Microsoft Windows Sharepoint Services Version 3. 0 Step by Step

Document library settings are comprised of three sections: General Settings, Permissions and Management, and Communication. Each section is discussed in the text and exercises that follow.

The first option in the General Settings area is the Title, description, and navigation link, from which you can change the library’s display name and description along with navigation, versioning, and approval settings.

In the following exercise, you will change the library’s display name and description.

OPEN the SharePoint site in which you’d like to change a library’s display name and description. If prompted, type your user name and password, and then click OK.

BE SURE TO complete the Creating Document Libraries exercise in Chapter 5.

1. In the Oak Furniture document library page, from the Settings menu, choose Document Library Settings. The Customize Oak Furniture page appears.

2. Under General Settings, click the Title, description, and navigation link.

3. Enter the new display name for the library.

4. Enter a description for the library if needed.

5. Select an option in the Display this document library on the Quick Launch area.

CLOSE the browser.

In the following exercise, you will make changes to the settings of the Oak Furniture library. Your employees have mentioned that they find it difficult to locate the specifications for Oak Furniture on the site, so you want the link to the library to show up in the Quick Launch on the home page of the site.

OPEN the SharePoint site in which you’d like to edit library settings. If prompted, type your user name and password, and then click OK.

BE SURE TO verify that you have sufficient rights to configure a library. If in doubt, see the Appendix on page 435.

1. In the Document area on the Quick Launch, click Oak Furniture. The Oak Furniture library page appears.

2. Under Settings, click Document Library Settings. The Customize Oak Furniture page appears.

3. In the General Settings area, click the Title, description, and navigation link.

4. In the Navigation area, choose Yes to the question: Display this document library on the Quick Launch?

5. Click Save.

6. On the top link bar, click Home. Oak Furniture is now displayed on the Quick Launch.

CLOSE the browser.

Libraries that are not displayed on the Quick Launch can be accessed by using the Documents link at the top of the Documents area on the Quick Launch. However, placing document libraries on the Quick Launch makes it easier to find specific libraries.

By using Document Versions settings, you can turn on or turn off the versioning of documents stored in the library. Each time a document is changed when versioning is turned on, Windows SharePoint Services saves a copy of the edited version of the document. This provides you with multiple versions of the same document so that you can easily see what the document contained before the modifications and revert to any previous version if necessary.

When versioning is turned on, you can select between two types of versioning: major versions only or major and minor versions. Major versions store a full-text copy of each document version. The latest version is always published, meaning that those with access to the document library can view the most recent version of the document.

Major and minor versioning allows you to publish major versions of a document while creating modified, minor versions of the same document that only a subset of users with access to the library can view and edit. You can control who views a minor version by using the Draft Item Security configuration setting. When major and minor versioning is selected, you can control how many versions of each document are retained in the document library. You can think of this as “version pruning.”

Finally, you can also enforce the check-out of a document before a user can edit it by selecting the Require Check Out feature. The default selection, as illustrated, is set to “No,” meaning that users are not required to check out a document before it can be edited.

In the Advanced Settings area, a plethora of library configuration values are available to consider.

If you want to retain a single document template for your library but want to change the document that is used as the template for the library, use the Document Template area to enter the URL for the location of your new document template.

If you want to display documents in the browser as opposed to having them display in their native application, select the Display As A Web Page option in the Opening Browser-Enabled Documents area. You will most likely select this if you’re in a Form Library where you want the InfoPath 2007 form to appear as a web page rather than an InfoPath document so that users can use their browser to enter information into the InfoPath form.

The Custom Send To Destination feature allows you to enter a URL to another document library other than the Official File Repository that your Administrators might have set at the SharePoint Server 2007 farm level, to which users can automatically send their documents once they are finished and ready for a wider audience’s consumption. This is a handy feature if you want to ensure that all documents under development are written in one document library while those available for public consumption are hosted in a different document library (with different permissions) in the same site. You can also ensure that the contents in this library are not included in the search results by removing them from the indexing feature in Microsoft Office SharePoint Server 2007.