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Windows SharePoint Services 3.0 Help and How-to >  Sharing files and documents
Add one or more files to a library
Add one or more files to a library

You can create and manage documents, spreadsheets, presentations, and other types of files in a library (library: A location on a SharePoint site where a collection of files is managed. The library can display information, including user-defined properties, about each file.). Some file types are blocked, however, for security reasons.

There are several ways to add files to libraries, depending on whether you are creating a new file in the library, adding an existing file to a library, or adding multiple files at once. If your administrator has set up your library to receive e-mail, you can even add a file to the library by sending the file as an attachment to an e-mail message.

What do you want to do?

Create a file in a library

You can create a new file from within a library, if you plan to use a program that is compatible with Microsoft Windows SharePoint Services 3.0, such as Microsoft Office Word 2007.

If the program that you want to use is not compatible, you can still store the file and manage it in the library. Although you can't use the New command to create your file, you can create the file in your program and then add it later to the library.

For a picture library, you must create the file in another program and then add it to the library. You can create a folder in a picture library or any other type of library, unless your library restricts the creation of folders.

The type of file that you can create depends on the template or templates that your site owner or administrator associates with the library. If you want to create an additional type of file in your library, contact your administrator or site owner.

  1. If the library is not already open, click its name on the Quick Launch.

    If the name of your library does not appear, click View All Site Content, and then click the name of your library.

  2. On the New menu, click the arrow, and then click New file type, such as New Document.

    If additional templates are associated with your library, other choices appear, such as New Worksheet or New Contract.

    3. Tip  To create a file that is based on the default template for the library, just click New.

  3. Add the text and other items that you want to your file.
  4. Save the file as you normally do by clicking the Save button or the Save command on the File menu, and then naming your file.

    When you save the file, it is added to the library and appears in the list of files.

  5. If you do not see your files in the library, refresh the browser.

 Notes 

  • Depending on how your library is set up, you may be prompted for additional information about the file when you save it. For example, you may be asked to choose the content type of the file or enter more details about the file.
  • If you are saving a file to a library that requires files to be checked out, the file is initially checked out to you. You must check in the file before other people can edit it.
  • If content approval is required for your library, your file may need to be approved before it is visible to everyone who has permission to view the files in the library.

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Add a file to a library

You can add a new file to a library or replace an existing file with a revised version of a file. If the library is configured to track versions of files, you can add the revised file as a new version, which becomes part of the version history of the file.

If you want to upload a file that has the same file name as an existing file in the library, and you don't want to replace or add a new version of the existing file, you must rename one of the duplicate files.

When you add a file to a library, you may be required to fill out file properties. File properties can include basic information about a file, such as its description or keywords to help people search for it, or properties can include information that is specific to your organization, such as a department name or a project number.

  1. If the library is not already open, click its name on the Quick Launch.

    If the name of your library does not appear, click View All Site Content, and then click the name of your library.

  2. On the Upload menu, click Upload Document.
  3. Click Browse to find the file that you want to add, select the file, and then click Open.
  4. If you are uploading a revised version of an existing file, do one of the following:
    • If your library is not configured to track versions of files, you can replace the existing file with the revised file. In the Upload Document section, select the Overwrite existing file(s)? check box.
    • If your library is configured to track versions of files, you can replace the existing file with the new version as part of the document history. In the Upload Document section, select the Add as a new version to existing files? check box.
  5. Click OK.
  6. If a form appears that requests more information about the file, enter the information into the boxes, such as the title. A red asterisk appears next to the name of each box that requires information. Different boxes may appear, depending on how your library is set up and whether your group requires custom properties.
  7. Click OK.
  8. If you do not see your files in the library, refresh the browser.

 Notes 

  • If you are uploading a file to a library that requires certain file properties to be filled out, and those properties are missing, the file remains checked out to you. When you fill out the required properties, you can check in the file.
  • If you are uploading a file to a library that requires files to be checked out, the file is initially checked out to you. You must check in the file before other people can edit it.
  • If content approval is required for your library, your file may need to be approved before it is visible to everyone who has permission to view files in the library.
  • In a wiki page library, you can create new wiki pages, but you cannot upload existing files.

Tip  If you are uploading a new version of a file, consider typing comments about what changed in this version so that you can more easily track the history of the file.

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Add multiple files to a library

If you have a program installed that is compatible with Windows SharePoint Services, an option to upload multiple files may appear when you click the arrow on the Upload menu. For example, if you have the 2007 Microsoft Office system installed, the Upload Multiple Documents option appears. If you do not see the Upload Multiple Documents option, do the following:

  1. If the library is not already open, click its name on the Quick Launch.

    If the name of your library does not appear, click View All Site Content, and then click the name of your library.

  2. On the Actions menu Actions menu, click Open with Windows Explorer.
  3. In the Windows Explorer window that appears, browse to find the files that you want to upload, and then select them.
  4. Right-click one of the files, and then click Copy on the shortcut menu.
  5. Click the Back button until you return to the library.
  6. Right-click in a blank area in the folder window, and then click Paste on the shortcut menu.
  7. Close Windows Explorer.
  8. If you do not see your files in the library, refresh the browser.

 Note    

 Notes 

  • If you are uploading multiple pictures to a picture library, a Windows SharePoint Services-compatible image editor, such as Microsoft Office Picture Manager, may open. Follow the instructions in the image editor for selecting multiple files and uploading them. If you are uploading multiple pictures, the image editor may prompt you, if a file you are uploading has the same name as an existing file in the library.
  • If you are uploading a file to a library that requires certain file properties to be filled out, and those properties are missing, the file remains checked out to you. When you fill out the required properties, you can check in the file.
  • If you are uploading a file to a library that requires files to be checked out, the file is initially checked out to you. You need to check the file in before other people can edit it.
  • If content approval is required for your library, your file may need to be approved before it is visible to everyone who has permission to view files in the library.
  • In a wiki page library, you can create new wiki pages, but you cannot upload existing files.

Tip  You can also drag files from another Explorer window, such as Windows Explorer or My Documents, to the SharePoint site that is displayed in Windows Explorer.

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Add files to a library by sending e-mail

Before you can send e-mail to a library, you need to know if the library is set up to receive e-mail and then obtain the address.

  1. Do one or more of the following to obtain the e-mail address for the library:
    • Look in the address book of your e-mail program. If the e-mail address is not there, you need to obtain it from the person who set up the library. Then you can add it to the contacts list of your e-mail program, so that you can easily find it later.
    • View the description of the library, which appears just under the title of the library. Your site owner may have added the e-mail address of the library to its description.
    • View the e-mail settings for the library, if the e-mail address does not appear in the description of the library and you have permission to view the library settings:
      1. If the library is not already open, click its name on the Quick Launch.

        If the name of your library does not appear, click View All Site Content, and then click the name of your library.

      2. On the Settings menu Settings menu, click the settings for the type of library that you are opening.

        For example, in a document library, click Document Library Settings.

      3. If the library is enabled to receive e-mail, its address appears under List Information, next to E-mail Address.
    • Use the e-mail address of your SharePoint group to send the file as an attachment. Your organization may have its own e-mail list, called a SharePoint group (SharePoint group: A group of users that can be created on a SharePoint site to manage permissions to the site and to provide an e-mail distribution list for site users. A group can be used by many sites in one site collection.), which enables its members to send mail to each other. The SharePoint group address can contain the addresses of libraries, so that when you send e-mail to members of the group, attachments to the messages are automatically added to your Windows SharePoint Services 3.0 site.
  2. In your e-mail program, attach the file, such as a document or worksheet, to an e-mail message.
  3. In the To or Cc box, enter the address of the library. If your SharePoint group already includes the library, enter the e-mail address of the SharePoint group instead.
  4. Send the message. In most e-mail applications, you click Send to send the message.
  5. If you do not see your files in the library, refresh the browser.

    Depending on the settings of your e-mail server, it may take a few moments for your files to appear.

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See Also