Working with libraries in SharePoint can be as easy as working with traditional file folders. The advantage to placing data in SharePoint is the extra metadata that can be associated with your document, and all the other library features, including alerts, search, RSS feeds and more that can make this information more easily accessible to your colleagues in a collaborative environment. One of the simplest choices is to open your library in a Windows Explorer window and move, open and add data from there. Here’s how…
First, you want to identify the library or libraries you work with most frequently. Go to SharePoint and open that library. At the top of the page you will see a bar that identifies Library Tools. Choose Library.
Now, on the Office Ribbon you will see a section that says, Connect & Export, and in this section choose Open with Explorer. That’s it! A window will open that lists your library files in a normal window and you can drag files into our out of this library as you might in any other file folder. You can create documents in the library (assuming you have permissions) using this same technique.
As an added bonus, using this technique you can attach files to your email if needed. With the library open in your Windows Explorer, right click on the file you wish to send and choose Send To and then Mail recipient.
To save you from constantly opening up this library in Windows Explorer, you can have the library appear in your Favorites menu in Windows Explorer. You can then choose to use this library as you would any other folder in your file system. In the same section as above you will see a choice for Connect to Office. Click on this and then Add to SharePoint Sites. Now this library can be found in your Windows Explorer under your Favorites section.
These tips should help you start using your SharePoint libraries easily and efficiently and remove any barriers to maintaining your documents on the network. There are other ways to synchronize your library to your local drive that we will cover in a future post.