Book Image

Microsoft 365 and SharePoint Online Cookbook

By : Gaurav Mahajan, Sudeep Ghatak
Book Image

Microsoft 365 and SharePoint Online Cookbook

By: Gaurav Mahajan, Sudeep Ghatak

Overview of this book

Microsoft Office 365 provides tools for managing organizational tasks like content management, communication, report creation, and business automation processes. With this book, you'll get to grips with popular apps from Microsoft, enabling workspace collaboration and productivity using Microsoft SharePoint Online, Teams, and the Power Platform. In addition to guiding you through the implementation of Microsoft 365 apps, this practical guide helps you to learn from a Microsoft consultant's extensive experience of working with the Microsoft business suite. This cookbook covers recipes for implementing SharePoint Online for various content management tasks. You'll learn how to create sites for your organization and enhance collaboration across the business and then see how you can boost productivity with apps such as Microsoft Teams, Power Platform, Planner, Delve, and M365 Groups. You'll find out how to use the Power Platform to make the most of Power Apps, Power Automate, Power BI, and Power Virtual Agents. Finally, the book focuses on the SharePoint framework, which helps you to build custom Teams and SharePoint solutions. By the end of the book, you will be ready to use Microsoft 365 and SharePoint Online to enhance business productivity using a broad set of tools.
Table of Contents (22 chapters)

Uploading documents to a library

SharePoint lets you create new documents directly within the library through the Newmenu. It also lets you upload documents that have been authored offline.

In this recipe, we are going to learn how to upload an existing document to a document library and then tag it with the appropriate metadata. Even though this recipe uses the Marketing Collateral library as an example, the steps here are true for libraries of all types.

Getting ready

You will need Contributepermissions or higher for the library where you would like to upload the document.

How to do it...

To upload a document to your document library, follow these steps:

  1. Browse to the library where you'd like to upload the document.
  2. Click Upload and then choose the Files option to open the file selection dialog, as shown in the following screenshot:

  1. Browse to the file that you'd like to upload and click the Open button.
You can upload multiple files or entire folders to a library using this method if you so desire.

SharePoint also supports drag and drop capabilities, which work with a wide variety of browsers. Simply drag and drop the files or folders anywhere in the browser window when viewing the library. This will result in SharePoint uploading the files or entire folders and any subfolders with the contents of these folders to the library, resulting in the same outcome as that of steps 2 and 3 here.
  1. This will initiate the file upload process. SharePoint will show the newly uploaded file in the library, as shown in the following screenshot:

  1. You will notice that SharePoint shows information about the file as well as a preview.
Clicking on the preview in the right-hand side pane activates the file and lets you preview the entire contents of the file right from within that pane.
  1. Before the document becomes visible to everyone, you will need to enter information in the required fields for this document. You will also want to give your file a friendly title at this point. Click on the Edit all link in the Properties pane for this document. Make sure the document is selected if you can't see the properties pane.
  1. Enter or select the required information for the document and click the Save button, as shown in the following screenshot:

After you've uploaded a document to a library, SharePoint will maintain a history of all edits that have been made for that document. You can view the previous versions of the document, when and who modified it, and even revert the document to one of these previous versions. This is particularly useful when a document is going through multiple cycles of updates by multiple users and you need to "undo" the last set of changes because they were inaccurate or incorrect, for example.

That's it! You have now uploaded your first document to a SharePoint document library. We will learn how to view and modify these documents in the Viewing and editing documents in the browser recipe in Chapter 5, Document Management in SharePoint Online.

How it works...

Documents are stored in libraries one document at a time. SharePoint also lets you upload or delete multiple documents at a time. If your documents have associated metadata, SharePoint lets you edit the metadata of multiple documents at once. The metadata that you add against the documents will also show up in the information panel in regular Office desktop apps or programs such as Microsoft Word, Excel, or PowerPoint. This can be seen in the following screenshot:

In addition to custom metadata, SharePoint will also store and show you additional information about who created or last modified the document and when. SharePoint also lets you create follow-up actions when documents are added, modified, or deleted. You can do this by using workflows in SharePoint or by using Microsoft Power Automate, which was added recently. For example, if a user uploads an expense report, you can send it through an automated approval process in your organization. Please refer to Chapter 13,Power Automate (Microsoft Flow), for more details.

Finally, SharePoint enforces some restrictions on file sizes and paths. You can view those restrictions here:

Uploading a folder

You can upload an entire folder and any subfolders along with their entire contents to a SharePoint document library. To do so, simply browse to your library, click Upload, and choose the Folder option. You will then be prompted to select a folder from your computer. Selecting a folder will create a copy of that folder in the document library and copy all the contents of that local folder to the newly created folder in SharePoint online. Note that, as we mentioned earlier in this recipe, you can also simply drag and drop multiple folders into your document library view. Doing so will recreate the folders and their contents within the document library.

See also

  • Chapter 5, Document Management in SharePoint Online
  • The Adding alerts recipe in Chapter 4, Working with Lists and Libraries in SharePoint Online