SharePoint Online document library [Complete guide]

In this SharePoint Online tutorial, we will learn what is SharePoint Online document library and how to create and use a library in SharePoint Online. We will also learn how to rename and how we can upload multiple documents inside the document library in SharePoint Online.

At A Glance - Here's what we'll cover: show

What is Document Library in SharePoint Online?

  • SharePoint Online document library is an assured place where we can store files or documents.
  • It is possible to upload multiple documents inside the SharePoint Online document library.
  • We can also Share the SharePoint documents with the team or an organization, they can easily access or view the document from any device.
  • We can easily drag and drop the documents from one location to another location, also we can select and download the documents from the SharePoint document library.

For example, If we are creating a SharePoint document library as Projects, then we can store Specific Project-related files or documents and Specific client-related documents inside the SharePoint Online document library.

Read SharePoint document library permissions

How to create a document library in sharepoint

Let us see how to create a document library in SharePoint online,

  • Open the SharePoint site where you want to create the document library, Select +New and click on the Document Library.
How to create a Document Library in SharePoint Online
How to create a Document Library in SharePoint Online
  • Now add a SharePoint document library Name which is required and also add a Description of the document library which is optional.
  • If you want to show the document library in the SharePoint site Navigation, select the Show in Site Navigation check box.
  • Select Create, and the SharePoint document library will be created.
How to create a Document Library in the SharePoint Online
How to create a Document Library in the SharePoint Online

The below screenshot represents the newly created SharePoint Online document library.

Create a Document Library in the SharePoint Online
Create a Document Library in the SharePoint Online

This is how to create a document library in SharePoint online.

Read How to use SharePoint document library web part

Rename SharePoint Online document library title

Let us see how we can rename the SharePoint Online document library title,

Yes, you can rename the SharePoint online document library title through Library settings.

In this example, I am going to rename the Training Documents title to Training Courses Documents.

  • Open the SharePoint Online document library and click on Settings Gear Icon and select the Library Settings.
Rename SharePoint Online Document Library title
Rename SharePoint Online Document Library title
  • Under General settings, click on the List name, description, and navigation option.
Rename Document Library title in SharePoint Online
Rename Document Library title in SharePoint Online
  • In the Name field, change the document library title name that you want to display as shown below, and click on the Save button to save your changes.
Rename Document Library title in the SharePoint Online
Rename Document Library title in the SharePoint Online
  • In the below screenshot, you can see that the SharePoint Online document library title is renamed to Training Courses Documents.
Rename SharePoint Online Document Library title example
Rename SharePoint Online Document Library title example

This is how we can rename the SharePoint Online document library title.

Read Power Automate Create Document Library

Update SharePoint Online document library description

Let us discuss how to view and update the SharePoint Online Document Library description,

While creating the SharePoint online document Library, we know that the description field is optional. Either we can add it or we can leave the description field.

But later, it is possible to newly add the description for the document library or we can update the previously added document library description for the document library.

In this example, I am going to update the Training Courses Documents description (below screenshot highlighted in Red).

update SharePoint Online document library description
update SharePoint Online document library description

Follow the below steps to update the SharePoint online document library description:

  • Open the SharePoint Online document library that you want to newly add or update the document Library description and click on the Settings Gear Icon and select the Library Settings.
how to update SharePoint Online document library description
how to update SharePoint Online document library description
  • Under General settings, click on the List name, description, and navigation option on the library settings page.
SharePoint Online update document library description
SharePoint Online update document library description
  • In the Description field, we can newly add the description of the document library that we want to display, or else we can also update the previously added document library description.
  • Click on the Save button to commit your changes.
how to update the SharePoint Online document library description
how to update the SharePoint Online document library description
  • In the below screenshot, we can see that the SharePoint Online document library description is updated.
Example to update SharePoint Online document library description
Example to update SharePoint Online document library description

This is how to view and update the SharePoint Online document library description.

Read SharePoint Online image column

How to create a document in SharePoint Online document library

Let us see how we can create a document in the SharePoint Online document library,

Yes, it is possible to create a document in SharePoint Online, we can create a Word document, Excel Workbook, PowerPoint presentation, etc., Make sure you have created a document library in SharePoint Online.

Follow the below steps to create a document in SharePoint online:

  • Open the SharePoint Online document library, expand the +New section and select the document that you want to create.
  • In this example I am going to create a word document as shown below:
create a document in SharePoint online
create a document in SharePoint online
  • It opens the word document in the new tab in the browser, enter the Content that you want to add inside the document.
  • Now refresh the SharePoint document library, and we can see the word document that we created, by default it will save as document.docx as shown below:
create a document in the SharePoint online
create a document in the SharePoint online
  • We can also rename the document that we created in SharePoint Online. For that select the document and click on the ellipsis then select Rename to rename the created document.
create a document in the modern SharePoint online
create a document in the modern SharePoint online
  • In the Rename popup, enter the new name that you want to change for the document and click on the Rename to save your changes.
rename a document in the SharePoint online
rename a document in the SharePoint online
  • In the below screenshot, you can see that the document is created and renamed.
rename a document in the SharePoint online example
rename a document in the SharePoint online example

This is how we can create a document in SharePoint Online.

How to edit a document in SharePoint Online document library

Let us see how to edit a document in SharePoint Online document library,

Yes, we can edit a document presented in the SharePoint Online document library.

Follow the below steps to edit a document in SharePoint online:

  • Open the SharePoint Online document library, and directly select the document that you want to edit.
  • By default, the document opens in a new tab, make or edit the changes that you want to add or update and close the browser tab.
  • The document will be automatically saved with the changes, when you reopen the document we can see that the changes are presented in the document.

This is how can we edit a document in SharePoint Online.

SharePoint Online document id

Let us see how we can find the id for the SharePoint Online document,

  • Open the SharePoint Online document library and Open the document for which you want to find document Id.

In this example, I am going to find the document id for the SPFX document which is available in the Training Courses Documents library that I have created on my SharePoint site.

  • And the document will automatically open in the new tab, you can see some text after sourcedoc= which defines the Document-Id.
  • Now Remove “%7B” from the starting of the document id. And also remove “%7D” from the end of the document id.
  • If %2 is presented in the document id, then replace it with a hyphen.

For this example, document id URL is sourcedoc=%7B903A7758-C5D3-42D0-99B2-4CF63B741CC9%7D.

And the document id is 903A7758-C5D3-42D0-99B2-4CF63B741CC9.

sharepoint online document id
SharePoint Online document id

This is how we can find the id for the SharePoint Online document presented in the SharePoint Online document library.

Add a column to a SharePoint Online document library

Let us see how to add a column to a SharePoint Online document library,

In the SharePoint document library column, we can select the data type of the column that we wanted. For example, if we want to add two or more options in the column then we can choose the Choice as the column type.

Below mentioned are the available Column data types:

  • A single line of text
  • Multiple lines of text
  • Yes/No
  • Person/Group
  • Choice
  • Hyperlink
  • Location
  • Date and time
  • Lookup
  • Currency
  • Image

Follow the below steps to add a column to a SharePoint Online document library

  • Open the SharePoint Online document library, where you want to add a column. In this example, I am going to add a column to the Training Courses Documents.
  • Now Select the +Add column and choose the data type of the column.
add a column to a SharePoint online document library
add a column to a SharePoint online document library

In the below screenshot, you can see that I have created a column with the choice column type.

  • Enter the column name in the Name field which is required. The description field is optional.
  • We can add the choices based on our requirements, by default it displays 3 Choices, if we want to add many choices we can add them by selecting the +Add Choice option.
add a column to SharePoint online document library
add a column to SharePoint online document library
  • We can also set the default value for the column, by enabling the More options we can choose the display choices.
  • There are two ways that we can display the choices, the one way we can display them is by using the Dropdown menu and the other way is using the Radio buttons we can display the choices.
  • By default, it will be displaying the choices using the dropdown menu.
  • Click on the Save button to add a column to the SharePoint document library.
how to add a column to a SharePoint online document library
how to add a column to a SharePoint online document library

In the below screenshot, you can see that the Training Courses column has been added to the SharePoint Online document library.

how to add a column to SharePoint online document library
how to add a column to SharePoint online document library

Now select the item and click on the I circled icon to choose the Training courses related to the documents uploaded to the document library.

add a column to SharePoint online document library example
add a column to SharePoint online document library example

In the same manner, we can choose the training courses related to the documents uploaded to the document library. We can also see a new column is added to a SharePoint document library.

add column to SharePoint online document library example
add the column to SharePoint online document library example

This is how we can add a column to a SharePoint Online document library.

Read How to hide document library in SharePoint Online

How to add a thumbnail to SharePoint document library?

Let us see, how to add a thumbnail image column to a SharePoint document library.

First, we have to open our document library, on the SharePoint site.

Click on the +Add column. Choose Image Type.

add a thumbnail to SharePoint
Choose Image Type From Add Column

Give the column name as Thumbnail. Otherwise, it will not work.

add a thumbnail to SharePoint document library
Column Name Saves As Thumbnail

And click on Save.

Now we can able to see the column in the SharePoint document library.

We can see the respective image in the Thumbnail column, by uploading it to the SharePoint document library.

Note: Refresh your page after uploading images.

After Uploading the image, the document library looks like this:

add a thumbnail to SharePoint online document library
View of Thumbnail Image type in SharePoint Document Library

This is how to add a thumbnail to the SharePoint document library.

Read How to create a calculated column in SharePoint List or Library

How to view thumbnails in the document library SharePoint?

Now, let us see, how to view thumbnails in the SharePoint document library. For this follow these steps below:

  • Create a document library on your SharePoint site.
  • Go to setting, then click on Library setting.
  • Select Create column.
  • The column type should be Calculated.
  • In the formula box, enter the calculated formula. shown as below:
 [Title]
view thumbnails in the document library SharePoint
Calculated type Image Column with formula
  • Then select OK.
  • Go to your SharePoint document library.
  • Upload an image that you want to store in the SharePoint document library.
  • Refresh Once.
  • Now you can able to see that image in the particular column.
view thumbnails in the document library SharePoint
view thumbnails in the document library SharePoint

This is how to view thumbnails in a SharePoint Online document library.

Read Difference between SharePoint list and Document library

How to create a URL link in the SharePoint document library

In SharePoint Online, there is a great feature to create a URL link. In the SharePoint document library, we can add or create a link for the documents/files/folders, which are located outside of the document library.

Also, we can able to create and attach link files, and documents to the external website.

Here is an example, of how to create a URL link in the SharePoint document library.

  • Go to your SharePoint document library.
  • Click on +New.
  • Select Link.
create a URL link in SharePoint document library
Create Link In Document Library
  • In the create link to, enter the link or address of the webpage or file.

Add a link to the SharePoint list in the Document Library:

  • First, navigate to a specific list, and copy the URL link from the address bar.
  • Paste it in the create link to the box.
  • Give a Filename. Here, When you create a link, an extension “.url” is automatically added to the filename.
  • Click on Create.
create a URL link in SharePoint online document library
Give a File Name to the link

Similarly, You can create links from the Recent list. By selecting an item, a link is added to the document library.

How to create a URL link in SharePoint document library
Create Link From the Recent List

For example, after clicking on Document there will be an URL automatically added in the Document Library.

How to create a URL link in SharePoint Online document library
Added link in document library

Also, you can able to add a video link to Document Library.

similarly, Copy the URL address of a video, then Paste it on the create to link.

Give a name. And click on create.

How to create a URL link in SharePoint document library
Create a link for video in document Library

This is how to create a URL link in the SharePoint document library.

Read How to get documents from document library in SharePoint using Rest API

Show/Hide Columns in a modern SharePoint Online document library

Let us see how we can Show /Hide Columns in the modern SharePoint online document library,

Show a Column in the Modern SharePoint online document library

  • Open the SharePoint document library, Expand the Column and click on the Column settings, and select the show/hide Columns option.
Show Columns in the Modern SharePoint Online document library
Show Columns in the Modern SharePoint Online document library
  • Now it will redirect to the edit view columns properties pane.
  • Here we can select or choose the columns that we want to display in the SharePoint Online document library view.
  • In this example, I have selected ID and Created columns to be shown in the SharePoint Online document library.
  • We can also reorder the items by easily dragging and dropping columns in the position we want to display, else we can use Move up and Move down the columns using up and down buttons.
  • Select Apply to save your changes, so that they will reflect on your modern SharePoint online document library.
Show Columns in Modern SharePoint Online document library
Show Columns in Modern SharePoint Online document library
  • In the below screenshot, you can see that the description column is displayed in the SharePoint Online document library.
Show Columns in SharePoint Online document library
Show Columns in SharePoint Online document library

This is how to show a column in the modern SharePoint online document library.

Hide a Column in the Modern SharePoint online document library

  • Open the SharePoint document library, Expand the Column and click on the Column settings, and select the show/hide Columns option.
Show Columns in the SharePoint Online document library
Show Columns in the SharePoint Online document library
  • Now it will redirect to the edit view columns properties pane.
  • Now uncheck the columns that you don’t want to display in the SharePoint Online document library view.

In this example, I have unchecked the Modified and Modified columns to be hidden in the SharePoint Online document library.

  • We can also reorder the items by easily dragging and dropping columns in the position we want to display, else we can use up and down buttons next to each column.
  • Select Apply to save your changes, so that they will reflect on your modern SharePoint online document library.
Hide Columns in the Modern SharePoint Online document library
Hide Columns in the Modern SharePoint Online document library
  • In the below screenshot, you can see that the Modified and Modified by columns are hidden in the SharePoint Online document library.
Hide Columns in the Modern SharePoint Online document library example
Hide Columns in the Modern SharePoint Online document library example

This is how we can hide a Column in the Modern SharePoint document library.

This is how we can Show / Hide Columns in the modern SharePoint online document library.

Read Download files from SharePoint document library using PowerShell

Delete an item from a SharePoint Online document library

Let us see how we can delete an item from the SharePoint Online document library,

There are two ways that we can delete an item from the SharePoint Online document library, they are

  1. By selecting the Delete option
  2. By selecting the Vertical ellipsis option

By selecting the Delete option

  • Open the SharePoint Online document library and select the item that you want to delete.
  • Now click on the Delete option Presented in the toolbar.
delete an item from the SharePoint Online document library
delete an item from the SharePoint Online document library
  • In the Confirmation box, click Delete to remove or delete an item from the document library.
delete an item from SharePoint Online document library
delete an item from the SharePoint Online document library
  • In the below screenshot, you can see that the selected item is deleted from the SharePoint Online document library.
delete an item from a SharePoint Online document library
delete an item from a SharePoint Online document library
  • This is one way that we can delete an item from the SharePoint Online document library.

By selecting the Vertical ellipsis option

  • Go to the SharePoint Online document library and select the item that you want to delete.
  • Now click on the Vertical ellipsis option and Select Delete.
delete an item in SharePoint Online document library
delete an item in the SharePoint Online document library
  • In the Confirmation box, Select Delete to remove or delete an item from the document library.
delete an item in the SharePoint Online document library
delete an item in the SharePoint Online document library
  • In the below screenshot, you can see the selected item is deleted from the SharePoint Online document library.
delete an item from SharePoint Online document library
delete an item from the SharePoint Online document library

This is another way that we can delete an item from the SharePoint Online document library.

These are the two ways that we can delete an item from the SharePoint Online document library.

Read How to sort folders in SharePoint document library

How to delete multiple items from a SharePoint Online document library

Let us see how we can delete multiple items from the SharePoint Online document library,

There are two ways that we can delete multiple items from the SharePoint Online document library, they are

  1. By selecting the Delete option
  2. By selecting the Vertical ellipsis option

By selecting the Delete option

  • Open the SharePoint Online document library and select the items that you want to remove from the document library.
  • Now click on the Delete option Presented in the toolbar, we can also able to view the selected items count on the toolbar.
delete multiple items from the SharePoint Online document library
delete multiple items from the SharePoint Online document library
  • In the Confirmation box, Select Delete to remove or delete an item from the document library.
delete multiple items from the SharePoint library
delete multiple items from the SharePoint library
  • In the below screenshot, you can see the selected items are deleted from the SharePoint Online document library.
delete multiple items from the SharePoint document library
delete multiple items from the SharePoint document library

This is one way that we can delete multiple items from the SharePoint Online document library

By selecting the Vertical ellipsis option

  • Go to the SharePoint Online document library and select the items that you want to delete or remove from the document library.
  • Now click on the Vertical ellipsis option and Select Delete.
SharePoint Online document library delete multiple items
SharePoint Online document library deletes multiple items
  • In the Confirmation box, Select Delete to remove or delete an item from the document library.
SharePoint document library delete multiple items
SharePoint document library delete multiple items
  • In the below screenshot, you can see the selected item is deleted from the SharePoint Online document library.
SharePoint Online document library delete multiple items example
SharePoint Online document library delete multiple items example

This is another way that we can delete multiple items from the SharePoint Online document library.

These are the two ways that we can delete multiple items from the SharePoint Online document library.

Read How to use SharePoint Alert Me feature in list or library

Change SharePoint Online document library column width

Let us see how we can change or increase the SharePoint Online document library column width,

We can increase or change the column width of the SharePoint Online document library. To achieve this, follow the below steps:

  • Select Site contents from the SharePoint page, and select the SharePoint Online document library that you want to change or increase the column width.
  • Expand the column width, using the mouse, the document library view will be saved automatically.
Change SharePoint Online document library column width
Change SharePoint Online document library column width

This is how we can change or increase the SharePoint Online document library column width.

Read SharePoint Online List Lookup Column

SharePoint Online document library Column limit

The below-mentioned table represents the SharePoint Server 2013 column limits,

  • A SharePoint document library can have a maximum of 30 million items, and a SharePoint document library can have a maximum of 30 million files and folders.
  • The total count of all columns in a SharePoint document library cannot surpass 8000 bytes. Each and every column has a size value detailed in bytes.
LimitMaximum ColumnsSize per column
A single line of text25530 bytes
Multiple lines of text35022 bytes
Yes/No10007 bytes
Person/Group75010 bytes
Choice25530 bytes
Date and time55014 bytes
Lookup75010 bytes

How to upload a document to the SharePoint Online document library

Let us discuss how we can upload a document to the SharePoint Online document library,

  • Go to the SharePoint Online document library and Expand the upload option presented in the toolbar, to select the file or folder.
  • Select the files that you want to upload to the document library from the local.
  • We can upload both the files and the folders inside the document library from the system.
upload a document to the SharePoint Online document library
upload a document to the SharePoint Online document library
  • We can also select multiple files to upload inside the document library. Select the file and click on the open button.
upload a document to SharePoint Online document library
upload a document to the SharePoint Online document library
  • It will take a few minutes to upload the file, once the files or folder is uploaded the SharePoint document library view will be saved automatically.
  • We can view or see the uploaded file inside the document library as shown below:
upload a document to SharePoint Online document library example
upload a document to the SharePoint Online document library example

This is how we can upload a document to the SharePoint Online document library.

Read SharePoint Online Microsoft Forms Web part

Create or Hide a folder in a SharePoint online document library

Let us see how we can create or hide a folder in a SharePoint Online document library,

When we create a new document library, by default we can see the Folder option presented under the +New section as shown below:

Create a folder in a SharePoint online document library
Create a folder in a SharePoint online document library
  • But in some cases, if we want to hide or disable the folder option presented under the New Section in the document library, it is possible to hide the folder option.
  • In the same way, we can also

Follow the below steps to hide the folder option presented in the SharePoint Online document library:

  • Open the SharePoint Online document library and click on the Settings Gear Icon and select the Library Settings.
Hide a folder in a SharePoint online document library
Hide a folder in a SharePoint online document library
  • Select Advanced Settings, under the General Settings on the library settings page.
Hide a folder in SharePoint online document library
Hide a folder in the SharePoint Online document library
  • In the Advanced settings page, enable the Make a New Folder to NO. Scroll to the bottom and click on the Ok button to save the changes.
Hide a folder in the SharePoint online document library
Hide a folder in the SharePoint Online document library

Now you can see that the Folder option is not presented, under the + New section.

Hide a folder in the SharePoint online document library example
Hide a folder in the SharePoint Online document library example

This is how we can create or hide a folder in a SharePoint Online document library.

Read SharePoint Online World Clock Web Part

Add Folders in the SharePoint Online document library

Let us see how we can add folders inside the SharePoint Online document library,

  • Open the SharePoint Online document library and expand the +New section.
Add Folders in the SharePoint Online document library
Add Folders in the SharePoint Online document library
  • Select the Folder option to Create a folder and enter the name of the Folder, then click on the Create button.
Add Folders in SharePoint Online document library
Add Folders in SharePoint Online document library
  • Here in the below screenshot, you can see that the folder is created in the modern SharePoint document library.
Add Folders to the SharePoint Online document library
Add Folders to the SharePoint Online document library
  • You can see that the folder is created in the SharePoint Online document library, where we can add some documents like word, pdf, images, etc., inside the folder.
Add Folders to SharePoint Online document library
Add Folders to SharePoint Online document library

This is how we can add folders to the SharePoint Online document library.

Read SharePoint Online Page properties web part

SharePoint Online document library hides folders

Let us discuss how to hide folders in the SharePoint document library and display all the files or documents presented inside the folder,

Yes, it is possible, to hide the folders and display the files that are presented in the SharePoint Online document library.

  • Open the SharePoint Online document library for which you want to hide the folders and click on the Settings Gear Icon and select the Library Settings.
SharePoint Online document library hide folders
SharePoint Online document library hides folders
  • In this example, you can see I have uploaded a few PNG files inside the Images folder in the SharePoint Online document library.
hide Folders from SharePoint online document library
hide Folders from SharePoint online document library
  • In the library settings page, select the All documents under the Views option as shown below:
hide Folders from the SharePoint online document library
hide Folders from the SharePoint Online document library
  • Now in the View settings page, search and expand the Folders and Select the Show all items without folders option.
  • Click the Ok button to save your changes.
hide Folders from a SharePoint online document library
hide Folders from a SharePoint online document library
  • Now in the below screenshot, you can see the Images Folder is hidden or disappeared and the item inside the folder are displayed in the SharePoint Online document library.
hide Folders from a SharePoint online document library example
hide Folders from a SharePoint online document library example

This is how to hide folders in the SharePoint document library and display all the files or documents presented inside the folder.

Read How to use content types in SharePoint online

How to delete a column from a SharePoint online document library

Let us see how we can delete a column in the modern SharePoint online document library,

  • Open the SharePoint document library, Expand the Column that you want to delete or remove from the document library and click on the Column settings, and select the Edit option.
  • In this example, I am going to delete the Training Courses column from the document library as shown below:
delete a column from a SharePoint online document library
delete a column from a SharePoint online document library
  • An Edit column window appears, click on the Delete option presented at the bottom.
delete the column from a SharePoint online document library
delete the column from a SharePoint online document library
  • In the Confirmation box, select Delete, it will remove or delete the column with the data available on that column.
delete the column from SharePoint online document library
delete the column from SharePoint online document library
  • In the below screenshot, you can see that the Training Courses column was deleted.
delete a column from SharePoint online document library
delete a column from SharePoint online document library

This is how we can delete a column in the modern SharePoint online document library.

Read SharePoint Online Weather Web Part

SharePoint Online document library id

Let us see how to find the id of the SharePoint Online document library.

  • Open the SharePoint Online document library for which you want to find the Library id, select the settings gear icon and click on the Library Settings.

In this example, I am going to find the Library id for the Training Courses Documents library that I have created on my SharePoint site.

SharePoint online document library id
SharePoint Online document library id
  • Copy the URL, you can see some text after List= which defines the Library-Id.
  • Now Remove “%7B” from the starting of the document library id. And also remove “%7D” from the end of the document library id.
  • If %2 is presented in the document library id, then replace it with a hyphen.

For this example, library id is 5e16778f-8397-41ee-b1b9-75b766149238.

how to find SharePoint online document library id
how to find SharePoint online document library id

This is how to find the document library Id for the SharePoint Online document library.

Read SharePoint Online Divider and Spacer Web Part

Export SharePoint online document library to excel

Let us see how we can export the SharePoint Online document library to excel,

  • Open the SharePoint Online document library that you want to export, Expand the export option available in the toolbar.
  • Now select to Export to Excel option, and the SharePoint document library will be downloaded as the Excel File.
  • Once you open the excel file, you can see the columns and data presented in the document library will also be presented in the excel file.

This is how we can export the SharePoint Online document library to excel.

SharePoint Online document library column names escape codes

When we try to create a new column in the SharePoint Online document library, by default we can see two things they are,

  • Column Internal Name
  • Column Display Name

It is possible to change the Column display name in the SharePoint Online document library and it is not possible to change the column’s internal name in the SharePoint Online document library.

In a Modern SharePoint document library, we don’t need to encode the document library column names escape codes, by default it removes the empty space for the column internal name.

  • For example, Before when we create a column, if we leave spaces in between the column name, the empty spaces will be encoded as %20 in the column internal name.
  • After the Updation, when we create a column with spaces in the Column name, In a SharePoint Online document library, we don’t need to encode the document library column names escape codes, by default it removes the space for the column internal name.

Read SharePoint Online List Permissions

How to switch to other libraries on the same SharePoint Online site

Let us see how we can switch to other libraries on the same SharePoint Online site,

Yes, it is possible to switch from one document library to another document library on the same SharePoint site.

  • Open the SharePoint Online document library, and expand the switch to other libraries on the same site option.
switch to other libraries on the same SharePoint Online site
switch to other libraries on the same SharePoint Online site
  • Now select the library that you want to switch, and it automatically redirects to the selected library.
  • In this example, I am going to switch the document library from the Training courses documents to Documents as shown below:
switch to other libraries on the same SharePoint site
switch to other libraries on the same SharePoint site
  • And it automatically redirects to the selected library as mentioned below:
switch to other libraries on the same SharePoint site example
switch to other libraries on the same SharePoint site example

This is how we can switch to other libraries on the same SharePoint Online site.

Read SharePoint Online my feed web part

How to make the field required in SharePoint Online document Library

Let us see how can we make the field required in the SharePoint Online document library,

  • Open the SharePoint Online document library, Expand the Column that you want to make required in the document library and click on the Column settings, and select the Edit option.
  • In this example, I have selected the Document Description column to be the required information.
make the field required in SharePoint Online document Library
make the field required in the SharePoint Online document Library
  • Now in the Edit column properties pane, Expand the More options.
make field required in SharePoint Online document Library
make a field required in the SharePoint Online document Library
  • Now enable the Require that this column contains information to Yes.
  • Click on the Save button to commit your changes.
make field required in the SharePoint Online document Library
make a field required in the SharePoint Online document Library
  • In the below screenshot, you can see that the Document Description field or column has been changed as a required field.
make a field required in the SharePoint Online document Library
make a field required in the SharePoint Online document Library
  • Now select the item and click on the i circled icon (information icon) to edit the columns, In the below screenshot, you can see the asterisk symbol in the Document Description field or column which defines the required field item.
make a field required in the SharePoint Online document Library example
make a field required in the SharePoint Online document library example

This is how can we make the field required in the SharePoint Online document library.

Read SharePoint Online saved for later web part

How to create an index column in SharePoint online document Library

Let us see how we can create an index column in the SharePoint Online document library,

  • When we are using a Large SharePoint document Library we can apply indexing in a column, it adds more privilege when we use filters.
  • And also it supports the document Library view threshold limits when the 5000 data or items are retrieved from the SharePoint document Library.
  • We can index to a maximum of 20 columns per list or document library. We cannot index for all types of columns.
  • Automatic index design when sorting in the modern SharePoint is restricted to lists and libraries with shorter than 20,000 items.

The below-mentioned table represents the supported and unsupported column types:

Column Index Supported Column typesColumn Index UnSupported Column types
A single line of textMultiple lines of text
Choice (single value)Choice (multi-valued)
NumberCalculated
CurrencyHyperlink or Picture
Date and TimeCustom Columns
Person or Group (single value)Person or Group (multi-valued)
Managed MetadataExternal data
Yes/No
Lookup

Follow the below steps to create an index column in SharePoint online document Library:

  • Open the SharePoint Online document library, select the settings gear icon and click on the Library Settings.
create an index column in SharePoint online document library
create an index column in the SharePoint Online document library
  • In the document library settings page, under columns, Select the Indexed Columns option.
How to create an index column in SharePoint online document library
How to create an index column in the SharePoint Online document library
  • On the Indexed Columns page, click on the Create a new index option.
create an index column in the SharePoint online document library
create an index column in the SharePoint Online document library
  • Now In the Edit index, select the column for which you want to apply the column indexing, and Click on the Create button.
  • In this example, I have selected the Document Description Column which is of a single line of text column type to apply column indexing.
create index column in modern SharePoint online document library
create an index column in the modern SharePoint online document library
  • In the below screenshot, you can see that the Column indexing has been applied to the Document Description Column.
create an index column in the modern SharePoint online document library
create an index column in the modern SharePoint online document library

This is how we can create an index column in the modern SharePoint online document library.

Read SharePoint Online list view

How to enable the geolocation field in the SharePoint online document Library

Let us see how we can enable the geolocation field in the SharePoint Online document library,

  • We can add the geolocation field column in the SharePoint online document Library as well as the SharePoint online list.
  • SharePoint location column permits us to add location data from the Bing map.
  • SharePoint location column includes fields such as city, Street address, religion or country, state, postal code, and Name.
  • In the document Library view, we can also sortfilter, or even search with the location data such as address, city, street, state, etc.

Follow the below steps to enable the geolocation field in the SharePoint Online document Library:

  • Open the SharePoint Online document Library, Select +Add Column to add the location field column.
enable the geolocation field in the SharePoint online document library
enable the geolocation field in the SharePoint Online document library
  • Enter the Name of the Location column in the Name field, and you can add a description that is optional.
  • We can also select the linked columns to be displayed in the current view. In this example, I have selected the linked columns as State, and Postal Code.
  • Then click on the Save button to save the changes.
enable geolocation field in the SharePoint online document library
enable the geolocation field in the SharePoint Online document library
  • In the below screenshot, you can see that the Employee Location is created along with the selected linked columns.
enable geolocation field in SharePoint online document library
enable geolocation field in the SharePoint Online document library
  • Now select an item to the SharePoint Online document library, and click on i circled icon to edit the columns. Enter the Employees location in the field, it will automatically fill the selected linked columns like state and postal code.
  • We can also use the Use this location option to detect the current location. Once the Location is Selected, Click on the Save button.
enable geolocation field in a SharePoint online document library
enable geolocation field in a SharePoint online document library
  • In the below screenshot, you can see that the selected item is added with the Employee location and the selected linked columns like state and postal code.
enable geolocation field in a SharePoint online document library example
enable geolocation field in a SharePoint online document library example

This is how to enable the geolocation field in the SharePoint Online document library.

Read SharePoint Online Recent Documents Web Part

SharePoint Online document Library row limit

  • A SharePoint document library can have a maximum of 30 million files and folders.
  • It is also supported to have large document libraries with nesting folders. And the value may vary depending on the folders and the files or documents managed, and also by the size of the documents that are stored in the modern SharePoint Online document library.
  • The File path filename cannot include more than 400 characters for one drive and SharePoint.

Add and Rename the Title Column in SharePoint online document Library

Let us see how can we display the title column and rename the title column in the SharePoint Online document library,

By default, when we create a document library we cannot see the Title column in the SharePoint Online document library view,

Follow the below steps to add the title column in the document library view:

  • Open the SharePoint Online document library, select the settings gear icon and click on the Library Settings.
add the title column in SharePoint Online document library view
add the title column in the SharePoint Online document library view
  • In the document library settings page, under Views, Select the All documents option.
add the title column in the SharePoint Online document library view
add the title column in the SharePoint Online document library view
  • Now select or choose the title column then Scroll up and click on the ok button to save the changes as shown below:
add the title column to the SharePoint Online document library view
add the title column to the SharePoint Online document library view
  • Navigate to the SharePoint Online document library, and you can see that the title column is added to the SharePoint document library view.
add title column to the SharePoint Online document library view
add title column to the SharePoint Online document library view

This is how we can add the title column to the SharePoint Online document library view.

Follow the below steps to rename the title column in the document library view:

  • To rename the SharePoint Online document library title column, expand the title column, Select column settings, and click on the Edit option.
rename the title column in the document library view
rename the title column in the document library view
  • Now enter the column name that you want to change in the edit column properties pane and click on the Save button to commit your changes.
how to rename the title column in the document library view
how to rename the title column in the document library view

In the below screenshot, you can see that the Title column is renamed as Employees Role.

rename the title column in the document library view example
rename the title column in the document library view example

This is how we can rename the SharePoint Online document library title column.

This is how we can display the title column and rename the title column in the SharePoint Online document library.

Read How to use quick chart web part in SharePoint Online

How to add a link in the SharePoint Online document library

Let us see how to add a link to the SharePoint Online document library,

  • yes, we can able to add the links in the SharePoint document library, and also it is also possible to add links inside the folders in the SharePoint Online document library.
  • When we select the URL presented in the SharePoint Online document library, it navigates to the mentioned webpage or the file.

Follow the below steps to add a link to the SharePoint document library:

  • Go to the SharePoint Online document library, expand the +New section and click on the link option.
add a link in the SharePoint online document library
add a link in the SharePoint Online document library
  • Enter or paste the link to the webpage or file in the create a link to the window.
add a link to the SharePoint document library
add a link to the SharePoint document library
  • Now enter the display name of the URL under the file name option as mentioned below:
  • Click on the create option to add a link in the SharePoint document library.
add a link to SharePoint document library
add a link to the SharePoint document library
  • In the below screenshot, you can see that the link is added to the SharePoint Online document library.
add a link to the SharePoint online document library
add a link to the SharePoint Online document library

This is how we can add a link to the SharePoint Online document library.

Read How to change the SharePoint site from private to public

SharePoint Online document library view filter by folder

Let us see how we can filter the folders in the SharePoint document library view,

yes, it is possible to filter the folders in the SharePoint Online document library,

Follow the below steps to filter the folders in the SharePoint document library view:

  • Open the SharePoint Online document library, where many folders have been added to the document library.
  • Now select the Filter icon presented in the toolbar to filter the folders.
SharePoint document library view filter by folder
SharePoint document library view filter by folder
  • And then click on the Other option that is available under the type in the Filters Properties pane.
SharePoint document library view filter by folder example
SharePoint document library view filter by folder example
  • In the below screenshot, you can see that it filters only the folders and displays them in the SharePoint Online document library.
SharePoint online document library view filter by folder
SharePoint Online document library view filter by folder

This is how to filter the folders in the SharePoint document library view.

Read SharePoint Online List Web Part

SharePoint Online document library view filter by file type

Let us see how we can filter the files or documents based on the file type in the SharePoint document library,

yes, it is possible to filter the files or documents based on the selected file type in the SharePoint Online document library,

Follow the below steps to filter the SharePoint document library view by file type:

  • Open the SharePoint Online document library, where many files or documents have been added to the document library with different file extensions.
  • So that we can filter them based on the selected file type extensions and display them in the SharePoint Online document library.
SharePoint document library view filter by file type
SharePoint document library view filter by file type
  • Now select the Filter icon presented in the toolbar to filter the files based on the selected file types.
  • We can apply one or more filters in the filters properties pane, to filter the documents that are presented in the document library.
  • And then click on the file types that are available under the type in the Filters Properties pane as mentioned below:
SharePoint online document library view filter by file type
SharePoint Online document library view filter by file type
  • In this example, I have selected two file types to be filtered. they are word documents and PowerPoint presentations.
  • It also supports related extensions like (dotx, dot, doc, docx, docm, dotm, pptx, odt, pptm, odp, ppt, pot, ppsx, potm, ppsm, potx, pps, ppa, ppam).
  • In the below screenshot, you can see that it filters only the selected file types and displays them in the SharePoint Online document library.
SharePoint online document library view filter by file type example
SharePoint Online document library view filter by file type example

This is how we can filter the files or documents based on the file type in the SharePoint document library.

Read Customize SharePoint site page

SharePoint Online document library view filter by date

Let us see how we can filter the SharePoint online document library view filter by date,

  • yes, it is possible to filter the SharePoint online document library view filter by date.
  • Based on the date column it filters and displays the documents in the document library. (For example: if we want to filter the last 7 days’ documents we can scroll the bar to the specific place).
  • We can also filter based on the specific dates, it will display the documents of the selected specific dates.
  • We can also apply one or more filters in the filters property pane.

Follow the below steps to filter the SharePoint online document library view filter by date, view:

  • Open the SharePoint Online document library, and select the +Add column to add the date column. Choose the column type as Date and Time.
SharePoint online document library view filter by date
SharePoint Online document library view filter by date
  • Enter the name of the date column and click on the save button to save the changes.
SharePoint document library view filter by date
SharePoint document library view filter by date
  • Now select the Edit grid view and enter the files or document date that is uploaded in the created date column or field for the document library items and folders.
SharePoint document library view filter by date example
SharePoint document library view filter by date example
  • Once edited select the Exit grid view presented in the toolbar as shown below:
SharePoint online document library view filter by date example
SharePoint Online document library view filter by date example
  • Now select the Filter icon presented in the toolbar to filter the folders or files that are presented in the document library based on the selected date.
  • Scroll the Document date option presented in the filters properties pane.

In the below screenshot, you can see that I have filtered the documents for the past 7 days.

how to filter by date in SharePoint document library view
how to filter by date in SharePoint document library view

In the below screenshot, you can see that I have filtered the documents for the past 30 days.

how to filter by date in SharePoint online document library view
how to filter by date in SharePoint online document library view

In the same manner, we can also, filter the documents based on the specific dates. For that Select the Specific date option, select the date that you want to filter the documents, and click on the Apply button.

how to filter by date in the SharePoint online document library view
how to filter by date in the SharePoint Online document library view

Here you can see, that it filters and displays the document in the SharePoint Online document library, we can also reset the applied filter by clicking on the reset button.

how to filter by date in SharePoint online document library view example
how to filter by date in SharePoint online document library view example

This is how to filter the SharePoint online document library view filter by date.

Read SharePoint Online Events Web Part

How to order folders in the SharePoint Online document library

Let us see how we can order the folders in the SharePoint Online document library,

  • Yes, we can able to order the folders in the SharePoint Online document library, and we can rearrange the data based on the column.
  • Select the header of the column, and sort A to Z or Z to A. We can sort only one column at a time.
how to order folders in sharepoint document library
how to order folders in the SharePoint document library

In the below screenshot, we can see that the folders are ordered or sorted from A to Z manner in the SharePoint Online document library.

how to order folders in sharepoint document library example
how to order folders in SharePoint document library example
how to order folders in sharepoint online document library
how to order folders in SharePoint Online document library

In the below screenshot, we can see that the folders are ordered or sorted from Z to A manner in the SharePoint Online document library.

how to order folders in sharepoint online document library example
how to order folders in SharePoint Online document library example

This is how to order the folders in the SharePoint Online document library.

Read SharePoint Image Gallery Web Part

How to Enable item-level permissions in SharePoint Online document library

Let us see how to enable item level permission in a SharePoint Online document library,

No, it is not possible to set item level permission in the SharePoint Online document library,

  • By default, item-level permission set to
    • Read all items – Anyone who has permission to access the SharePoint document library can read all items in the SharePoint Online document library.
    • Create and edit all items – Anyone who has permission to access the SharePoint document library can create and edit all the items in the SharePoint Online document library.
  • We can allow users to view and edit the documents only when they have permission to access the SharePoint Online document library.
  • We can restrict the users to edit and view the other documents and permit their own documents in the document library.
  • There is an alternative way that we can enable or set the item level permission for the SharePoint Online document library using Powershell.
item level permissions sharepoint online document library example
item-level permissions SharePoint online document library example

This is how we can set or enable item level permission in a SharePoint Online document library.

Read SharePoint Highlighted content web part

SharePoint Online document library tiles as default

Let us see how we can display the SharePoint Online document library tiles as default,

yes, it is possible to display the SharePoint online document library tiles as a default view.

To achieve this follow the below steps:

  • Open the SharePoint Online document library to set the views of the tile, Expand the All documents option presented in the toolbar and click on the Tiles option as shown below:
SharePoint Online document library tiles as default
SharePoint Online document library tiles as default
  • Now select the Save views option, and save the current view or type the new name as below:
SharePoint document library tiles as default
SharePoint document library tiles as default
  • And then click on the newly created view, Expand, and select the set current views as the default option. And the SharePoint Online document library tiles will be saved automatically as the default view.
SharePoint Online document library tiles as default example
SharePoint Online document library tiles as default example

This is how we can display the SharePoint Online document library tiles as the default view.

Read SharePoint Quick Links Web Part

SharePoint Online document library upload folder

Let us discuss how we can upload a folder to the SharePoint Online document library,

  • Open the SharePoint Online document library, Expand the upload option presented in the toolbar, and select the folder option.
  • Select the folder that you want to upload to the document library from the file explorer.
  • We can also upload both files or documents inside the document library from the local.
SharePoint Online document library upload folder
SharePoint Online document library upload folder
  • We cannot upload multiple folders at the same time, only we can select and upload only one folder at a time.
  • Select the Folder that you want to upload and click on the Upload button.
SharePoint document library upload folder
SharePoint document library upload folder
  • A Confirmation pop-up appears, select the Upload button to upload the folder into SharePoint Online site document library.
how to upload folder SharePoint Online document library
how to upload folder SharePoint Online document library
  • It will take a few minutes to upload the folder, once the folder is uploaded the SharePoint document library view will be saved automatically.
  • We can also able to see the file count presented inside the folder, we cannot able to upload the empty folder into the SharePoint Online document library.
  • We can view or see the uploaded folder inside the document library as shown below:
SharePoint document library upload folder example
SharePoint document library upload folder example

This is how we can upload a folder to the SharePoint Online document library.

Read How to use File viewer web part in SharePoint Online

How to download folder from SharePoint Online document library

Let us discuss how we can download a folder from the SharePoint Online document library,

Yes, it is possible to download a folder from the SharePoint Online document library, follow the below steps to achieve this:

  • Open the SharePoint Online document library, and select the folder that you want to download from the document library.
  • Select the download option available in the toolbar, it will download the folder as (Compressed zip folder) in local.
download folder from SharePoint Online document library
download folder from SharePoint Online document library
  • Expand and select the Show in folder option.
download a folder from SharePoint Online document library
download a folder from the SharePoint Online document library
  • Now right click on the Compressed zip folder and select the Extract all option.
download a folder from the SharePoint Online document library
download a folder from the SharePoint Online document library
  • Browse and select the destination to extract files, and then click on the extract to view the folder and the files present inside the folder as shown below.
download folder from SharePoint Online document library example
download folder from SharePoint Online document library example
  • Once the files are extracted, we can see the downloaded document is presented in the mentioned file path as below:
download a folder from SharePoint Online document library example
download a folder from the SharePoint Online document library example

This is how we can download a folder from the SharePoint Online document library.

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Delete folder from SharePoint Online document library

Let us see how we can delete a folder from the SharePoint Online document library,

  • We can also able to delete multiple folders from the document library, it is also possible to view the selected folder count in the toolbar.

Follow the below steps to delete a folder from the document library:

  • Open the SharePoint Online document library, and select the folder that you want to delete or remove from the document library.
  • Once the folder is selected click on the ellipsis icon. and select the delete option.
  • In this example, I am going to delete the SharePoint Documents folder from the document library as shown below:
Delete folder from SharePoint Online document library
Delete folder from SharePoint Online document library
  • In the Confirmation box, select Delete, it will remove or delete the folder with the data available in that folder.
Delete a folder from SharePoint Online document library
Delete a folder from the SharePoint Online document library
  • In the below screenshot, you can see that the SharePoint Documents folder has been deleted.
Delete folder from SharePoint Online document library example
Delete folder from SharePoint Online document library example

This is how we can delete a folder from the SharePoint Online document library.

Read SharePoint News Web Part

Share SharePoint Online document library folder

Let us discuss how to share a folder from the SharePoint Online document library,

  • Yes, we can share a folder from the document library with the user who wants to access the folder.
  • We can only share one folder at a time, we cannot share Multiple folders from the SharePoint Online document library.

Follow the below steps to share a folder from the document library:

  • Open the SharePoint Online document library, and select the folder that you want to share from the document library.
  • Once the folder is selected click on the Share option presented in the toolbar.
Share SharePoint Online document library folder
Share SharePoint Online document library folder
  • Once the Share option is selected, you can able to see the Link settings option, now select the Anyone with the link option and click on the Apply button.
  • When you select Allow editing option under the other settings, The user has permission to edit and save the folder.
Share a SharePoint Online document library folder
Share a SharePoint Online document library folder
  • Here enter the user email address or name and select send option to share the link, or we can either copy the link and share it manually by selecting the Copy link option.
Share the SharePoint Online document library folder
Share the SharePoint Online document library folder
  • The Shared user can able to view the folder shared with them and not all the folders that are available in the document library.

This is how to share a folder from the SharePoint Online document library.

Read Power Automate copy files with Examples

SharePoint Online document library only sees its own items

Let us discuss how we can see the folders or the library items that are created by the current login user in the SharePoint Online document library,

  • Yes, we can able to filter and see our own library items or folders in the SharePoint Online document library.

To achieve this, follow the below steps:

  • Open the SharePoint document library and choose the people picker column for which you want to apply a filter.

In this example, I have added the Document Modifiedcolumn as a data type of person or group in the SharePoint Online document library.

SharePoint document library only see own items
SharePoint document library only sees its own items
  • Either you can select the Column and choose Filter by option, or you can directly open the Filters Pane to apply filters.
only see own items in SharePoint document library
only see your own items in the SharePoint document library

In the Filter by properties pane, If you Filter by @Me it filters and displays matched results for the logged-in user or current user who can view their own items.

  • In the below screenshot, you can see it filters and display the folders for the logged-in User.
  • Now expand the All documents drop-down and select the Save view as an option to save the changes.
SharePoint document library only see own items example
SharePoint document library only see own items example

This is how we can view the folders or the library items that are created by the current login user in the SharePoint Online document library.

Read Convert SharePoint list item to PDF using Flow or Power Automate

Add SharePoint online document library to file explorer

Let us see how can we add the SharePoint Online document library to the file explorer,

  • Before, in the Modern SharePoint experience, there is an option called View in File Explorer, which no longer exists.
  • But now we can directly sync the document library, and access the documents and folders presented inside the document library.

Follow the below steps to Sync the SharePoint online document library to file explorer:

  • Open the SharePoint document library and select the Sync option presented in the toolbar as shown below:
Add SharePoint online document library to file explorer
Add SharePoint online document library to file explorer
  • Now login to the Microsoft one drive account using your credentials to sync the document library. I have already added my One Drive account, so when we click on the Sync option, it directly Syncs the files as shown below:
Sync SharePoint online document library to file explorer
Sync SharePoint online document library to file explorer
  • Once the one drive account is logged in successfully in the local, you can see the documents and folders are available in their file explorer.
Sync SharePoint online document library to file explorer example
Sync SharePoint online document library to file explorer example

This is how can we add the SharePoint Online document library to the file explorer.

Read How to create a word document from a template in Power Automate

Open SharePoint Online document library in explorer

Let us see how can we open the SharePoint Online document library in explorer,

  • Yes, it is possible to open the SharePoint document library in explorer, Initially make sure you have synced the document library to the file explorer. If not follow the above heading to sync the document library to the file explorer.
  • In the below screenshot, you can see that the documents and folders are available there file explorer, Once the Microsoft one drive account is logged in successfully in the local to sync the document library.
  • From the file explorer, we can directly open the folder, file, or document to view.
Open SharePoint Online document library in explorer
Open SharePoint Online document library in explorer

This is how we can open the SharePoint Online document library in explorer.

SharePoint Online document library size

Let us see how we can check the SharePoint Online document library size.

In the SharePoint Online document library, the three requirements are:

  • The total file size is 100GB
  • We cannot store more than 30000 files in the document library.
  • Every file should be less than 15GB in the document library.

To check the document library size, follow the below steps:

  • Go to the SharePoint Online document library -> Select the Settings gear icon and click on the Site Information.
SharePoint online document library size
SharePoint Online document library size
  • On the site information page, click on the view all site settings as shown below;
SharePoint online document library size limit
SharePoint Online document library size limit
  • Under the Site Collection Administration, and then click on the Storage Metrics.
how to check document library size in SharePoint online
how to check document library size in SharePoint online
  • Under the Total Size column, displays the size of each document library in the SharePoint site on the storage metrics page.
how to check document library size in the SharePoint online
how to check document library size in the SharePoint online

This is how to check the SharePoint Online document library size.

SharePoint document library sort order

Let us see how to sort the documents presented in the SharePoint Online document library,

  • Yes, we can able to sort the documents in the SharePoint Online document library, and we can rearrange the data based on the column.
  • Select the header of the column and sort in the Ascending or Descending manner. We can sort only one column at a time.

In the below example, I have sorted the documents based on the ascending order,

sharepoint document library sort order
sharepoint document library sort order

In the below screenshot, we can see that the documents are ordered or sorted in the Ascending manner in the SharePoint Online document library.

sharepoint document library sort order example
sharepoint document library sort order example

In the below example, I have sorted the documents based on the descending order,

sharepoint online document library sort order
sharepoint online document library sort order

In the below screenshot, we can see that the documents are ordered or sorted in the Descending manner in the SharePoint Online document library.

sharepoint online document library sort order example
sharepoint online document library sort order example

This is how we can sort the documents in the SharePoint Online document library.

SharePoint document library search box

Let us see how to use the search box to search the documents or folders that are presented in the SharePoint document library.

  • Before that, we want to know that the SharePoint site search engine searches all the SharePoint sites, pages, files, and folders that are presented in the SharePoint.
  • If we want to search for any documents or folders presented in the documents library, we can easily use the search box to find them.

Follow the below steps to know how can we use the search box:

  • Open the SharePoint document library for which you want to use Search Engine.
  • By searching on a particular document library, we can easily find the documents and folders as shown below:
sharepoint document library search box
SharePoint document library search box

This is how can we use the search box to search the documents or folders that are presented in the SharePoint document library.

File locking in SharePoint document library

Let us see how to Share the File with file locking in the SharePoint Online document library,

  • Yes, it is possible to lock the file in the SharePoint document library, File locking is used when we want to share the files or documents with the users that are regarding them. We can set passwords and share the file with the users.
  • For example, If we want to Share a secured file with a person, Only that person can unlock the file and view it by entering the password.

To achieve this follow the below steps:

  • Open the SharePoint Online document library, Upload the file and select the file that you want to share with the file lock.
  • Once the file is selected, Either click on the Share button presented in the toolbar or select the vertical ellipsis and select the Share option.
  • At a time we cannot select and Share Multiple files or documents.
file locking in sharepoint document library
file locking in SharePoint document library
  • In the link settings page, Uncheck the Allow editing option under the other settings as shown below:
  • Now set the Password, Select the password as strong else it displays whether the password is weak, fair, or good.
  • If we want to Block the Shared file to download, then we can enable the Block download option.
  • Click on the Apply button, to apply the changes. It will take some time to reflect on the changes.
file locking in the sharepoint document library
file locking in the SharePoint document library
  • We can also have an option to update the password by following the above-mentioned steps:
file locking in the sharepoint online document library
file locking in the SharePoint Online document library
  • We can Copy and Share the link manually to the user with whom we want to share the file with the lock.
file locking in sharepoint online document library
file locking in SharePoint online document library
  • We can also Share the link to the user with whom we want to share the file with the lock through the Mail. So that when they try to open the file it will ask for a password to unlock it.
sharepoint document library file locking
SharePoint document library file locking
  • In the below screenshot, you can see that it is asking to unlock the file with the password to open and view it.
  • It verifies the link Password if the user entered the correct password only then it does open else it will show an error message like the link password is incorrect.
file locking in sharepoint online document library example
file locking in SharePoint online document library example

This is how to Share the File with file locking in the SharePoint Online document library.

Read How to customize a SharePoint List form

In this SharePoint tutorial, we learned what a document library is in SharePoint online and how to create a document library in SharePoint online. And also covered the below-mentioned topics:

  • How to Rename SharePoint Online Document Library title
  • How to update SharePoint Online Document Library description
  • Add a column to a SharePoint Online Document Library
  • How to delete an item from the SharePoint Online Document Library
  • How to delete multiple items from the SharePoint Online Document Library
  • Show/Hide Columns in a Modern SharePoint Online document library
  • How to Change SharePoint Online document library column width
  • How to Upload a document to the SharePoint Online document library
  • Create or Hide a folder in a SharePoint online document library
  • Add Folders in the SharePoint Online document library
  • SharePoint Online document library Column limit
  • SharePoint Online document library hides folders
  • How to delete a column from a SharePoint online document library
  • SharePoint Online document library id
  • Export SharePoint online document library to excel
  • SharePoint Online document library column names escape codes
  • How to switch to other libraries on the same SharePoint Online site
  • How to make the field required in SharePoint online document Library
  • How to create an index column in SharePoint online document Library
  • How to enable the geolocation field in the SharePoint online document Library
  • SharePoint Online document Library row limit
  • Add and Rename the Title Column in SharePoint online document Library
  • How to add a link in the SharePoint Online document library
  • SharePoint Online document library view filter by folder
  • SharePoint Online document library view filter by file type
  • SharePoint Online document library view filter by date
  • How to order folders in the SharePoint Online document library
  • How to Enable item-level permissions in SharePoint Online document library
  • SharePoint Online document library tiles as default
  • SharePoint Online document library upload folder
  • How to download folder from SharePoint Online document library
  • Delete the folder from the SharePoint Online document library
  • Share SharePoint Online document library folder
  • SharePoint Online document library only sees its own items
  • Add SharePoint Online document library to file explorer
  • Open SharePoint Online document library in explorer
  • SharePoint Online document library size
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