Hi, Sean Diddy, Laser here. Subject matter expert for Office 3 65 Web Content Management course
and this screen cast module. We're going to go into the document management capabilities to SharePoint online, and we're going to achieve the following objected.
First, we're gonna walk through the ribbon user interface to see how documents are managed via the river.
Then we're going to go into management capabilities, such as uploading new documents to the document library. We're going to look a ts some of the editing capabilities as well as check in, check out
in the version, history and properties for your document library.
Now let's navigate directly to the
document library view so that we can take a look at the ribbon. I'm going to select the documents hyperlink,
which will take me to an all items view where we could see all columns associated with this document vibrate so that we can take a look
at the Reuben in full detail if I scroll
to the top left of the browser.
As you can see, brows is the common tap that you'll see when browsing through your team site.
But now we have files and library tabs which will, when selecting, will introduce the ribbons, so I'll select files first.
the ribbon user interface has new task groups
such as New, which will allow us to select a new document and save back to this particular document library with full version history
uploaded document from another location, such as shared drive or desktop, and also create new folders within this particular document library
which I'll go into in greater detail in a few minutes
and also the properties where we can view properties, which allows us to add descriptive terms and metadata to our documents.
We can edit existing properties,
select and view the version history of this document
and also see who has been shared with as well as removed.
The document that is selected from the document library
sharing track allows you to, of course, share the document with other recipients.
Alerts allows you to
set email based alerts that will give notifications based on changes made to the document
Task Group, which allows you to download a copy of the document sent to another location, managed copies throughout the site
and go to the source copy as well
and workflow allows you to set up automated business processes such as approve or reject
just route using Ah email. Thio. Approve various documents within this library and tax and notes allows you to set descriptive terms of metadata to the document
so you may notice that
and open and check out, for example, that you have
four icons that are discolored. These are discovered discolored because they're disable.
So the first rule of the ribbon is that
certain tests are available to be completed, such a cz at a new document or uploaded document. Those will appear to you as a content manager,
then it will not show up
or be discolored or disabled. So if I select this document,
these icons would then appear to be used.
So as you can see edit document check out you properties for this specific document
are now available for use,
So let's take a look at our first
objective for the module, which is uploaded. Document.
I'm going to select upload document under the new task group,
going to choose a file
and select through my files.
and I will select. Okay.
As you can see, this document has been added to
the document library.
You have the ability within a document library to multi select
documents. And as you can see the options that are available for multi, select our check out
delete document. You can set alerts, popularity trends, so on so forth.
So those are a few of the capabilities.
If I wanted to see a preview of this document,
I select the option to the right of the title,
of more or less a preview of the document, which you can open up a full page format to read a review.
You can look to see how many views this document has has experienced
who it has been shared with, which is important if you have restricted permissions and also the actual link,
and you have edit share follow capabilities below.
If I select the managed tab,
you also have additional
for additional capabilities. If I wanted to view a browser, for example, or edit within the browser, which will launch word online,
then you have the option to do so. Here. You can check out directly from this particular managed option,
so let's take a look at the library. Tak
and the library tab provides you with
additional task groups such a view format.
Managing the views, which will allow you to
set up specific columns and arrange them in a way that is suitable for your business needs.
You have your sharing track capabilities, which allow you to email a link of this document.
Select our SS or for document libraries with multiple items you can look at, which was the most popular
for connecting export.
You have the ability to sink,
which allows you to create a copy of this library on your computer and keep it in sync at all times.
Connect Outlook, which will allow you to basically create this library of view of this library to Microsoft Outlook. Access it directly from your outlook. Client
Export to Excel allows you to take
these documents and export them to a spreadsheet for additional calculations and sorting,
and you have customization options as well.
And of course, your library settings, which will take a look at briefly,
which allows you to change the name of this document library
and set version ing,
as well as many other features such as Delete. The entire library, which will be available to you, is a constant manager
and set permissions unique permission for this document library as well as
metadata and keywords settings.
So if you wanted to change this document library from documents, too,
team reports and add a description,
then we would do so here. And we want to select this document
to to appear on the quick launch bar.
So if we look, a team reports on the quick lunch, it is currently there
going back to our document library.
exists under the file tab
and selecting edit. The document allows you the capability or the choice to end it in both
Microsoft Word desktop or in word online.
Word online will allow you to make changes
automatically in real time
without the need to ah, constantly see.
Let's take a look at checkout
under the open and check out Task Group.
Now when you check a document out, this is indicating that you want to make edits to the document without any other authors
being allowed to make changes. So it essentially selects you, is the primary editor.
Other editors may download the document. They may manage copies of the document that may print the document, but they cannot meet.
It is to the document. Wow, it is checked out to you as a constant
Does not matter whether or not,
uh, permissions or what group you're in. This is reserved directly to someone with that capability.
So the document has checked out,
and checking capability is still on this particular open and check out feature.
Let's also take a look at
I will select the same document for check in,
but highlighting the document
and going to select Check in.
Now we'll check in. You have two options retained. Check out, which means
you can check in the edits and still
be listed as the primary author and have the document weeks reserved for you For our check out war.
You can check the document back in, which means the edits are retained to the current version of the library and you are removing yourself is the primary editor and allowing other editors to, uh,
take the chance to check it out.
So I'm going to select know which means this document. After I check it in, I'm also removing myself is the primary editor.
changes here or annotate my changes here
So as you can see, the icon that was there is now removed.
Now, if we take a look under the managed tab
for version history,
Major versions of this document that have been may and you can see
the comments that are maintains was a competent manager. You definitely want to make sure that your team uses the comments because as documents increase in size within the library and documents are continuously edited and updated,
ensures that there's a history in a
records management with your particular documents.
If I wanted to delete the document from the library,
I would simply highlight the document
and sends it to the site. Recycled Bennett is not delete completely from
the entire site collection, so it provides your user community with another
way to access the document after he's been deleted in the event that has been deleted. Accident.
So overview. We've covered the ribbon walk through.
We've uploaded documents we've looked at some of the editing capabilities we've looked at. Check in, check out We've looked at version history
and we've also sent the document to the Recycle Bin via
the delete document feature. Under the managed tab,
I'm shattered the laser subject matter Expert for office 3 65 Web Content Management course
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