  Uploading multiple documents can only be done in INTERNET EXPLORER.


  1. Navigate to the document library where you will store the document. Click the Documents tab.
  2. Click Upload --> Upload Multiple Documents.

  3. Drag or Browse for the files you want to upload, then click OK.

To Check Out a Document:

If you choose to enable check in/check out, please follow these procedures.

In Internet Explorer:

Click directly on the title of the document in the Document Library.

Click "Open in Word".

Choose Check Out and Edit.

 

The document will open in its native application.  The SharePoint browser will automatically refresh, and a small green square with an arrow will appear in the corner of the document name.  Move your mouse over this arrow to see the name of the user who has checked out the document.

In Other Browsers:

In non-IE browsers, you must complete the Check Out and the Download process separately.

  1.  Mouse over the document title – an arrow will appear.  Click the dropdown arrow, then Check Out.

The SharePoint browser will automatically refresh, and a small green square with an arrow will appear in the corner of the document name.  Move your mouse over this arrow to see the name of the user who has checked out the document.

  1.  Open a copy of the document either by clicking on the title or by clicking the dropdown arrow --> Send To --> Download a Copy.

 


To edit a Microsoft Word, Excel or PowerPoint document in a browser:

Click the title of the document, then choose "Edit in Browser". Please note: This should work in all browsers. However, the "Edit in Application" button will only work in Internet Explorer.

 


To Check In from Microsoft 2010:

Click File --> Info --> Check In.

Choose the version and insert any comments here.


To Check In from Other Applications:

Upload the document as though it were new (see above).  SharePoint will recognize the name and create a new version of the same document.  Please note: In order for SharePoint to version correctly, the document must have the exact name - watch for spaces and underscores.  Be sure that the “Add as a new version to existing files” box is checked.  Click OK.

Tip:  Internet Explorer will fill in any spaces in file names with underscores – it is probably better to name your files with underscores at the beginning.

 


Versioning:

To view the history of a particular document, move your mouse over the document title, then click the dropdown arrow --> Version History.

 

Version Comments

This feature is extremely useful when collaborating with others.  It is recommended that you make a comment with every change you upload.


To request a SharePoint Site, please fill out this form.


Alternatively, you can email helpdesk@wpi.edu with the following information:

  1. Name of Your Project or Organization
  2. Short Name (suitable for URL): 6-8 characters
  3. Description of Project/Group
  4. Usernames of all group members, separated by semicolons
  5. Anticipated End Date for site
Maintained by itweb@wpi.edu
Last modified: Jun 06, 2012, 09:41 EDT
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