Document libraries are powerful tools available in BizNet. Document libraries are collections of Microsoft Word, Excel and other files stored on the internet. Document libraries offer many of the advantages of using a shared folder or drive, with additional benefits. The techniques below will show you how to view, edit and organize documents and files stored in a document library, so that you can get the most out of BizNet. When accessing BizNet, please use Microsoft Internet Explorer as your web browser. If you do not have the appropriate privileges to follow any of the directions below, please contact kitsdesk@katz.pitt.edu.

Creating a Document Library

Sites created in BizNet have one document library by default. It is possible, however, to create additional document libraries.

  1. Click the “Site Actions” tab in the top right portion of the screen
  2. Select the “Create” option
  3. You will see a list of the types of libraries and lists you can create. Click on the “Document Library” option, located under the “Libraries” heading.
  4. Give your document library a name, and a brief description. The other settings (Navigation, Document Version History, and Document Template) can all be left with their default settings.
  5. Click the “Create” button.

Your document library should now be visible on the left side of the screen.

Adding Files to a Document Library

Once your document library is created, you will need to add files to it. There are two ways to add files to a document library. To add files one at a time:

  1. From within the document library, click the “Upload” menu
  2. Click the “Browse…” button, then select the file you wish to upload
  3. Click the “OK” button

To add more than one file at a time to a document library:

  1. Click the “Upload” menu
  2. Click on the “Upload Multiple Documents” selection
  3. Browse to the folder you need on the left, and then select as many files as you would like on the right to upload. You may only upload from one folder at a time.

Once your files are uploaded, you can change the name of the file by clicking on the down arrow after the file name and clicking “Edit Properties”.

Developing and Using a Naming Convention

An important part of keeping a document library organized is developing a naming convention. There is no one size fits all naming convention – student records will need a different naming convention than meeting minutes. Here are a couple of things to keep in mind when deciding on a naming convention:

  • What pieces of information do the documents share? For instance, if all the documents are student records, you may not need to include that in the naming convention. Common elements to your documents can be communicated in the name of the document library itself.
  • What pieces of information are different in the documents? Things that are different in the documents are good candidates for the naming convention. For instance, you might create a document library named Student Records, and name the files according to the student names, such as Smith-John.doc.
  • Consider the time frame of the document. If the document is for a given time period, or a record of a specific event, you may want to include a year or standard date. Again, using the example above, you may want to include the term in the naming convention for student records, such as Smith-John-Fall2009.doc
  • Avoid using spaces in your file names. The spaces will be read by web browsers as %20. For instance, Smith John Fall2009.doc will be interpreted as Smith%20John%20Fall2009.doc. It is better to use a hyphen or underscore to set words apart.

Adding a Document Library Webpart

A webpart is a small window into a particular library or list that you can place on the pages of your site. Webparts are commonly placed on the homepage of a particular site.

  1. From the home page click the “Site Actions” tab in the top right portion of the screen.
  2. Click the “Edit Page” option
  3. You’ll see the two columns on the page have changed. Click the “Add a Web Part” button in the column in which you would like to put the webpart
  4. You’ll see a list of all the types of available webparts. You should see your document libraries at the top. Check the box next to the document library, and click the “Add” button.
  5. Click “Exit Edit Mode” in the upper right to view the results

Editing a Document from BizNet

One of the strengths of BizNet is that it is not necessary to save a file, make changes, and then re-upload. If you are using a Windows computer, Internet Explorer, and Microsoft Office, you can edit documents directly on the server.

  1. From within a document library, click on the document you would like to edit
  2. A popup window will appear, asking “How would you like to open this file?” Check the “Edit” option, and click “OK”
  3. Your document will open in the Microsoft Office program in which it was created. Make any changes to the document
  4. When finished, click the “Save” option. Your document will be saved and automatically transferred back to the BizNet server

Adding Additional Columns to a Document Library

Document libraries can be enhanced by adding additional columns. These columns are sometimes referred to as metadata. Additional columns can be used to provide details about a file or document – dates it applies to, category, etc. Additional columns can be used similarly to folders, but they allow documents to be sorted in multiple ways.

  1. From within a document library, click the “Settings” tab, and select the “Create Column” option.
  2. Enter a name for the column
  3. Review the types of information – options include text, multiple choice, numbers, date and time and more. Select the one most appropriate to your additional column.
  4. Give the additional column a brief description, and depending on the type of information you selected
  5. Click Ok. Your additional column will now be visible in the document library.

When new documents/files are added to the library, users will be prompted to enter data in your additional column. To add something to the column you have created for an existing document, hover over the document name, and click the downward facing arrow. Then select the “Edit Properties” option. You will then be presented with a form that you can use to enter information.

Sorting and Viewing a Document Library

Document libraries can be viewed and filtered using the values in each of the columns. A document library can be sorted by clicking the column header above each column.

You can also create a custom view, which allows you to view the information you want in the style in which you want it.

  1. Within a document library, locate the “View:” dropdown menu, in the top right portion of the screen. Select the “Create View” option from this dropdown menu.
  2. Several viewing formats are presented as options. The most common is the standard view, but the other types can be helpful in specific situations. Select “Standard View” by clicking on it.
  3. Give your view a name, and choose whether you want the view to be visible to everyone who can see the document library, or just yourself.
  4. In the “Columns” section, you can choose which columns you would like to appear in your view, as well as the order in which they appear. Modify the columns and positions to suit your needs.
  5. In the “Sort” section, you can chose which columns you want to use for sorting (primary and secondary) and whether they are in ascending or descending order.
  6. The “Filter” section allows you to determine what data appears. You can use the filter section to show only documents from this year, or only documents that belong to a particular class (assuming you have set up an additional column for class, and filled in the data accordingly)
  7. There are additional sections that offer more modifications you may want to experiment with, including Group By, Totals, Style, Folders, Item Limit and Mobile.
  8. Click the Ok button.
  9. Your view will now be visible under the “Views:” dropdown menu.

Alerts and Notifications

Document libraries allow you the option to receive notification when changes are made.

  1. Within a document library, click the “Actions” tab, and select “Alert Me”
  2. Give your alert a title.
  3. By default the alert will come to you. It is also possible to sign up other people for alerts, although this should be used sparingly.
  4. In the “Change Type” section, you can indicate what changes you would like to be alerted about. Select the option that best fits your needs.
  5. In the “Send Alerts” for These Changes” you can specify some criteria for the alerts, such as whether the change is made by someone else, or if someone changes a document made by me.
  6. In the “When to Send Alerts” section, you can decide how frequently you would like to receive alerts – options are Immediately, a Daily Summary, and a Weekly Summary sent at a time of your choosing.
  7. Click “Ok” to start receiving alerts on this document library.

Document Versioning

One of the most powerful features of a document library is the ability to store past versions of a document. By turning on versioning, you can track the life of a document, and have backups that reflect the changes made by each of the document’s collaborators.

  1. Within a document library, select “Settings” from the toolbar, and then the “Document Library Settings” option.
  2. Locate and click the “Versioning settings” link under “General Settings”
  3. The second block, titled “Document Version History” allows you to configure versioning for this document library. Select the option that best suits your needs – major versions or major and minor versions. Major versions are probably acceptable for most documents. If you have a large number of content authors, or a very large document, you may want to select major and minor versions.
  4. Disregard other blocks on the screen.
  5. Click the “OK” button

Your document library will now create a backup of each version of the files in your document library.

Creating a Document Library as Shared Folder

Document libraries can also be added as a shared folder on your local computer, to allow for dragging and dropping of files.

  1. Open “My Computer” on your local computer
  2. Click the “My Network Places” on the left
  3. Click the “Add a Network Place” link on the left
  4. When the wizard appears click “Next”
  5. Enter the address of the BizNet document library. If the address has “Forms/AllItems.aspx” at the end of it, remove that phrase
  6. Click “Next”
  7. Give the Shared folder a name – the name of the document library is one suggestion
  8. Click “Finish”

Your document library is now accessible from your “My Network Places”. You can create a shortcut to this folder for your desktop, if desired.

Katz IT Services

M-Th 8:30-7, F 8:30-5
Email: kitsdesk@katz.pitt.edu
Phone: 412-648-1601
Location: 317 Mervis Hall
Faculty/staff: create a help ticket via email

 Viewing and Organizing Document Libraries in BizNet
 Logging in to BizNet Twice to See an Office File
 Requesting a Collaborative Web space on StudentNet
 Using BizNet
 BizNet/Sharepoint: Creating a New Document Library
 How to Log In to BizNet for Faculty
 Adding Files to a Document Library
 Introduction to BizNet for Faculty
 Adding a Syllabus to BizNet
 Searching BizNet
 How to Upload a Syllabus to BizNet
 Create a Photo Roster
 Viewing the Pitt Business Rankings Calendar
 Opening a BizNet Calendar in Outlook 2007
 Editing a Document in BizNet
 Adding Users to a SharePoint Group
 Opening a Document Library in Outlook
 Scanning Business Cards with the IRIS Cardreader
 Katz News Network- Posting an Announcement
 Using Document Libraries in the New BizNet
(More Links...)