SharePoint Office Pocket Guide

Chapter 5. Document Libraries with Word

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/reject Word documents.

Sites and subsites can contain any number of document libraries. You should create a separate library for each type of document you want to share through the site. Here are a few factors to help you decide when to create a new library and where to put it:

• Libraries can include a template for creating new documents. You can have only one template per library, so create separate libraries for each template you use.

• Templates are associated with applications (Word, Excel, PowerPoint). If you're using templates, create a separate library for each type of document (.doc, .xls, .ppt).

• SharePoint performs searches at the site level. Include all of the libraries you want members to be able to search in top-level sites rather than in subsites.

Here are two different scenarios that illustrate some of the choices you face when creating document libraries:

• For large written works, it's important to store documents in a central place where authors, editors, and reviewers have access to them. It's important to keep track of versions of each document and for multiple authors to be able to work on a single document.

• For shorter works (letters, forms, etc.), tracking versions is less important, but organization, templates, and ...