SharePoint 2016 End User

SharePoint 2016

Lesson 2 – Working with Documents, Content, and Libraries

document library will search only that library. Other factors that impact search results include whether the Enterprise Keyword feature has been enabled, if documents have been tagged with keywords, and the frequency with which SharePoint updates its index. D OCUMENT P ROPERTIES SharePoint stores information about documents so that documents can be more easily organized and found through searches. By default, the only two properties available are Name and Title. Site owners can add more properties to describe documents. It is common for site owners to enable the Enterprise Keywords feature in SharePoint to allow for site searches based on keywords. When Enterprise Keywords is enabled for a library, the Enterprise Keywords property becomes available as well. The following table briefly describes these properties .

PROPERTY

DESCRIPTION

Name

This is the file name of the document in question.

Title

This is the descriptive title for the document. This can be different from the file name, and is usually more descriptive. The title is what appears in the list of documents when viewing items in a document library.

Property

Description

Enterprise Keywords Terms that you tag a document with by entering them in the Enterprise Keyword property box. Multiple keywords can be

associated, and each keyword or keyword set must be separated by a semicolon. When entering keywords, a list of similar keywords from the Managed Term Store will appear in a drop-down box. Examples of keywords that might be stored as properties for a document could be a project name associated with a document, a related technology, an organizational department, or business circumstance the document applies to.

Document Properties and Site Owners Site owners may add other properties to describe documents. For example, a site owner may add a project name property, to categorize documents based on their project or they may add department properties to allow documents to be categorized that way. S HARE P OINT A LERTS An alert allows SharePoint to notify you if specific events take place in the SharePoint site. For document libraries, you can be notified if the library or specific documents are updated. For lists, you can receive notifications if new items are added, or if existing items are modified or deleted. Alerts are configured by you and can be sent through e-mail or via text message. You can choose what triggers the alert and when you are notified, as well as configure the alert to notify multiple people.

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