Types of SharePoint Library for Better File Management

Types of SharePoint Libraries

1. Document Library
2. Picture Library
3. Asset Library
4. Form Library
5. Document Set Library
6. Custom Library

1-Document Library

A Document Library is a central place in SharePoint where you can store, manage, and share documents. It’s the most commonly used library type, designed to help teams organise and collaborate on files easily.

Main Features

• Version Control: Keeps track of changes made to documents, allowing you to view or revert to previous versions.
• Metadata Support: You can add extra details (like tags or categories) to your documents to make them easier to find.
• Document Sharing: Share files with others, allowing for easy collaboration within the team.
• Collaboration Tools: You can edit documents at the same time with your team using SharePoint’s built-in tools.

Use Cases

• Organising reports, contracts, or project files.
• Storing team documents that need frequent updates or collaboration.
• Keeping company guidelines and manuals in a central location.

2-Picture Library

A Picture Library is a special type of SharePoint library designed for storing and managing images. It’s perfect for teams that need to organise and share photos, graphics, and other visual content.

Main Features

• Thumbnails: Displays small preview images, making it easy to browse through your collection.
• Metadata: You can add details like image description, keywords, or date taken to help find pictures quickly.
• Bulk Upload: Allows you to upload multiple images at once, saving time.
• Easy Viewing: You can view and share images directly in the library without needing to open separate files.

Use Cases

• Storing and organising company photos, marketing images, or event pictures.
• Managing product photos for an online catalog.
• Sharing team photos or visual assets for internal or external use.

3-Asset Library

An Asset Library is a SharePoint library designed for storing and managing multimedia content, such as videos, audio files, and images. It’s ideal for teams that work with media files and need a central place to organise and share them.

Main Features

• Media Content Storage: Perfect for storing videos, images, and audio files in one place.
• Metadata Tagging: You can add tags and descriptions to each media file, making it easy to find later.
• Easy Retrieval: Helps you quickly search for and retrieve media files based on tags or other metadata.
• Preview Options: Allows you to preview media files (like videos or images) without needing to download them.

Use Cases

• Storing training videos, webinars, or promotional content.
• Managing audio files for podcasts or presentations.
• Organising media assets for marketing, advertising, or educational purposes.

4-Form Library

A Form Library is a SharePoint library designed specifically for storing and managing forms, usually in XML format. It’s great for teams that need to collect and organise data from forms, surveys, or questionnaires.

Main Features

• Form Storage: Stores forms, typically in XML format, for easy access and organisation.
• Data Collection: Allows teams to collect and manage form submissions directly in SharePoint.
• Integration with InfoPath: Often used with Microsoft InfoPath to create and manage forms.
• Versioning: Keeps track of changes to forms, allowing you to revert to previous versions if needed.

Use Cases

• Collecting feedback through surveys or questionnaires.
• Storing employee forms, like leave requests or expense reports.
• Managing customer inquiries or support request forms.

5-Document Set Library

A Document Set Library in SharePoint allows you to group multiple related documents together as a single unit. It’s great for organising projects or tasks that involve more than one file.

Main Features

• Group Multiple Documents: You can bundle different files into one “set” for easier management.
• Unified Management: Manage all documents in the set together, such as applying workflows or permissions to the entire group.
• Metadata for Entire Set: Add common metadata to all documents in the set, like project name or client info.
• Easy Access: Quickly access and manage related documents from one central location.

Use Cases

• Managing project documentation, like contracts, reports, and proposals, all in one place.
• Storing related files for a specific client or case.
• Organising legal documents or contracts that include multiple papers.

6-Custom Library

A Custom Library is a SharePoint library that you can tailor to fit your specific needs. It allows you to create a library with custom metadata, workflows, and content types, making it ideal for businesses with unique requirements.

Main Features

• Custom Metadata: Add specific information to your documents, such as project codes or custom tags, to better organise your content.
• Custom Workflows: Set up workflows to automate tasks like approval processes or document reviews.
• Content Types: Define different types of content (e.g., reports, presentations) to manage and classify documents effectively.
• Flexible Setup: Customise the library’s structure to suit your team’s needs, including permissions and access control.

Use Cases

• Organising content that doesn’t fit in standard libraries, like specialised reports or business documents.
• Automating document approval processes with custom workflows.
• Storing and managing unique business assets, such as proprietary designs or technical specifications.

Conclusion

In conclusion, SharePoint Libraries offer a powerful way to organise, store, and manage your files with ease and flexibility. Each type of library serves a unique purpose, and by understanding their features, you can choose the one that aligns best with your specific needs. I encourage you to explore the different options and experiment with their capabilities to find the right fit that can streamline your workflow and enhance your team’s collaboration efforts. Dive deeper into SharePoint Libraries and unlock their full potential.