File and Library Commands - NCDOT



File and Library CommandsNavigate to the library, then follow these quick steps. If a command is grayed out on the ribbon, you may not have the permissions to use it, or you may need to select a file first to enable the command.Add An AppAdd a Site Column Settings gear > Add an app > Click library icon.Enter a name > Click Create.LIBRARY tab > Library Settings > Add from existing site columns. Select site column > Add > Add to default view > OK.Approve/Reject FileCheck Out, Check In, Discard Check OutSelect file.FILES tab > Approve/Reject > Approved.Add comments > OK.Select file.FILES tab.Check Out, Check In, or Discard Check Out.OK.Column Default Value Content Approval LIBRARY tab > Library Settings > Column default value settings.Click column name.Use this default value > Enter default value > OK.LIBRARY tab > Library Settings > Versioning settings.Yes for Require content approval for submitted items? Define Draft Item Security > OK.Create a Column Create a View LIBRARY tab > Create Column.Define name, information type, and additional settings > OK.LIBRARY tab > Create View.Select view type > Enter view name.Define default status and audience.Choose columns.Define column order, sorting, filtering, grouping criteria, and other view settings. OK.– or – Sort or filter current view > SAVE THIS VIEW > Enter view name > Define audience > Save.Create View – PersonalCurrent Page – Navigate through PagesLIBRARY tab > Create View.Select type of view.Define properties > OK.LIBRARY tab > Click previous (<) or next (>).Current View – Change Delete DocumentClick view at top of list.Select one or more files.Delete key > OK.Delete LibraryDownload a CopyLIBRARY tab > Library Settings > Delete this library > OK.Select file.FILES tab > Download a Copy. Edit FileEdit or Remove Column Click file name.LIBRARY tab > Library Settings > Click column name.Edit column properties or click Delete.OK.Edit Properties – FileEdit TemplateSelect file.FILES tab > Edit Properties.Save.LIBRARY tab > Library Settings > Advanced Settings. No for Allow management of content types. Open in the client application for default behavior > Edit template. Edit template. Save and close template. OK.Email a LinkFolders – Enable Creation LIBRARY tab > E-mail a Link.LIBRARY tab > Library Settings > Advanced Settings > Folders section > Yes > OK.List Name, Description, Navigation Manage Alerts for Others LIBRARY tab > Library Settings > List name, description and navigation.Change name or description > Save.Select file > FILES tab or LIBRARY tab.Alert Me > Set an alert.Enter user names > Define alert details > OK.– or –Settings gear > Site settings > User alerts.Select user > Update.Select alert(s) > Delete Selected Alerts > OK.Manage My AlertsModify or Delete a View Select file > FILES tab orLIBRARY tab.Alert Me > Manage My Alerts.View, add, edit or delete alerts.LIBRARY tab > Modify View.Change view, delete view or make view the default. OK.Most Popular ItemsMove FileLIBRARY tab > Most Popular Items.LIBRARY tab > Open with Explorer.Cut and paste files.New DocumentNew Document SetFILES tab > New Document > Document.FILES tab > New Document > Select document set.Enter properties.Save.Upload or create documents. New FolderOpen File – Office FILES > New Folder > Enter folder name > Save.File > Open > SharePoint Sites.Click library > Double-click name of file.Open File – SharePoint Open with ExplorerClick name of file.LIBRARY tab > Open with Explorer.Popularity Trends– FileQuick Edit Select file.FILES tab > Popularity Trends.Open or save spreadsheet with usage details.LIBRARY tab > Quick Edit > Make changes.Stop editing this list.Rating SettingsRestore Earlier Version of a FileLIBRARY tab > Library Settings > Rating Settings.Yes for Allow items in this list to be rated > Select Likes or Star Ratings > OK.Select file.FILES tab > Version History.Hover over date > Click down arrow > Restore > OK.Restore Selection from Recycle BinRSS FeedSettings gear > Site contents > RECYCLE BIN.Select file > Restore Selection > OK.LIBRARY tab > RSS Feed > Subscribe to this RSS feed.Enter name > Subscribe.Set Alert – FileSet Alert – LibrarySelect file > FILES tab > Alert Me > Set alert on this document.Define details of alert > OK.LIBRARY tab > Alert Me > Set alert on this library.Define details of alert > OK.Sort or FilterUpload (Add) a Document Hover over column header > Click down arrow.Select sort or filter option.FILES tab > Upload Document. Browse > Select file to upload > Open > OK. Enter file properties > Save.Upload (Add) Multiple DocumentsValidation Settings Open Windows Explorer on local computer.Select files to upload > Drag to SharePoint > Release to upload. LIBRARY tab > Library Settings > Validation Settings. Define formula and message > Save.Versioning Settings View History – FileLIBRARY tab > Library Settings > Versioning Settings.Select Create major versions or Create major and minor (draft) versions.Depending upon Versioning and Content Approval, define number of major versions, number of drafts, and Draft Item Security.OK.Select file.FILES tab > Version History.View Properties – File Select file.FILES tab > View Properties. ................
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