How Do I Quick Access a SharePoint Library? Easy Tips and Tricks Revealed

Brief Introduction to SharePoint Libraries

SharePoint libraries are locations on SharePoint sites where you can upload, create, update and collaboration on files with your team members. Every library comes with a lits of files and crucial information about those files, such as who created or last modified a file. You can use this information to organize your files and make it easier to find them.

Key Features of SharePoint Libraries

• Document storage: Libraries can store a wide range of document types, including Word documents, Excel spreadsheets, PowerPoint presentations, PDFs, and more.
• Version control: Libraries allow you to track and manage different versions of documents, ensuring that you always have access to the most recent version.
• Metadata: You can add metadata to documents to categorize and classify them, making them easier to search and find.
• Permissions: Libraries support granular permission controls, allowing you to restrict access to specific users or groups.
• Workflows: You can create workflows to automate document-related processes, such as approval, review, and routing.

Accesse SharePoint Libraries Through Navigation

SharePoint provides various navigation options to help you quickly access libraries:

• Site navigation: The main navigation menu typically displays top-level libraries and folders.
• Quick Launch: The Quick Launch menu is a vertical navigation bar that can be pinned to the left side of your SharePoint site. It provides quick access to frequently used libraries and folders.
• Search: Use the search bar to find specific libraries or documents within your SharePoint site.

Use Quick Launch for Quick Access

The Quick Launch menu is a convenient way to quickly access frequently used SharePoint libraries and folders. To pin a library to the Quick Launch menu:

• Navigate to the library you want to add.
• Click the "Pin to Navigation" button (if available).
• The library will be added to the Quick Launch menu.

Create Shortcuts to Libraries

You can also create shortcuts to libraries on your desktop or in your browser's bookmarks for even faster access. To create a shortcut:

• Navigate to the library you want to create a shortcut for.
• Click the "Open" button to open the library in a new window or tab.
• Drag the browser tab or window to your desktop or bookmarks bar to create a shortcut.

Use Search to Find Libraries

SharePoint's search functionality allows you to quickly find libraries and documents based on keywords or metadata. To search for a library:

• Click the "Search" box at the top of your SharePoint site.
• Enter the name of the library or relevant keywords.
• Press Enter to search.

What You can Do in SharePoint Library

Generally speaking, you can perform the following operation in a document library.

• Add, edit, delete a file, folder, or link from a SharePoint document library, co-author, and download documents.

• Control who has access to a library, a folder with in a library, or an individual file within a library.

• Track the activity on a file, such as when it was last modified, and receive a notification when something has changed.

• Create a custom view of a document library

• Share files or folders with others.

• Add a link in a document library to something that is stored outside the library, for example, a link to a file located in a different library or even a link to an external web page.

To manage SharePoint libraries and files with most convenience, you can take advantage of MultCloud, a reliable multiple cloud manager. It permits you to add SharePoint and other 30+ pupular cloud drives into the one place and manage them together. After add, you can access all files in the SharePoint and finish some basic operations like upload, download, rename, share, delete, etc. Morever, it even allows you to transfer or sync data across different clouds.

Additional Tips for Quick Access to SharePoint Libraries

Organize your libraries logically: In terms of logic, put your libraries in an order that is not only hierarchical but also reflects the organizational structure or subject matter of the contents. To make them seamless to use, related libraries and folders should be grouped. Also, use names for libraries and folders which are descriptive enough to reveal what they carry. 

Employ Conservative Representations: Instead of generic and ambiguous names that can make things difficult for users understand them better. For easier searching on your libraries and folders, use relevant keywords in their names. To keep you organized, it is important that you maintain a consistent naming scheme for all of your SharePoint environment elements.

Take advantage of metadata: Create custom metadata columns to categorize and classify documents based on specific criteria. Use consistent metadata terms across your organization to ensure that documents are indexed and searchable in the same way. Utilize metadata filters to quickly find documents based on specific criteria.

Customize your SharePoint settings: Adjust your SharePoint navigation to include frequently used libraries and folders. Configure your search settings to improve search results and make it easier to find relevant documents. Personalize your workspace to suit your preferences and workflow.

By adopting these suggestions, you will be able to establish a SharePoint environment that is neatly structured and user-centric, allowing the users to obtain the needed information without difficulty and at a faster pace.