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 firstname.lastname@example.org.
Sites created in BizNet have one document library by default. It is possible, however, to create additional document libraries.
Your document library should now be visible on the left side of the screen.
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:
To add more than one file at a time to a document library:
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”.
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:
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.
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.
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.
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.
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.
Document libraries allow you the option to receive notification when changes are made.
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.
Your document library will now create a backup of each version of the files in your document library.
Document libraries can also be added as a shared folder on your local computer, to allow for dragging and dropping of files.
Your document library is now accessible from your “My Network Places”. You can create a shortcut to this folder for your desktop, if desired.
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