How SharePoint Document Libraries Encourage Collaboration


Consider SharePoint document libraries as fluid folders that allow more useful interaction with your files. The original idea of file and folder organization was keeping them separate from each other with no easy way to organize them in logical order.

A person must know allowed naming conventions within Windows or face a plethora of errors. That was the old-school way. With custom SharePoint development you’re allowed more freedom to rename, resize, and move files and folders into a logical order within each site.

Seamless Collaboration

SharePoint upgraded its platform making it easy and more secure to store files within each document library. Co-workers now access and share files and documents from any device and locating them is seamless without repetitive file manipulation of the past.

Standard metadata provides basic information about your files, but many additional options exist to increase its search power. Users can search using virtually every detail of a file. More than name searches, type of document, dates, versions, and shared with details to name only a few, allow quick and deep searches for files.

After creating a new site, store related files in one place in folders for a project or a specific client. Moving them from one place to another is a simple drag-and-drop function. For each new site, adding additional libraries to the one already present is a simple process.

Power of SharePoint Document Libraries

Users have full control of content within a library. With ability to add, delete, edit, link to another library, and download documents. For added security, users control access to libraries and contents, and restrict use by individuals within the library. More features:

  • Track all activity and configure notifications for changes made. To view activity, deselect files, open the details pane, and select recent activity.
  • Customize view of document libraries.
  • Sharing files and folders. Choose a file in the document list, select share, then follow prompts to share with colleagues or copy a link to paste into a text, for example.
  • Or, to highlight a file, folder, or link, right click the item and select pin to top.

Final Thoughts about Collaboration

For most people, it’s almost a natural thing to save documents to OneDrive for Business because it’s easy to access and convenient. From a collaboration perspective, it’s not as easy for coworkers to access files saved there unless they’re given a share link.

Files saved to OneDrive for Business remain private until they’re shared, which makes this option best for saving drafts or other documents intended to stay private. However, when a collaborative project needs input from members, saving to the library on the team site makes sense so everyone with permission has access to updated files and can edit or make additions.

As OneDrive for Business allows for syncing of your files between it and your computer and access from any device, a SharePoint team site creates a two-way communication between members. It allows collaboration on files, documents, libraries, assigned tasks, calendars, and other features designed for maximum effectiveness.

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