SharePoint Document Library Features – Let’s Explore the Ultimate Guide
If have ever wondered, about the Document library features, how it is modified, and what are the best practices to get the most out of the SharePoint document library? Then you are at the right place. Here will discuss best practices, and SharePoint document library features in detail.
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SharePoint is a unified platform to manage the documents developed by Microsoft. Nowadays, it has become essential for the organizations worldwide. Among its numerous capabilities, the document library stands out as a robust, collaborative, and efficient feature. It enables teams to store, organize, share, and collaborate on the documents seamlessly. Because Microsoft updates its apps regularly, therefore SharePoint is also changed from its classic to modern view. The modern view of the SharePoint document library is more user-friendly and helpful. So, without spending too much time, let’s delve into the discussion.
Introduction to SharePoint Document Library
SharePoint document library is used to manage the documents and also allows users for real-time collaboration. The default SharePoint site comes with a document library. But if you create a SharePoint site, then a document library will be automatically created.
The document library function is to take care of the audio, text, spreadsheet, and all sorts of data for the SharePoint site. This is completely true that it improves the collaboration. However, not every file will be shared with the users. To achieve this, SharePoint also offers security where the SharePoint administrator creates the SharePoint groups. Additionally, the permission is also set according to the groups. So that groups can only perform limited actions.
Top 11 SharePoint Document Library Features
Below are the best features of the SharePoint document library that simplifies document management.
1. Maintaining Version History
One of the top-notch features of the document library is the version history. It helps users to track the document lifecycle over a specific period. It does not matter whether the document is a simple text file or a complex spreadsheet. Version history intact all of the changes that occurred in the document library from beginning to end. The version history is not trackable but also restorable. If the user wants to get back over the past changes, then it is also possible with the version history.
2. Centralization of Documents
Searching the essential data from one platform to another repeatedly, makes the user frustrated. However, the document library simplifies the data storage. It is a one-stop shop, where users can find all of the files, folders, and other data without any difficulties.
3. Document Check-In and Check-Out
SharePoint document library offers the feature of document check-in and check-out. It is used to maintain the integrity of the data. For instance, if the document is shared with multiple users. But only a single user can edit the document at a time, it locks the document until the changes are not applied to the document.
4. Metadata and Type of Content
Metadata and Content type also play a crucial role in the SharePoint document library features. The metadata and content types are used to improve the retrieval process. In essence, metadata is information about information. For instance, the name of the author and, the project name. And, the content types allow you to define the templates and documents.
5. Customizable Views
Users can create multiple views to retrieve data based on specific parameters. It improves the search capabilities by incorporating views for projects, teams, etc to fetch the most relevant information.
6. Integration with Office 365
As we already know, all the apps such as SharePoint, OneDrive, Teams, and Excel are managed under the umbrella of Microsoft 365. So, integrating the SharePoint document libraries with the other Office 365 apps is also easier for better collaboration.
7. Restrictions
SharePoint administrators have the right to restrict the users for some specific tasks. For instance, there are numerous permissions used in SharePoint such as view, edit, create, or delete. All these sorts of permissions are assigned to the user by the SharePoint administrator.
Through these permissions, the admin can restrict the specific users with the permission to maintain the data cruciality. For instance, the admin can restrict all of the users except the sales team from viewing the sales report to maintain the confidentiality of the data.
8. Alert and Notification
After knowing how to set up alerts in SharePoint for other users. Users can apply the alert on the SharePoint document libraries to notify the users. These alerts can be applied when the document is opened, modified, or deleted.
9. Co-authoring and Real-Time Collaboration
In the continuity of the SharePoint document library features, let’s move to the co-authoring. SharePoint document library provides co-authoring means that multiple users can work on the same document at the same time. It is helpful while the team is working on the same project, all of the team members can see the real-time changes on the document.
10. Bulk Modification Operations
SharePoint admins can perform the changes on the document library in bulk. It allows admins to update the metadata and mass updates. It saves a lot of time and effort for the admins.
11. Access to Document Library
SharePoint app is also accessible on the mobile phone. That makes it accessible from anywhere and also makes it platform-independent. In addition users can manage large lists and libraries in SharePoint Online from their own place easily.
Latest Document Library Enhancements
Before moving further, let’s take a look at the new advancements in the document library to maximize the user experience.
- Users are directly moved to the default document library just after the login.
- A drop-down list is provided to choose the document library from the existing one.
- SharePoint starts page shows the frequently visited sites.
- The detail pane allows you to view the file activities.
- Simplified the deployment of AI copilots in the document libraries.
Best Practices to Gain the Maximum Benefits of SharePoint Document Library
As we have discussed a lot about the SharePoint document library features. It is not just storing the documents but it is beyond that.
So, let’s explore what are the essential best practices that an organization should follow to use 100% of the SharePoint document library.
1. Build an Organized Space for Storing Documents
Unordered or heterogeneous data makes the searching process tedious. So, the organizations should use the organized library having the documents and also attach the meta tags to it. That makes it more efficient in data retrieval.
2. Preparing a Secured Document Library
When the document library is created, then it inherits the properties of the site from which it was created. But you can break this inheritance, by applying the necessary permissions according to the requirements such as edit, view, and remove. These permissions can be applied to the files and folders specifically for better data management.
3. Creating Content Types
The content types specify the type of data stored in the document library. It helps users to distinguish the data easily from the several document libraries. It acts as the blueprint for the documents and also predefined the specific fields for the documents.
4. Role of Recycle Bin
Don’t forget the importance of the recycle bin. All of the SharePoint data after deletion went to the recycle bin. It acts like a safety net and it stores the data for 93 days only. During that period only the SharePoint administrator can restore it.
SharePoint Document Library Features – What is not Included?
As we have discussed the features of the SharePoint document library. We can estimate how important it is for the organizations. But the question is what to do when we need to copy document library from one site to another. Because there are no manual methods available to do so.
But don’t fret, there is a Prominent SharePoint Migration Tool that can transfer the document library seamlessly. This tool is opted by the SharePoint administrators to perform the migration.
It has some impeccable features that make it more reliable and simpler to use.
Conclusion
SharePoint document libraries are rich in features. These are enough to boost the organization’s workflow regardless of your organization’s size. SharePoint document library features are well-versed to streamline your workflow. However, there is no manual solution for moving the document libraries to another SharePoint account. But in this article, we have also explained a prominent tool that can accomplish the process without any hassle.
