Creating a shared Document Library in Microsoft SharePoint

Organizations use SharePoint to create websites. You can use it as a secure place to store, organize, share, and access information from almost any device. All you need is a web browser, such as Internet Explorer, Chrome, or Firefox. There are a couple of uses for SharePoint but am going to dwell on Enterprise Content and Document Management.

share2To create a shared document library that all staff or section of staff as intended, can have access to and upload or download documents, follow the following simple steps:

  1. Create a new site —- it is assumed that SharePoint has been configured already in your organization.
    • Click on the Site Actions drop down at the top right corner of your SharePoint screen
    • Click Create
    • Choose Site and Workspaces, under web pages
    • Enter the title of the site. Then enter the url that you want users to use to access the site. Note that part of the url would already be entered, so you may just have to enter one word
    • Under User Permission, choose Use Unique Permission
    • Under Use the top link bar from the parent site?, choose Yes
    • Click Create.
  2. Create new groups (for members, visitors and owners)
  3. Remove the Announcements and Calendar web parts – by clicking the drop down arrow at right ends of the two and clicking the X buttons on each
  4. Assign permissions
    • Click Site Actions again
    • Site settings
    • Under Users and Permissions, choose People and Groups
    • Click on New, then Add Users. It is assumed you have an Active Directory network, then enter a user name present in the active directory into the User/Group text box, click the check name button
    • Assign the necessary permissions in the Give Permission section.
    • Click Ok
    • You can review the Advance permission if need be.
  5. Add a web part on the left
    • Click Site Action
    • Click create
    • Under Libraries, choose either Document Library or Form Library
    • Label the library appropriately as you want (for instance, Forms)
    • Do not display on the quick Launch bar
  6. Return to the created site
  7. Click Site Action, Edit Mode
  8. Click Add a web Part
  9. Open Advanced Web Part gallery and options
  10. On the right side of the screen, click search
  11. Enter the name that you labeled to the web part created above (Forms), then click Go
  12. Choose the one that you want, then click Add
  13. Now your library is created, and you can then add your documents by clicking Add your document link
  14. Then click Choose File to browse to the location of your files and then upload.

Now all users who have been granted permission to this library can access them based on the level of access granted.

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