Uploading Documents

Quick reference

• 00:04 So in the previous lesson, we saw how to create a document library and
• 00:08 we added one document to the document library.
• 00:11 And that's the document you can see sitting there, Budget Requirements.docx.
• 00:16 Now what I want to show you are all of the different ways that you can upload
• 00:20 existing files that exist on your PC into a SharePoint document library.
• 00:25 Because there are a few different methods that you can use and
• 00:28 which one you choose is very much down to personal preference.
• 00:32 So let's take a look at the most obvious method first.
• 00:36 If we take a look at our menu running across the top,
• 00:38 you can see that we have an upload button.
• 00:41 And if I click here, I can choose to upload individual files, a folder,
• 00:46 which may contain files, or a template.
• 00:49 So I have some files on my hard drive that I want to upload to this
• 00:54 training documents document library.
• 00:57 So I'm going to select files, and straightaway it opens up File Explorer.
• 01:03 Now I've stored all my files in the Upload Files folder.
• 01:07 And now if I wanted to save a bit of time,
• 01:09 I could have selected to upload the entire folder, but I selected files this time.
• 01:14 So let's double click to jump into here.
• 01:17 And the first one I'm going to upload is this one here, the Course Plan.
• 01:21 Let's click on open and it is as straightforward as that.
• 01:26 After a couple of seconds it will upload into SharePoint and there is my file.
• 01:31 Now before we go any further with uploading documents into SharePoint,
• 01:34 there is something that's really important to mention.
• 01:38 And I want to briefly touch on this now and
• 01:40 then we're going to explore it a little bit more later on.
• 01:43 And that is versioning.
• 01:45 You'll see in a moment when we start to edit add documents,
• 01:49 it might be the case that you want to have some kind of version control.
• 01:52 And be able to track all of the changes made to each of the documents in your
• 01:56 document library.
• 01:58 For example, I've just uploaded Course Plan.
• 02:02 This is essentially version one of this document.
• 02:05 Maybe I then have a colleague come in who opens up Course Plan, makes some changes,
• 02:09 and saves it.
• 02:11 That is essentially version two.
• 02:13 Now if I decide that I don't like those changes,
• 02:15 I might want to reverse them by restoring version one.
• 02:19 But I can only do that if I have versioning turned on for
• 02:21 this particular library.
• 02:23 So let me show you how you can do that.
• 02:26 If we jump up to the cog, we want to go into library settings.
• 02:32 And this time we're going to go into this versioning settings link.
• 02:36 And in this second section down where it says document version history,
• 02:40 it says specify whether a version is created each time you edit a file in this
• 02:44 document library.
• 02:46 And then I have a couple of different choices.
• 02:48 So I can create a version each time I add a new file.
• 02:51 I can create major versions, which will be versions 1,
• 02:56 2, 3, 4 or I can create major and minor versions.
• 03:01 Now I'm not going to go too much into this at this stage because we have a whole
• 03:04 lesson on versioning.
• 03:06 But I just wanted to introduce you to this so you know where it is and it's a bit
• 03:10 more familiar to you a bit later on when we start talking about versioning.
• 03:14 So I'm going to keep this on create major versions.
• 03:17 Let's jump back to our Training Documents library.
• 03:20 Now, the second way that I can upload a document is by dragging and dropping.
• 03:24 So if I go to File Explorer,
• 03:26 navigate to the folder that contains the files I want to upload.
• 03:30 What I can do is I can just click, drag, and
• 03:33 drop, and that's going to upload it to the document library as well.
• 03:38 So very straightforward.
• 03:40 Now another way that we can upload documents is directly through
• 03:43 File Explorer.
• 03:44 But this involves the library being synchronized.
• 03:47 And if you remember, we did this with the standard documents library.
• 03:50 But if I want to synchronize training documents, my new library,
• 03:54 I need to make sure that I sync one more time.
• 03:57 So let's click on sync and say open.
• 04:00 It's going to connect to OneDrive and it's going to start synchronizing
• 04:04 my documents so that I can view them through File Explorer.
• 04:07 So now if I take a look,
• 04:09 I can see a new folder that's been added Microsoft 365 Rollout- Training Documents.
• 04:15 And when I click it, I can see the three files that we have stored in there.
• 04:20 So what I could do here is open up another file explorer window.
• 04:27 I'm going drag these, so that they are arranged nicely, so
• 04:31 that I can transfer files.
• 04:34 And what I can do, is have the Training Documents library open in one window and
• 04:39 the folder that contains the files I want to upload open in another window.
• 04:45 So I can see here, one that I don't have in my SharePoint Document library is
• 04:49 the Rollout Guidelines.
• 04:51 So what I could do is just simply click, drag, and drop.
• 04:57 You can see that that's added that to File Explorer and
• 05:01 if I go back to SharePoint, it will refresh and there is my file.
• 05:07 So those are the three different methods.
• 05:10 You can use the upload button to upload files and folders, you can drag and
• 05:15 drop, or you can synchronize with your PC and
• 05:17 work predominantly from within File Explorer.

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