Time
1 hour 57 minutes
Difficulty
Intermediate
CEU/CPE
2

Video Description

This lesson focuses on document management in SharePoint using the Ribbon User Interface and management capabilities such as editing a document, check in/check out. Participants receive hands on, step by step instructions in navigating the Ribbon User Interface to view Task Groups which allows for document upload and creating new folders in a document library. You can also export a document into programs such as Microsoft Outlook and Excel.

Video Transcription

00:04
Hi, Sean Diddy, Laser here. Subject matter expert for Office 3 65 Web Content Management course
00:11
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.
00:20
First, we're gonna walk through the ribbon user interface to see how documents are managed via the river.
00:28
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
00:41
in the version, history and properties for your document library.
00:46
Now let's navigate directly to the
00:50
document library view so that we can take a look at the ribbon. I'm going to select the documents hyperlink,
01:00
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
01:08
at the Reuben in full detail if I scroll
01:12
to the top left of the browser.
01:15
As you can see, brows is the common tap that you'll see when browsing through your team site.
01:23
But now we have files and library tabs which will, when selecting, will introduce the ribbons, so I'll select files first.
01:33
As you can see,
01:36
the ribbon user interface has new task groups
01:41
such as New, which will allow us to select a new document and save back to this particular document library with full version history
01:49
uploaded document from another location, such as shared drive or desktop, and also create new folders within this particular document library
02:00
open and check out,
02:04
which I'll go into in greater detail in a few minutes
02:07
and also the properties where we can view properties, which allows us to add descriptive terms and metadata to our documents.
02:16
We can edit existing properties,
02:21
select and view the version history of this document
02:24
and also see who has been shared with as well as removed.
02:28
The document that is selected from the document library
02:32
sharing track allows you to, of course, share the document with other recipients.
02:38
Alerts allows you to
02:42
set email based alerts that will give notifications based on changes made to the document
02:51
and also
02:53
the Copies
02:54
Task Group, which allows you to download a copy of the document sent to another location, managed copies throughout the site
03:04
and go to the source copy as well
03:07
and workflow allows you to set up automated business processes such as approve or reject
03:14
and also, um,
03:16
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
03:30
so you may notice that
03:31
and open and check out, for example, that you have
03:36
four icons that are discolored. These are discovered discolored because they're disable.
03:43
So the first rule of the ribbon is that
03:46
it is contextual,
03:47
meaning when
03:50
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,
04:00
but if they're not,
04:02
then it will not show up
04:05
or be discolored or disabled. So if I select this document,
04:10
these icons would then appear to be used.
04:16
So as you can see edit document check out you properties for this specific document
04:24
are now available for use,
04:30
So let's take a look at our first
04:33
objective for the module, which is uploaded. Document.
04:38
I'm going to select upload document under the new task group,
04:43
going to choose a file
04:49
and select through my files.
04:58
Select open
05:01
now at comments
05:13
and I will select. Okay.
05:18
As you can see, this document has been added to
05:25
the document library.
05:29
You have the ability within a document library to multi select
05:33
documents. And as you can see the options that are available for multi, select our check out
05:41
delete document. You can set alerts, popularity trends, so on so forth.
05:46
So those are a few of the capabilities.
05:51
If I wanted to see a preview of this document,
05:57
I select the option to the right of the title,
06:00
and it gives you
06:02
of more or less a preview of the document, which you can open up a full page format to read a review.
06:09
You can look to see how many views this document has has experienced
06:15
who it has been shared with, which is important if you have restricted permissions and also the actual link,
06:23
and you have edit share follow capabilities below.
06:30
If I select the managed tab,
06:33
you also have additional
06:36
drop down
06:39
for additional capabilities. If I wanted to view a browser, for example, or edit within the browser, which will launch word online,
06:46
then you have the option to do so. Here. You can check out directly from this particular managed option,
06:56
so let's take a look at the library. Tak
06:59
and the library tab provides you with
07:01
additional task groups such a view format.
07:05
Managing the views, which will allow you to
07:11
set up specific columns and arrange them in a way that is suitable for your business needs.
07:17
You have your sharing track capabilities, which allow you to email a link of this document.
07:24
Select our SS or for document libraries with multiple items you can look at, which was the most popular
07:32
for connecting export.
07:34
You have the ability to sink,
07:38
which allows you to create a copy of this library on your computer and keep it in sync at all times.
07:46
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
07:58
Export to Excel allows you to take
08:01
these documents and export them to a spreadsheet for additional calculations and sorting,
08:09
and you have customization options as well.
08:13
And of course, your library settings, which will take a look at briefly,
08:20
which allows you to change the name of this document library
08:24
and set version ing,
08:28
as well as many other features such as Delete. The entire library, which will be available to you, is a constant manager
08:35
and set permissions unique permission for this document library as well as
08:41
metadata and keywords settings.
08:46
So if you wanted to change this document library from documents, too,
08:54
team reports and add a description,
09:05
then we would do so here. And we want to select this document
09:11
to to appear on the quick launch bar.
09:16
So if we look, a team reports on the quick lunch, it is currently there
09:22
going back to our document library.
09:28
The edit capability
09:35
exists under the file tab
09:39
and selecting edit. The document allows you the capability or the choice to end it in both
09:46
Microsoft Word desktop or in word online.
09:50
Word online will allow you to make changes
09:54
automatically in real time
09:56
without the need to ah, constantly see.
10:01
Let's take a look at checkout
10:03
under the open and check out Task Group.
10:07
Now when you check a document out, this is indicating that you want to make edits to the document without any other authors
10:16
being allowed to make changes. So it essentially selects you, is the primary editor.
10:22
Other editors may download the document. They may manage copies of the document that may print the document, but they cannot meet.
10:31
It is to the document. Wow, it is checked out to you as a constant
10:37
Does not matter whether or not,
10:39
uh, permissions or what group you're in. This is reserved directly to someone with that capability.
10:48
So the document has checked out,
10:56
and checking capability is still on this particular open and check out feature.
11:03
Let's also take a look at
11:09
I will select the same document for check in,
11:13
but highlighting the document
11:16
check box
11:18
and going to select Check in.
11:22
Now we'll check in. You have two options retained. Check out, which means
11:28
you can check in the edits and still
11:31
be listed as the primary author and have the document weeks reserved for you For our check out war.
11:41
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,
11:56
take the chance to check it out.
11:58
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.
12:09
I will
12:11
make
12:13
changes here or annotate my changes here
12:22
and select. Okay,
12:26
So as you can see, the icon that was there is now removed.
12:35
Now, if we take a look under the managed tab
12:39
for version history,
12:43
you can see that
12:46
there, too.
12:46
Major versions of this document that have been may and you can see
12:52
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,
13:11
version ING
13:13
ensures that there's a history in a
13:18
records management with your particular documents.
13:24
If I wanted to delete the document from the library,
13:28
I would simply highlight the document
13:30
and
13:31
deletes
13:33
and sends it to the site. Recycled Bennett is not delete completely from
13:39
the entire site collection, so it provides your user community with another
13:46
way to access the document after he's been deleted in the event that has been deleted. Accident.
13:56
So overview. We've covered the ribbon walk through.
14:00
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
14:09
and we've also sent the document to the Recycle Bin via
14:13
the delete document feature. Under the managed tab,
14:16
I'm shattered the laser subject matter Expert for office 3 65 Web Content Management course
14:24
Please stay tuned for additional content on cyber Eri i t.

Up Next

Microsoft Office 365 Web Content Management / SharePoint

In this course you will learn how to leverage SharePoint to build business applications, create a communication repository with controlled access and employ web-based applications for convenient browser-based access.

Instructed By

Instructor Profile Image
Shadeed Eleazer
Instructor