How to Create SharePoint Document Library

Summary

Jonathan Edwards, a business IT consultant from Yorkshire, UK, presents a guide to creating a SharePoint document library for businesses using Microsoft 365. The video covers setting up a library, assigning permissions, and migrating files from local servers to SharePoint. Edwards highlights SharePoint's integration with Microsoft Office and its robust backup features, including version history and a recycle bin for data recovery. The tutorial aims to help businesses transition to a cloud-based document management system for enhanced collaboration and security.

Takeaways

• 😀 SharePoint document libraries are essential for businesses looking to collaborate and share information.
• 🔐 SharePoint is included with Microsoft 365 packages, offering a secure place to store and manage documents.
• 💼 Jonathan Edwards, a business IT consultant, introduces SharePoint and its benefits over traditional on-site servers or NAS drives.
• 🌐 SharePoint integrates seamlessly with Microsoft Office applications like Word, Excel, PowerPoint, and Outlook.
• 🏢 To create a SharePoint document library, you need to log into Microsoft 365 and select the 'Create Site' option.
• 📁 You can choose between a team site or a communication site for different types of collaboration needs.
• 👥 SharePoint allows assigning different permission levels to members, such as site owner or site member.
• 📂 SharePoint libraries can be accessed and edited through a web browser, offering online versions of Microsoft Office applications.
• 🔄 SharePoint sites can be synced to a local computer for offline access using File Explorer.
• 📚 The SharePoint Migration Tool can be used to transfer large amounts of data from local servers to SharePoint.
• 🔄 SharePoint offers version history and a recycle bin feature to protect data with the ability to restore previous document versions or deleted files.

Q & A

What is the main purpose of SharePoint document libraries as discussed in the video?

SharePoint document libraries are essential for businesses that require collaboration and information sharing. They provide a secure and centralized location to store, organize, and manage documents, and they integrate well with Microsoft 365 tools.

Who is Jonathan Edwards and what is his professional background mentioned in the video?

Jonathan Edwards is a business IT consultant from Yorkshire in the UK. He runs an IT company called Integrality, which offers IT support and cybersecurity services to clients.

Why would a business choose SharePoint over storing files on a local server or NAS drive?

Storing files in SharePoint eliminates concerns about hardware failure. Unlike local servers or NAS drives, SharePoint is cloud-based and does not require replacement when hardware gets old or fails.

How does SharePoint compare to other cloud solutions like Dropbox or Google Drive?

SharePoint offers seamless integration with Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook, making it an ideal choice for businesses that heavily rely on these tools.

What is the first step to create a SharePoint document library according to the video?

The first step is to log into Microsoft 365, navigate to SharePoint, and click on the 'Create site' option in the top left corner.

What types of sites can be created in SharePoint and which one is suitable for document libraries?

SharePoint allows the creation of 'Team sites' and 'Communication sites'. For document libraries, a 'Team site' is the appropriate choice as it supports collaboration.

How can users access and work with documents in a SharePoint document library without Microsoft Office installed?

Users can access and work with documents directly through the web browser, as SharePoint offers online versions of Microsoft Office applications like Word, Excel, and PowerPoint.

What is the process for assigning permissions to different members in a SharePoint site?

Permissions can be assigned by clicking on the 'Members' option in the SharePoint site, where you can add new members and define their roles, such as 'Site Owner' or 'Site Member', each with different levels of access and control.

Can SharePoint sites be synced to a local computer for offline access?

Yes, SharePoint sites can be synced to a local computer using the 'Sync' button in the 'Documents' section of the site, allowing users to work with files in File Explorer.

What is the SharePoint Migration Tool and how is it used as per the video?

The SharePoint Migration Tool is a Microsoft utility that helps migrate files and folders from a local file share to a SharePoint site. It is used by downloading the tool, entering credentials, selecting the source and destination, and initiating the migration process.

What are the backup features of SharePoint mentioned in the video?

SharePoint includes 'Version History', which tracks and allows restoration of previous versions of documents, and a 'Recycle Bin', where deleted files can be restored within a certain time frame before they are permanently deleted.