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There are different ways for uploading documents on SharePoint. The most common ways include uploading a new document from your computer, uploading multiple documents at once, and uploading a document to a specific site. 

Uploading a new document from your computer 

  1. To upload a new document from your computer, navigate to the specific site where you want to upload the document.  
  2. Click on the documents tab  
  3. From there, click on “Upload” and select “Files” or “Folder,” depending on whether you want to upload a single file or a folder containing multiple files.  
  1. if you want to create a new file, select ”New” and then select which type of document you would like to create.

SharePoint supports a wide range of file formats, including Microsoft Office documents, PDFs, images, videos, and audio files. 

Editing documents 

  1. To edit a document in SharePoint, simply click on the document you want to edit. This will open the document in the appropriate application (e.g., Word, Excel, PowerPoint).
  1. If you would like to edit it in the desktop version, click on “Editing at the top right-hand corner and then select “Open in Desktop App”

SharePoint allows multiple users to collaborate on a document simultaneously. When a document is being co-authored, changes made by each user are automatically synced in real-time. 

Viewing and restoring version history of documents 

SharePoint automatically tracks and saves versions of documents as they are edited. This allows users to see the changes made to a document over time. 

To restore a previous version of a document, navigate to the document’s version history and select the version you want to restore. 

Sharing documents  

Sharing a document with specific users or groups  

To share a document with specific users or groups, navigate to the document, click on “Share,” and enter the email addresses of the users or groups you want to share the document with.

Setting permissions on a document or library 

You can also set permissions on documents or folders to restrict access to certain users or groups. 

Creating a link to share a document 

SharePoint allows you to create a link to share a document with others. Simply navigate to the document, click on “Share,” and select “Create Link.” 

Document Management Best Practices 

Being able to find the documents you are looking for can save you so much time. Here are some best practices for document management that can help.  

  1. Naming conventions for documents: It’s important to establish a consistent naming convention for documents to ensure easy searching and organization. 
  2. Organizing documents into libraries and lists: Documents should be organized into libraries and lists based on their content and purpose. 
  3. Creating custom metadata fields: Organizations can create custom metadata fields to further organize and categorize documents. 
  4. Using labels and tags for easy searching:

Labels and tags can be used to identify and categorize documents for easy searching. 

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