Manage documents in SharePoint 3

The following article explains how to manage documents in SharePoint. Documents are stored within a document library that needs to be created first. Instructions for creating a document library can be found here. Documents can be stored in the main area of the document library or organized into folders.

Upload a document

1. Open a web browser and log into SharePoint
2. Click View All Site Content
3. Under Document Libraries, click the appropriate document library

   

4. Click Upload

   

5. Browse to the file you wish to upload and click OK

   

Create a folder

1. Open a web browser and log into SharePoint
2. Click View All Site Content
3. Under Document Libraries, click the appropriate document library

   

4. Click the arrow to expand New and select New Folder

   

5. Enter the name of the folder and click OK

   

Edit the properties of a document

1. Open a web browser and log into SharePoint
2. Click View All Site Content
3. Under Document Libraries, click the appropriate document library

   

4. Point to the document you want to edit, click the down arrow on the menu that appears, and then click Edit Properties

   

5. Change the fields as desired, and then click OK

   

Edit the document content

1. Open a web browser and log into SharePoint
2. Click View All Site Content
3. Under Document Libraries, click the appropriate document library

   

4. Click the document icon to open the document in the appropriate program

   

5. Make the necessary changes and save the document. The changes will be reflected in SharePoint

Delete a document

1. Open a web browser and log into SharePoint
2. Click View All Site Content
3. Under Document Libraries, click the appropriate document library

   

4. Point to the document you want to delete, click the down arrow on the menu that appears, and then click Delete

   

5. Click OK to confirm

Check In/Out a document

Before editing a document, it is recommended that you check out the document. This will inform other users that the document is currently in use. Once checked out, no other user may make edits to the document. The edits being made will not be reflected until the document is checked in. Once the document is checked in, other users see the changes and may check out the document if they need to make additional changes.

1. Open a web browser and log into SharePoint
2. Click View All Site Content
3. Under Document Libraries, click the appropriate document library
4. Point to the document you want to check out, click the down arrow on the menu that appears, and then click Check Out

Users will now see the document as checked out. This will prevent them from editing the document. Changes made to the document will not be visible until it is checked in.

To check in a document, please follow these steps:

1. Open a web browser and log into SharePoint
2. Click View All Site Content
3. Under Document Libraries, click the appropriate document library

   

4. Point to the document you want to check in, click the down arrow on the menu that appears, and then click Check In

   

5. Choose whether to keep the document checked out after checking in the new version

   

6. Add appropriate comments
7. Click OK