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Hey everyone, Kevin here. Today I want to show you  how you can use document libraries in Microsoft   SharePoint. First off, what is a document library?  Well, it's a place where you can store files.   Think of a Word document or maybe an Excel  spreadsheet or even an image file. And then   those files are easily accessible by other people  on your team. Now this might sound a lot like   Microsoft OneDrive. OneDrive is focused on your  own personal cloud storage space. While with   SharePoint document libraries, it's focused  more on team storage space. We're going to   walk through all of the details today of how  document libraries work. We'll even look at   how they show up in Microsoft Teams. If you want  to jump around this video, feel free to use the   timestamps down below. All right, let's jump on  the PC and let's get started. To be able to use a   SharePoint document library, first off, we need  to get to SharePoint. And by far the easiest way   to get to SharePoint is to head to the website  office.com and then log in with your credentials.   Once you land on office.com, over on the left-hand  side, you'll see all of your different app tiles.   And right here, you'll see the icon for  SharePoint. Let's click on that. This drops us on   the SharePoint homepage. And here I can see all of  the different SharePoint sites that I have access   to. Now chances are if you're working with a team,  you'll already have a SharePoint site established.   Over on the left-hand side, you can navigate back  to an existing SharePoint site. Alternatively,   you can also come up to search and you can search  for any teams that you might be part of. Now let's   say maybe you're kicking off a new project and  you want a document library for that project.   Up here in the top left-hand corner, you can  click on create site and you can run through the   process of creating a brand new SharePoint site.  If you're interested in just an all up overview of   SharePoint and how SharePoint works, I've included  a link to a video in the description that will   just give a nice introduction to SharePoint. Right  here, I want to go to an existing SharePoint site   for the marketing team. I'll click on this. This  now drops me into the marketing team's SharePoint   site. And if you went through the process of  creating a new SharePoint site, it'll look pretty   similar to what you see here. I've only made a few  very minor tweaks to what this page looks like.   And by default, every new SharePoint site also has  a document library. Over on the left-hand side,   you'll see on the navigation, there's an option  for documents. I can click into this and this   drops me into my document library. Now let's say  you want to create additional document libraries.   Here I'll click back on home and there's a  new menu. Over here when I click on new, I   can set up additional document libraries. So here  I'll click on new. And for this example, maybe I   want to create another place where our team can  store files related to training. Here I'll type   in training and I also want to show this in the  site navigation. This will add a link over on the   left-hand side. Next, I'll click on create. This  has now created another new document repository.   Over on the left-hand side, I can now see this  document library in my navigation. And here I   can start working with files. Now in this example,  I want to jump back to just the default document   library. So, I'll click over here on documents and  I'll navigate to that document library. I'm now in   the default document library. But as you can see,  a SharePoint site can have any number of document   libraries. So, you can set it up however you want  to make it easy for you to work with your team.   Here within the document library, let's say I want  to add some new content. So maybe I want to create   a document that the team can work on. Over here,  I can click on new and here I can add a folder.   Think of it like File Explorer. I can organize  this how I want. Down below I can also create   different types of files, a Word document, an  Excel, a PowerPoint presentation and the list goes   on with other types. Alternatively, maybe I've  already created content maybe just on my local PC.   I can also upload that directly into my document  library for others to access. Right up here I can   click on upload and I can upload a file, a folder  or even a template. Now along with clicking on   this button to get content into SharePoint, I  can also drag and drop content. I'll move my   browser window over a little bit and here's a Word  document that I want to place into my document   library. I'll click on this, and I'll drag and  drop it over into SharePoint. And here you can   see the file now shows up in my document library.  When you look at all of the different files in   my document library, you'll see that they're  different file types. Once again this is just   standard cloud storage. I could place any types  of files within my document library. Now that I've   placed a file in my document library, what are  some of the benefits of doing this? Well, one of   the biggest benefits is that you can work together  with others on these files. Here's my file that I   just uploaded called delivery options and when  I hover over it, I see these two icons appear.   The first one is the sharing icon. Let's click  on this. This opens up the share dialog and here   I can now share this file with others. Right at  the top I can choose who has access to this file.   Right now, it's set so anyone in my organization  can go in and edit this file. Here I could decide   whether I want to allow other people to be able  to edit or not and I have a few other options as   well. All the defaults look good to me so I'll  click on apply. And right here I can type in a   name of a person who I want to share this with.  I think it'd be good if maybe the president of   our company reviewed all of our delivery options  so I'll select Patti right here. I could add more   people, I could type in a message, or I could  just get a link or include a link in email. For   now this looks good so I'll click on send. I've  now shared the document and one of the really   great things is we can now work on this document  together in real time. And to just show you how   this works let me click into delivery options.  I'm now in the document and if we look here in   the top right-hand corner you can see that Patti  is now also currently in the document. So, as I   go in and make changes or as Patti comes in and  makes changes, I'll see them appear in real time.   And look at that. It looks like Patti just left  a comment on this document. This looks great.   Although right now it's just me and  Patti in this document we can have   any number of people come into this document and  we can all work on it together simultaneously.   And although we're in Word here this also works  with PowerPoint. This also works in Excel. We   can all work together at once. Another benefit of  working with document libraries is you get access   to version history. So, here's that document that  I just shared with Patti called delivery options.   And Patti has now gone in, and she started making  changes to it. Maybe I don't like all the changes   that she's making, and I want to revert it. Over  here I can click on the ellipsis. This opens up   a context menu and within this menu there is the  option for version history. When I click on this,   I can see all of the different versions of the  document. So here's the original version that   I uploaded. And then a few minutes later  Patti came in and she made some changes.   Now I could come in here and I could go back  to the original version. I could view it.   I could even restore it, or I could delete it. So,  this way anytime changes are made to the document   you can always go back and jump to a previous  version if you need to. As I work on this document   with Patti, I requested that she let me know when  she makes any types of changes to the document.   And I know Patti's pretty busy and she probably  won't follow up with me even though she does go in   and she reviews the document. Luckily I could  have the document library tell me when changes   are made. Over here, once again, I'll click on the  ellipsis and there's an option to alert me. This   opens up a prompt where I can set up my alert.  Right down here, I can get an email anytime a   change happens, or I could even get a text  message. And here I could specify when I want   to be alerted. So let's say any change happens,  I want to make sure I get notified about that.   Here I could choose whether I want it to aggregate  the different alerts or just send it immediately.   I'll have it set to send notification immediately  and then click on OK. Hopefully by now you're   starting to see the many benefits of working  with document libraries. Along with simply   working on files, I can also customize this  experience right here. So right now we're working   on this delivery options document and this is the  hot document that we need to get done. Over here,   I can click on the ellipsis, and I could pin this  to the top. So this way it makes that document a   little bit more prominent. Down below, I can also  add columns to my documents. So right here I'll   click on add column and let's add a single line  of text. I'll use this to describe the current   status of the document. This opens up a pane  over on the right-hand side and I'll call this   status. Once I'm done, I'll go down and click on  save. I now see my new column and I can now come   in here and right click on one of these files.  I could go down to details and here I can type   in the status. So maybe this one right here is  final. I'll hit enter to save and that'll save   the status for this file. Now alternatively, I can  also click on this edit in grid view and here too   I could quickly go through and update all of the  values in this column. I'll exit for now and here   we see that this flyer here is currently in the  final state. Along with adding a column, I could   also customize this view by deciding how I want  to visualize all of these files. Now if you look   here I have some image files in here and seeing  image files in a list really isn't that helpful.   Up here in the top right-hand corner, I can  click on all documents and here I could choose   how I want to see this list. So let's say that  maybe you have a lot of files here. You can switch   it to a more compact view. Or I have these image  files, I could switch to a tile view and here I   get a thumbnail preview of what those images look  like. I could even come in here and I could create   my own view and then I could save that view so I  could easily come back to it in the future. Along   with customizing the view, I can also filter the  view, so I only see the files that I'm interested   in. Up here in the top right-hand corner,  there's a filter icon. When I open this up,   I could filter based on date, I could filter based  on who modified it or even the type of the file.   I'm working with Patti on this delivery options  file so I could just sort it to files that Patti   modified and here it just limits my view to this  one specific file. So it helps me get back to the   files that I care about quickly. So far we've been  looking at how you can work with all of your files   directly on the SharePoint site. But next I want  to show you how you can access your SharePoint   document libraries from outside of SharePoint.  First I want to show you how you can get back to   your files using File Explorer. Right up here you  have the option to sync your files with your PC.   This will make it available in File Explorer and  you'll also get an offline copy. Let's click on   this. I get a prompt from OneDrive asking me if I  want to set it up. I'll click on sign in. The next   prompt tells me that it's setting up a folder on  my computer for these files. I'll click on next.   And it looks like it is all ready to go. Let's  open up the OneDrive folder. And look at that.   This now drops me in File Explorer, and I  now have a new section for my organization.   And over on the right-hand side, I can see my  document library. When I click on this, I can   now see all of the different files. Now I can keep  a copy on my computer as well. If I right click,   right down here I can choose to always keep this  file on my device. So, this is a very easy way   to get back to your document library files. I  can also get back to all of my document library   files from directly within all of the different  Office apps including Word, Excel, and PowerPoint.   Here I am in Word and over on the left-hand side,  if I click on open, here I see a new option for   SharePoint sites. When I click on this, I see  all of the different sites that I have access to.   Right up at the top, I see the marketing team  and when I click on that, I see my two document   libraries. I have documents and then the new  one I created called training. When I click into   documents, here I see all of my different Word  files and here's that delivery options file. I can   open it up and now I can edit this document. Here  I am now in Microsoft Teams, and I want to show   you how Teams works together with SharePoint.  If you've never used Microsoft Teams before   and you want to learn about how to use it, I've  included a link in the description. Here within   Teams over on the left-hand side, I can see all  of my different teams and underneath each one of   these teams I can also see all of the associated  channels. Now this one might look familiar. This   is the Kevin Cookie Company marketing team.  Anytime you create a team in Microsoft Teams,   you're also creating a SharePoint site. SharePoint  provides all of the storage for Microsoft Teams.   To demonstrate what I mean, let me click down  below on new conversation and I'll upload a file   here. I'll move Teams over and let me take this  file and I'll upload it into this conversation.   Now that I finished uploading my file, I'll send  this message through, and this now shows up in   Microsoft Teams. Here I'll now go up to files up  on top and here within files I see my new Word   document that I uploaded. Now what's interesting  is right up here on the top bar, I have the option   to open in SharePoint. Let me click on this. This  drops me into SharePoint and here I could see the   file that I just created or uploaded via Teams  but really the file gets uploaded into SharePoint.   Once again SharePoint provides all of the storage  for Teams, and here I can see that I'm currently   in the general folder. If I click back into  documents, here once again, I can see all of my   files that we were working with earlier directly  within this SharePoint site. Back within Teams,   anytime I create a channel the channel also gets  a subfolder created within SharePoint. So here   once again on the marketing team, I'll click on  the ellipsis and let me add a new channel. I'm   going to call this new channel growth hacking and  then click on add. My new channel is now created.   Let me jump back over into SharePoint. Back within  SharePoint, here you'll see there's a new folder   in my library called growth hacking. When I click  into it, it's currently empty. So, the way to   think of this is this is my top-level site or my  team in Microsoft Teams and any channels that I   create within Teams will have a folder underneath  that main document library. So here once again,   I see my general channel and my growth hacking  channel. Any files uploaded to those channels   will show up within these folders. By default, all  Microsoft Teams automatically have a SharePoint   site associated with them. However not all  SharePoint sites have Teams associated with them.   However, that's easy to change if you want.  Here I'm currently in a new SharePoint site   and this doesn't have a Microsoft Team associated  with it. Down here in the bottom left-hand corner,   I have the option to add Microsoft Teams. This  will add a new team, it'll add a new channel,   and then any files I upload within that team will  automatically show up within the document library   of this site. Hopefully all of that is making  sense. It is a little bit confusing but the thing   to keep in mind is that SharePoint is the storage  for any files that you upload within Teams,   and any team, and all channels also show up within  SharePoint. I also want to show you a way that you   can more prominently show document libraries  within your channels. Here I am in the general   channel of the KCC marketing team and remember  earlier I created that training document library.   Maybe I want to make sure that everyone on  the marketing team has easy access to it.   Up here on the top tabs, I can click on this plus  icon. This opens up all of my different apps,   I'll click on SharePoint over here. By default,  it's currently set to the KCC marketing team   and here I can see all of my different files  and also document libraries. Right over here,   I can click into document libraries. Here I see  the default one that we've been working in most   of this video, but here I see the other one that  I created at the beginning called training. I can   click on that and then click on save. Just like  that now it adds a new tab for training and any of   my team members who come into the general channel,  they could very easily get to all of the training   content and any content that I upload to that  document library. As you can probably tell by now,   Microsoft is doing a very fantastic job at  connecting all of their different products.   In fact, here I am in Microsoft OneDrive.  This is my own personal storage space.   Over on the left-hand side, here too I can  see all of my different shared libraries.   Here I'll click into the marketing team and  here too I see my different document libraries.   Now let's say that in OneDrive I started working  on a document, but I really should have shared   it with the team through a team site. Luckily,  I could very easily change it or move it over   to that team site. Here for example, I have  a spreadsheet with all of our cookies sold   data. I can click on the ellipsis over here and  I can go down to move to. This opens up a pane   over on the right-hand side and I can take a file  from my OneDrive and I can now move it to any one   of my SharePoint sites. So here I'll click on the  marketing team and then here again, I can choose   the document library where I want to save it. I'll  put it in the main documents folder and then click   on move here. I see now that the document has  been moved, I'll click over here on documents.   This drops me into the document library and here  I can see my cookies sold file. So it's very easy   to move files back and forth between OneDrive  and SharePoint depending on how you want to make   that file available to others. We've touched on a  lot today of how you can use document libraries.   One of the most powerful ways that you can use  document libraries is with automation using Power   Automate. Right back within the document library,  up on the top tabs, there's the option for   automate. When you click on this, this opens up  Power Automate and here I can create a new flow.   If you've never heard of Power Automate before,  I've included a link to a video in the description   that will give you all of the background of  how you can use it. But at a very high level,   you can set up different flows using a  document library. Let's take the first   one as an example. Here anytime a file is added,  you can receive an email about a file being added.   You can even set up approval flows. So there are  all sorts of different pre-created flows that you   can use and you could even go in and create your  own flows. So it's extremely powerful when you tie   together document libraries together with Power  Automate. All right, well that's how you can use   document libraries. If you enjoyed this video,  please give it a thumbs up. To see more videos   like this in the future, please consider  subscribing. Also, if you want to see me cover   any other topics on this channel, leave a  note down below. All right, well that's all   I have for you today. I hope you enjoyed and  as always, I hope to see you next time. Bye.