For beginners using SharePoint Solution, uploading a document in their SharePoint Library might sound complex. This might just be because there is actually more than one way of achieving this. The SharePoint Document Library is a popular repository for sharing and storing all kinds of documents, spreadsheets, and files to name a few. New entrants into the token ‘SharePoint Document Library’ will encounter this as the “Document library” or ”Content library”.

Uploading the Files to the Document Library in SharePoint.

Ways to Upload Files to SharePoint Document Library

# Drag and Drop Feature

This feature enables the users to drag the files directly from their computer into a SharePoint Library through the web browser. It de-clutters the file upload process by removing the traditional upload dialogues.

• Using on Windows: On your internet browser of choice such as Microsoft Edge or even Google Chrome, go to the SharePoint site and click on the document library from where you want to upload files. Firstly, you can just drag the files or folders from your desktop or File Explorer directly into the SharePoint library window.
• Using on Mac: Once OneDrive is configured on your Mac, you can sync the SharePoint library using a web interface that will ask you to click ‘Sync’. This will bring the library under the Finder's control so that you can treat its files as your local file system.

# File Explorer Integration

This particular feature allows you to sync your SharePoint library with File Explorer, which enables them to handle SharePoint files directly from the file system of your computer.

• Using on Windows: Make sure you have the OneDrive installed on your system. Go to the corresponding SharePoint library in your web browser and click on ‘Sync’. This will enable the SharePoint library as a folder in File Explorer and you can also add, delete or change files from it.
• Using on Mac: After setting up OneDrive on your Mac, sync the SharePoint library via the web interface by clicking 'Sync'. This will integrate the library with Finder, allowing you to manage its files as if they were part of your local file system.

# OneDrive File Shortcuts

With this feature, users have the ability to make shortcuts and store files in SharePoint or a fellow OneDrive user directly into their own drive. These shortcuts work as ‘links’ to the original files and do not replicate their content.

• Using on Windows and Mac: The procedure is the same for both these systems. You should navigate to the file that you want to create a shortcut, in your OneDrive or also SharePoint library. Click on the file and then click on ‘Add shortcut to My files'. This will create a shortcut in your OneDrive, pointing to the original file.

Version Control in Document Libraries

The use of version control in the SharePoint document libraries allows you to effectively track and manage different versions of a file. This is one of the most important features that help to preserve historical records regarding document edits and collaborations.

• Using on Windows and Mac: Again, the process is similar on both platforms. To enable versioning, go to the library settings in your SharePoint Online. Look for the ‘Versioning Settings’ option and configure it according to your needs. You can choose to keep a history of major, minor, or both types of versions. After this, each time a file is edited and saved, SharePoint will save it as a new version, allowing you to view the version history for each document.

Advanced Features and Tips

Incorporating these advanced features and tips into your SharePoint management plan, you can achieve dramatic improvements in the productivity of your own SharePoint environment — all while making it much safer for everyone who uses it.

# Custom Search and Filters

• Enhanced Customization in Microsoft Search: The recent updates to Microsoft Search allow SharePoint administrators to tailor the search experience more precisely. This includes the ability to modify default search verticals and add new ones, creating a more organized and efficient search experience.
• Verticals and Filters: Administrators can now add verticals and filters specifically for SharePoint content. Verticals are essentially categories in the search results, allowing users to search within a specified scope, like files, people, or news. This targeted search approach is especially useful in large organizations with vast amounts of content.
• Implementation: To customize these search settings, administrators can use the Search & intelligence admin centre. This includes modifying verticals and adding filters in Microsoft search, making it applicable at the organization level (such as Office.com and SharePoint home) and at the site level on SharePoint sites​​.
• Benefit: The customization enables users to find relevant information more quickly and efficiently, improving productivity and reducing the time spent searching for specific documents or data within the SharePoint environment.

# Managing Alerts for Libraries

• Setting Up Alerts: SharePoint users can set up alerts for specific documents or entire libraries. This feature notifies users about changes or updates, which is particularly useful for tracking critical documents or keeping tabs on ongoing projects.
• Configuring Alerts: Alerts can be customized so that the notification about all changes, new items modifications and deletions as well as for the changes of data in certain views are sent to users. These alerts can be configured to send notifications in the form of email messages or text messages, based on how SharePoint is set up.
• Enhancing Team Collaboration: Alerts not only benefit the individual tracking but also influence the level of teamwork in a positive way. Through the knowledge of what each other has done and when team members are able to maintain a heightened sense of awareness as well as engagement thereby creating an environment that facilitates collaborative work​.

# Permission Management

• Importance of Permission Control: Permission management in SharePoint contributes greatly to the overall security of sensitive information. Permission management allows for controlling who can view, edit or share certain documents and also websites.
• Understanding SharePoint Permission Levels: SharePoint solution provides many permission levels from full control to read-only. Administrators should be aware of these levels to allocate the appropriate access permission for different users and also groups.
• Assigning Permissions to Groups: It is recommended to assign permissions not directly to the individual users, but rather to groups of people in order for it to be easier and more efficient. More specifically, this method suits big organizations since the correlation of individual authorizations is quite very challenging and requires a lot of time. A practical approach is organizing the groups around the departments, project teams or roles to make it easy for administrators to manage permissions.
• Regular Review and Update of Permissions: Roles and responsibilities should be regularly reviewed, and updated according to the new state of affairs with regard to the current roles, positions held as well as organisational changes. These continued management operations help to thwart unauthorized access and ensure that the SharePoint environment remains very secure.​

Conclusion

SharePoint's updates often focus on improving collaboration and accessibility. As a new user, taking advantage of these features, such as improved search functions, version control, and alerts for document libraries, can enhance teamwork and make accessing and sharing files a seamless experience.

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