Introduction: How to Upload and Rename Documents in an Office 365 SharePoint Library

Picture of How to Upload and Rename Documents in an Office 365 SharePoint Library

In this instructable, you will learn how to upload and rename documents in an Office 365 SharePoint library. This instructable is made specifically for my place of employment but it can be easily transferred to other businesses for anyone who utilizes SharePoint libraries.

Supplies needed:

  • Computer, laptop, or tablet.
  • SharePoint software.
  • Uploading and editing permissions in SharePoint library.

Disclaimer: No safety precautions are needed.

Step 1: Selecting the Library

Picture of Selecting the Library

Within our Research workgroup it is important to determine which library the document needs to be stored in. If it is an analyst report from a bank or a public company documents such as; SEC filing, press release or transcript, it should be stored in the Wall Street Research and Public Company Documents. If it is an article from a magazine, medical journal or online publications such as; Wall Street Journal, New York Times, American Hospital Association, or American Seniors Housing Association, it should be stored in the Publications library. You can find the libraries listed on the left had side bar of the Research workgroup home page. Once you have determined the correct library you need to click on the library to open it.

Step 2: Quick Upload Document(s) to the Publications Library.

Picture of Quick Upload Document(s) to the Publications Library.

*If you are uploading documents to the Wall Street Research and Public Company Documents Library, skip this step, and refer to step 3.

For the Publications library, open up the library by clicking on the Publications link in the sidebar in the first step. From there select the document(s) that you want to upload and drag them into the library. To ensure that you are uploading the document(s) to the correct place, when you drag the document(s) into the workgroup your screen should appear as shown in the screenshot above. The library should be grayed out and you should see an icon image for the document(s) (word, PDF, or PowerPoint) with the word copy on the screen.

Once that is shown you can drop the document(s) in the library and move on to step 5.

Step 3: Selecting Internal Library to Upload Wall Street Research and Public Company Documents.

Picture of Selecting Internal Library to Upload Wall Street Research and Public Company Documents.

*If you are only uploading documents to the Publications library you will skip this step and proceed to step 5.

For the Wall Street Research and Public Company Documents library the process is a little more complicated. You will need to find the internal library labeled with the corresponding year for the document(s).

Select the library as shown in step one. Then you will need to click on the ellipses next to the Latest Articles and Releases. This will bring up a list of options. You will need to select All Document Sets. This will open up another list of options. From that list of options select the corresponding year for the document. In the example screenshot above we have used the year 2017.

Step 4: Dragging and Dropping Documents Into the Wall Street Research and Public Company Documents Library.

Picture of Dragging and Dropping Documents Into the Wall Street Research and Public Company Documents Library.

As shown in step 2, for the Publications library, you will need to drag the document(s) into the corresponding library. In this case it will be the library for 2017. To ensure that you are uploading the document(s) to the correct place, when you drag the document(s) into the workgroup your screen should appear as shown in the screenshot above. The library should be grayed out and you should see an icon image for the document(s) (word, PDF, or PowerPoint) but this time with the word move on the screen.

Once that is shown you can drop the document(s) in the library and move on to step 5.

Step 5: Selecting Quick Edit to Rename Document(s)

Picture of Selecting Quick Edit to Rename Document(s)

There are two ways to rename the document(s) in a SharePoint library. For this case we will use the Quick Edit version. In order to find the Quick Edit option you will need to click on Library in the ribbon at the top of the page and then click on the Quick Edit. Once you have clicked on Quick Edit the library will resemble the look of an excel spreadsheet as seen in the screenshot above.

Fill in the information in the highlighted sections shown in the screenshot above. The sections that need to be filled in differ depending on which library you are updating. Once you have filled out the required information make sure to click on the word STOP above the columns to stop the quick edit process.

Publications

  • Publisher*
  • Name (Title of Document)
  • Date Published (MM/DD/YYYY)
  • Report Type*
  • Report Subject*

Wall Street Research and Public Company Documents

  • Name (Title of Document)
  • Publishers*
  • Ticker* (Stock Ticker, Not Always Applicable)
  • Date Published* (MM/DD/YYYY)
  • Report Type*
  • Report Subject*
  • Primary Author*

Please not that the asterisks notated in the lists above refer to meta-data. For those section with an asterisks meta-data is available. You will only need to start typing in a word and your selections will be auto-populated. You will not be able to add your own words in this section. Please reach out to someone who has access to the Data Term Store if something needs to be added.

Step 6: Checking in the Final Product

Picture of Checking in the Final Product

Once you have renamed the document(s) and filled in all of the applicable sections you will need to check-in the document(s) so that others will be able to view the document. If you look at the document you will notice that the icon showing whether it is a PDF, Word or PowerPoing document, it shows a green arrow. This means that you are only one that can view the document at this time. Once you check it in others will be able to view the document.

You will first need to select the document(s) by clicking next to the document as seen in the screenshot example above. This will place a checkmark next to the document(s). Once that checkmark is next to the document(s) you will need to go to the ribbon at the top of the page again and click on Files. From there you will click on Check In. This will check in the document(s) so that others can view the final, edited document(s). A white box will pop up asking if you want to retain the check out after checking in the document. Just click ok to finish the process.

Step 7: The Final Product - Publications Library

This video will show you the all of the steps involved in uploading and renaming the document(s) in Office 365's version of SharePoint for the Publications library.

Step 8: The Final Product - Wall Street Research and Public Company Documents Library

This video will show you the all of the steps involved in uploading and renaming the document(s) in Office 365's version of SharePoint for the Wall Street Research and Public Company Documents library.

Comments

swmoore (author)2017-10-02

Great detail Jayme! What tool did you use to add your red numbers and call-out boxes?

jaymeweiden (author)swmoore2017-10-02

Thank you! I used a software called Snag It. It is a screen capture software which also enables you to customize and edit all screenshots. It has so many possibilities.

DIY Hacks and How Tos (author)2017-10-01

Great first Instructable. Very well written tutorial.

Thank you!

About This Instructable

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Bio: I currently work as an assistant at a health care REIT. I am also finishing my degree in Management and Technology. My passion is with ... More »
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