Tips for working in SharePoint document libraries – Part 2

Welcome to Part 2 of our tips for working in SharePoint document libraries. Part 1 introduced the Ribbon. Today we cover off on uploading and tagging multiple documents.

Drag and Drop to upload multiple files

There are a few ways you can upload a file to a SharePoint Library. From the ribbon, you have an Upload Document command. You can also see an upload command from the library interface. These will allow you to upload a single document. It’s quicker though if you have more than one file to upload, to select the files and then simple drag and drop them onto the document library.

SharePoint drag and drop files to document librariesThis is a quick way of uploading documents that for example may have been sent to you via email. Simple drag them from your email to your desktop, then from your desktop you can drag them straight into SharePoint. Much quicker than saving them individually.

Tag using Quick Edit

SharePoint-Quick-Edit-FeatureThis is a handy one to know particularly if you’ve used the above drag and drop method to upload a number of files.

SharePoint introduces users to the wonderful world of metadata. Metadata is simply “data about data”, and metadata tags are attached to the document, not the library. Within the library, your SharePoint administrator has the ability to determine what metadata is exposed in the views.

Out of the box, a library is established with metadata columns “Modified” and “Modified By”, but there are lots of other columns available. You can also set up your own custom columns within SharePoint so that you can tag documents with data (eg “Department”) that is meaningful to the organisation.

When you mass import files using the drag and drop feature, or if say you add a new column to a document library with existing documents in it, you may end up with documents that are missing metadata tags.

The Quick Edit command allows you to switch the library into a list view. It then functions more like a spreadsheet. You can easily select from metadata dropdowns where applicable, or key in any data that is required if the field is text based. There’s even a fill handle which makes it quick to populate columns of like-minded data.

SharePoint-List-Fill-HandleMetadata adds a lot of value to users when it is employed on a SharePoint site, but the value is only realised if documents are tagged properly. There are ways to make it easy for users tag documents that are created from within the document library (we’ll explain this in more detail when we get to using content types for templates in this series) however, for documents that are uploaded from an outside source, Quick Edit is a handy tool to have in your kit.

This article was written using SharePoint Online via Office 365 to demonstrate the current features of SharePoint document libraries. If you’d like to explore how you can improve user adoption for an existing SharePoint site, or you’re interested in moving to Office 365 call us today to find out more.

Stay tuned for our next article as we continue our series on working with SharePoint Document Libraries!

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