Essential SharePoint

Chapter 6. Using Document Libraries with Word

With the exception of lists, Word provides the same SharePoint features that Excel does. In fact, creating workspaces, adding documents, members, alerts, and tasks are all done the same way through the Shared Documents task pane in Word, Excel, and PowerPoint.

However, you'll rely on some SharePoint features more in Word than in Excel. In particular, document libraries are of key importance. This chapter shows how to use document libraries to create, organize, revise, and approve or reject Word documents.

Tip

Remember, you can use document libraries with any type of document (Excel, PowerPoint, web page, etc.), but it's hard to have a discussion in such general terms. I hope you'll find this practical approach useful and be able to apply it to other applications as well.

Understanding Libraries

Libraries organize content within a site. Technically, they are a special type of list that provides these key features:

• Templates for creating new documents

• A status field that indicates whether the document was approved or rejected

• Storage for previous versions of documents

• The ability to reserve documents by checking them in/out

• Synchronization of list columns with properties stored in the document

Most types of SharePoint sites include a Shared Documents library when they are created. You can create new documents, upload existing ones, create folders, check out files, and sort or filter the contents of the library using the toolbar and Edit menu as shown ...