Scenario

You are on your department Site and you want to create a place to store all KS3 related documents. You will be uploading SOW, Lesson Plans, IWB Resources, Agendas and Minutes. These documents will be a selection of Word Documents, PowerPoint Shows, PDF Documents and IWB Flipcharts.

You want to be able to upload the resources and also categorise them according to the above, so when you save or upload the resource you will be asked a series of questions that ensure the resource is saved correctly.

The following steps will show you how to achieve this.

Creating a Document Library

1. On the Quick Launch tool bar select View All Site Content, and you will see the screen below

2. At the top click on the create button, you will then see a screen asking you what type of content you want to create

3. Choose Document Library, you will then be prompted to enter a name for your document library (there are some other questions, but ignore them)

4. At the bottom of that page press the Create button

5.You now have your new empty document library, which is automatically shown for you.

6. Press the Settings button and a drop down box appears.

7. Select Create Column, you will now see another screen asking you to enter your requirements for your new column.

NOTE: A column creates a field in the document library so when you save a document or upload a file to your document library you will be asked to enter some data into the field. An example would be you have a document library called Meetings, where you want to save all your agendas and minutes. You would create a column so that when you save your document you will be asked to specify whether the document is an agenda or minutes. This process is also referred as entering metadata.

Creating columns is an important part of your document management, as once you have created your columns you can then find your resources easier and create user friendly views for your documents.

8.Enter 'Type of Resource'

9.Select the Choice Radio button

10. In the description field enter ' Choice for type of resource'

11. The next choice is 'Require that the column contains information' select the Yes radio button.

12. Next in the ' Type each choice on a separate line: ' Enter the following:

· IWB Resources

· Lesson Plan

· Meeting Agenda

· Meeting Minutes

· SOW

13. The next section is completely the users choice, for this example select 'Radio Buttons'

14. Now Press OK.

15. Repeat the steps to create another column for Type of Document, and the choices need to be the following

· Excel

· IWB Flipchart

· PDF

· PowerPoint

· Word

16. You have now created your document library.