SharePoint Document Libraries

Document libraries are the primary way to store and share files in SharePoint. They support versioning, check-in/check-out, metadata columns, and views.

Creating a Document Library

1. Navigate to the SharePoint team site.
2. Click Create on the navigation bar.
3. Select Document Library.
4. Enter a name (e.g., "Project Documents") and optional description.
5. Choose a document template (Word, Excel, or None).
6. Enable versioning if needed.
7. Click Create.

Versioning

When versioning is enabled, SharePoint creates a new version each time a document is saved. You can view version history, compare versions, and restore previous versions.

• Major versions only: 1.0, 2.0, 3.0 — every save creates a new major version.
• Major and minor versions: 0.1, 0.2, 1.0, 1.1 — drafts are minor, published versions are major.

Check In / Check Out

Require check-out to prevent simultaneous editing conflicts:

1. Go to Library Settings → General Settings.
2. Set "Require documents to be checked out before they can be edited?" to Yes.

When a document is checked out, only the person who checked it out can edit it. Other users see a read-only copy.

Metadata Columns

Add custom columns to categorize documents:

Views

Create custom views to filter and sort documents. For example, a "My Documents" view that filters by the current user, or an "Overdue" view that shows items past their due date.