The meeting provided a comprehensive walkthrough of how to use document libraries in Microsoft SharePoint, with a focus on differences from OneDrive, team collaboration, and integration with Microsoft Teams and Office apps.
The session covered document library features, customization, sharing, versioning, notifications, and automation with Power Automate.
Key integration points with Teams, OneDrive, and workflow automation were demonstrated.
No decisions or action items were assigned during the meeting.
Action Items
None
Introduction to SharePoint Document Libraries
Document libraries are designed for team file storage, distinct from personal OneDrive storage.
Accessible through SharePoint at office.com, with navigation to different sites and accessible document libraries.
Document libraries can be created for specific projects or purposes within a SharePoint site.
Creating, Organizing, and Uploading Files
New document libraries can be added via the "New" menu, and displayed in site navigation.
Files and folders can be added by creating new documents or uploading existing content, including drag-and-drop functionality.
Libraries support multiple file types (Word, Excel, images, etc.).
Sharing, Collaboration, and Version Control
Documents can be shared with individuals or groups, with configurable permissions.
Real-time collaboration is supported within Office files, with presence/changes visible to collaborators.
Version history allows users to revert to previous file states if needed.
Alerts, Customization, and Views
Alerts can be set up to notify users of document changes via email or text message.
Custom columns can be added (e.g., "status") to track file states.
Multiple view options are available (list, tile, compact), with filtering and sorting to focus on specific files or contributors.
Accessing Document Libraries Outside SharePoint
Files can be synced to File Explorer via OneDrive, making them available offline.
Office applications (Word, Excel, PowerPoint) provide direct access to SharePoint document libraries.
Files moved via OneDrive support seamless transfer between personal and team storage.
Integration with Microsoft Teams
Each Microsoft Team automatically has a SharePoint site for file storage.
Files uploaded in Teams channels appear in corresponding SharePoint document libraries.
Channels within Teams map to subfolders in the SharePoint library.
SharePoint libraries can be pinned as tabs in Teams channels for direct access by team members.
SharePoint sites can be linked to Teams if not already associated.
Automating Workflows with Power Automate
Document libraries can trigger automated workflows using Power Automate, such as notifications or approval flows.
Prebuilt and custom flows can be set up for document management.