SharePoint Document Library: creation, limits, and best practices

Document libraries are one of the most important features of Microsoft SharePoint, as they underpin the platform's document management capabilities and allow users to store information and documents in the Microsoft 365 cloud.

In this article, we will take a look at what document libraries are in SharePoint, what types are available in the new Modern Experience, what limits you need to consider, and, most importantly, what steps and best practices to follow to create a SharePoint document library.

SharePoint Document Library: What is it?

Document libraries constitute one of the main features of SharePoint as a document management system. In fact, they allow information, multimedia content and documents to be stored in the Microsoft 365 cloud, simplifying their search by users thanks to the customization of metadata and guaranteeing their privacy in the collaboration phase through the articulated system of permissions that characterizes SharePoint and all the other applications in the suite.

 

For more information, refer to our article on
using SharePoint as a Document Management System.

 

A document library is a secure place within the corporate digital workplace where you can collaborate in real time with colleagues (or even people outside the organization) to create, edit, review and archive documents. The latter are entered or created directly in a library and then organized through a division into folders or with the sole use of metadata, i.e., the contextual information (author, creation date, approval status, etc.) capable of simplifying both cataloging and retrieval of files from any entry point in the Microsoft 365 environment.

In addition to metadata, document libraries offer features such as:

• Creating new documents from custom templates
• Change tracking via version history
• Access management by individual file, folder or entire library
• Editing in co-authoring mode

Document libraries thus make it possible to centralize the management of business documents to simplify the activities of a team, a department or the entire organization, replacing the constant sending of emails and minimizing security risks to shared data.

SharePoint Document Library: What types exist?

Since the introduction of the SharePoint Modern Experience, the differences between the available types of document libraries have begun to weaken. This is due to the fact that it is now possible to create an empty library and customize it as desired in terms of columns, document display and other features that were previously preconfigured within specific templates.

Among these templates, there are seven main types that we can still identify in SharePoint and they are divided between Modern and Classic Experience. We see them in detail below.

Document library types in the SharePoint Modern Experience

SharePoint's Modern Experience is designed to simplify the creation of more engaging and responsive sites by featuring graphically curated and already mobile-friendly content. It also differs from the classic experience in that each site's information architecture is more flexible. For example, each site can be associated with a hub to allow elements such as navigation to be shared without the rigidity of traditional hierarchies.

Thus, among the changes brought by Modern Experience are document libraries with the definition of four basic models:

1. Document Library, the standard template that SharePoint makes immediately available when a new site is created to manage business documents.
   
   
2. Site Assets Library, the second basic template where content is collected to build and customize the site (logos, corporate images, etc.).
   
   
3. Site Pages Library, the library that houses the set of pages in the SharePoint site. A peculiarity of this model lies in the impossibility of uploading content by users, even if they are administrators. In fact, this library contains only auto-generated elements, which depend on the number of pages created in the site.
   
   
4. Style Library, where the system stores .CSS files, .XSL files, and even images used to customize the layout of a page. When a custom SharePoint theme is created or deployed, the main styles and files are automatically stored in this library. You can, in addition, directly upload new style files.
   
   
5. Form Template Library, present as a sub-item of the document library created by default. It is used to manage a group of business forms based on .XML language.

 

Modern document libraries in SharePoint

Types of document libraries in the SharePoint Classic Experience

SharePoint's Classic Experience is the platform's original framework characterized by a hierarchical structure consisting of collections of sites and sub-sites, which have a legacy system of navigation, permissions, and configuration. Unlike the Modern Experience, classic pages offer a less interactive, flexible, and responsive experience on mobile devices. Information retrieval and integration of automated flows also appear to be more rigid.

However, some elements of the Classic Experience have been incorporated into the Modern Experience. Among these, we find two particular types of document libraries:

1. Picture Library, dedicated exclusively to the collection of images. It has features such as previewing, editing and downloading archived graphics.
   
   
2. Wiki Page Library, useful for creating an interconnected network of information pages. This is an interesting model, but unfortunately outdated and less and less used by companies.

The limitations of a SharePoint Document Library

In addition to the limitation regarding storage space in one's SharePoint tenant (covered in our article on Microsoft 365 Archive), there are some specific limitations for lists and document libraries within a site.

First, you can store up to 30 million items per single list or library.

But beware: when more than 5,000 items are entered, SharePoint automatically blocks some content management features, such as:

• Displaying more than 5,000 items in a single view.
• Retrieving more than 5,000 items via a single request.
• Adding new metadata columns in a list or library with more than 5,000 items.

After exceeding 100,000 elements, it becomes impossible to stop inheritance of permissions within a list, library or folder. However, inheritance can be broken at the individual file level, up to the maximum number of unique permissions.

In this regard, the limit of unique permissions supported in SharePoint equals 50,000. Although Microsoft itself recommends keeping within the 5,000 limit.

One final limitation: SharePoint supports the creation of a maximum of 2,000 combined lists and libraries per single site collection (including primary sites and any secondary sites).

How to create a document library in SharePoint

Whenever a new site is created in SharePoint Online, a document library named "Documents" is automatically created and is visible in the left sidebar.

By accessing this library, the user has the ability to create new content with the "New" command. In addition to creating content from scratch, a number of templates are made available to speed up the creation process and can be customized to meet the specific needs of the company, a department, or a project team.

Alternatively, the "New" command shows the "Folder" option that allows you to create a hybrid structure, consisting of folders that can be enriched by adding custom metadata.

 

Options for creating new content in a SharePoint document library

 

In addition to creating documents and folders directly within the library, the user can also decide to import files on the computer locally into SharePoint. To do this, simply use the "Upload" command next to "New."

Just with the "Upload" command, it is also possible to upload custom templates that are added to the drop-down menu of the "New" command.

 

Options for importing content into a SharePoint document library

 

To upload a file from his PC to a document library in SharePoint, the user can also perform a Drag&Drop action. He can then drag the file of interest from the local folder where it is stored to the library's main screen. Once the file is released, the system takes care of loading it on its own and thus without the use of any special command.

In the case of a file with significant weight, the user can check the loading status in the appropriate bar located in the upper right corner. This is an important feature to note, since SharePoint supports uploading documents weighing up to 100 GB.

 

Loading status for a new document in a SharePoint document library

 

When a new file is uploaded from your computer, you should always pay attention to the synchronization process. In fact, SharePoint creates a copy to be stored in its document libraries and integrated Microsoft 365 environment, which is not synchronized by default with the original file still on your computer.

If changes are made to the file within the library, one must remember that the related file locally is not updated. It then becomes an obsolete version.

However, if the user is part of a company or educational institution's Microsoft 365 subscription, or has access to SharePoint Server 2019 and Teams, he has the option of synchronizing Microsoft SharePoint and Teams files with a folder on his computer.

This way, he can use the most up-to-date versions of documents and edit them even in the absence of a wi-fi network. Once the connection is re-established, changes are automatically carried over from the library to the folder locally, and vice versa.

Here are the steps to set up synchronization between your pc and a document library:

1. Press the SharePoint app's start icon in the upper left corner.
2. Select the "SharePoint" item and then the site with the files you want to synchronize.
3. Select the "Documents" item to synchronize the entire library, or choose individual folders that are part of it.
4. Select the "Synchronization" command.

The selected library or files are then automatically synchronized with a folder on your computer, named as follows: "%userprofile%\Contoso" (making the example that your company is called Contoso).

One last note for synchronization: if there is a lock icon on the synchronized files in File Explorer, it means that the files are synchronized as read-only. This means that you do not have the necessary permissions to edit the files, or that the collection requires extraction, or that it has mandatory columns or metadata. In any case, if these files are modified in the computer, the changes will not be synchronized in SharePoint. To solve this problem, you need to contact the administrator and get the necessary permissions assigned.

Moving on to the topic of permissions, all documents and folders that are created within a document library are visible by default to people with permissions. Having a certain permission, causes users to fall into certain access groups that may or may not perform editing actions in the site. Specifically:

• People with "No control" permission fall into the "Site Visitors" group and are restricted to reading library content only.
• People with "Limited control" permission are part of the "Site Members" group and are restricted to reading and editing the contents of a library.
• People with "Full control" permission are placed in the "Site owners" group.

The latter group is responsible for managing the SharePoint site where the document library is located, and all of its members therefore have the power not only to view, edit, or delete the contents of a library, but also to assign permissions to fellow members.

 

Window for assigning permissions in a SharePoint document library

 

Once editing permission is granted, changes can be made to the contents of a document library through SharePoint integration with Office 365 applications. For example, a Word document is opened by default in the Microsoft Word online application.

If the user wants to use the full editing capabilities of the platform (e.g., Word), he or she can switch directly to the desktop application via the "Open in Desktop App" command. Again because of the deep integration with SharePoint, changes made in the desktop app are automatically saved in the document library where the document is located.

To analyze the evolution of a document due to changes made by yourself or colleagues, SharePoint provides the "Version history" feature. Selecting this command then takes you to the version history window where you can view information about a document's history, such as:

• version number
• date of modification
• user who made the change
• weight of the version
• any comments

 

Window with the version history of a file in a SharePoint document library

 

Another aspect worth exploring when creating a document library in SharePoint concerns the customization of metadata, that is, the information needed to catalog and index files in the document library in Microsoft 365.

It is necessary to select the "Add column" command within a document library and choose the most suitable column type to enrich the metadata structure of archived documents. We find the same column types in the creation of a SharePoint list.

 

To learn more, we recommend reading our article on
how to create a list in SharePoint Online.

 

In the linked article, you can find all the information you need to structure the metadata in a document library by choosing from the columns made available and the options available to configure their values.

To conclude the overview, we offer below a table summarizing the key functionalities of a document library in SharePoint.

 

 

SharePoint Document Library: the key functionalities

 

Functionality of a SharePoint library	Feature description
Centralized storage	Provides a single collection point for business documents, eliminating the need to search for files in nested folders, facilitating collaboration in archive management, and ensuring privacy of information.
Document check-out/check-in	Allows one person at a time to edit a file, preventing accidental overwrites.
Use of metadata	Allows documents to be categorized by author, department or file type, while simplifying their search in SharePoint and the Microsoft 365 environment.
Integration of automated workflows	Enables automation of processes such as document approval, managing submission for review and approval by individual users or authorized groups.
Security trimming	Restricts access to documents based on permissions assigned in SharePoint, ensuring data privacy and allowing Admins to configure security settings.
Information Rights Management	Provides additional controls for highly confidential documents, such as restricting copying, printing or editing on a per-file basis.
Mobile accessibility	Allows documents to be accessed, edited and managed from anywhere via the SharePoint mobile application.
Synchronization	Allows you to synchronize an entire library, folders or individual files with your computer, to work on the most up-to-date version and transfer changes made offline to the library where the document is stored, once internet connection is re-established.

Best practices for managing SharePoint document libraries

Now that we have seen the most important aspects of creating and configuring a document library in SharePoint, we can talk about best practices.

These are a few tips and points of attention that should be incorporated into the steps seen in the previous chapter to achieve a well-organized and functional document library. Let's look at them below.

 

 

1. Determine the location of the library

After identifying the type and number of document libraries needed to manage documents in the corporate digital workplace, it is necessary to determine at which site to create each one. For example, a library intended for publishing and sharing content with people outside the organization should be created within a site specifically for external communication rather than being placed on a team site or intranet.

 

 

2. Plan the flow of content

When creating your document libraries in a SharePoint site, you should plan the flow of content from the library to another destination (e.g., a second library or a different site). SharePoint provides the following ways to move content:

• Integrating automated flows that move or copy content from one site or library to a different location in SharePoint. A flow can guide a document through a customized process, assigning tasks to users when their role in the document lifecycle becomes active. An example is the flow that handles document approval, which is automatically stored within a specific library if the process is successful.
  
  
• Copy a document to a library at any site for which the user has creation and editing permission. The relationship between the original document and the copy is kept intact so that the latter can be updated when needed.
  
  
• Send content to the records management site using the SharePoint user interface, a workflow, or a custom solution based on the SharePoint Server object model (valid for SharePoint Server 2016 and SharePoint Server 2013 only).
  
  
• Manually copy or move the contents of a document library to another location in SharePoint using Web Folders or Network Places.

It should be emphasized that implementing an automated flow is a best practice that should not be underestimated in SharePoint document library management. Despite the obvious benefits in terms of time saved and increased productivity, there are still few companies that choose to automate their internal processes.

This is a rather serious shortcoming when it comes to process management, where repetitive tasks make up the bulk of the workload and where compliance risk is great.

Our experts can provide support not only in the proper configuration of document libraries, making the best use of SharePoint features, but can also integrate the automations needed to manage the entire lifecycle of business documents efficiently and securely.

 

 

3. Define the structure of folders (should you decide to use them)

The use of folders within a document library is not to be condemned. As long as they are not nested folders. Therefore, to avoid opening them like matryoshkas, it is important to establish a clear hierarchical structure where categorization of folders can depend on factors such as relevance to a project or department. To simplify categorization, SharePoint provides a particular type of folders for which predefined metadata can be set: Document Sets.

 

 

4. Use metadata to improve archiving and searching

Although folders are a familiar tool for many users, the use of metadata to structure information in a SharePoint library should not be underestimated. In fact, metadata allows the content of archived documents to be categorized and indexed in search based on information such as file type, approval status, creation date, and author.

 

 

5. Implement version control

It is important to enable version control to track changes and updates made to the contents of a document library over time. If enabled, new versions are added to an item's history after each change is saved.

Here are the steps to enable version control in a document library:

1. Access the document library of interest.
2. Open the Settings and select the "Collection Settings" item.
3. Select the "Version Control Settings" item.
4. Configure version control through the following settings
   • Mandatory content approval for submitted items.
   • Creation of a new version every time you edit a file in the document collection using only major versions or major and minor versions.
   • Optional limit on the number of versions to keep.
   • Time limit for deleting versions based on age.

 

 

6. Review access permissions and content periodically

Assigning access permissions is a key step in creating a document library to ensure that archived documents are secure and can be managed properly. However, it is equally important to review permissions over time to ensure that they are updated as roles within the organization change.

Similarly, it is advisable to periodically review the documents stored in the document libraries of your SharePoint sites to ensure that content and metadata are up to date or that files that are obsolete or irrelevant to user activities are stored in the corporate archives.

In this case, the advice is to purge the document libraries of less-used documents by direct deletion or moving them to a back-up system external to SharePoint. The reason lies in the storage quota available in the corporate SharePoint tenant, which should never be exceeded.

FAQ on SharePoint document libraries

What are document libraries in SharePoint?

Document libraries are one of the main features of SharePoint as a document management system. They allow storing information, multimedia content, and documents in the Microsoft 365 cloud, simplifying search through metadata customization and ensuring privacy during collaboration through a complex permissions system.

What are the main types of document libraries in SharePoint's Modern Experience?

In SharePoint's Modern Experience, the main types of document libraries include: Document Library, Site Assets Library, Site Pages Library, Style Library, and Form Template Library. These types offer various functionalities such as site content management, page creation, layout customization, and management of business forms.

What are the main types of document libraries in SharePoint's Classic Experience?

In SharePoint's Classic Experience, the main types of document libraries include: Picture Library, dedicated exclusively to image collection, and Wiki Page Library, useful for creating an interconnected network of informational pages.

What are the limitations of a SharePoint Document Library?

The main limitations of a SharePoint Document Library include: the ability to store up to 30 million items per single list or document library, with some functionalities automatically blocking when exceeding 5,000 items; the limit of 100,000 items to break permission inheritance; and the unique permissions limit supported in SharePoint, which is equivalent to 50,000.

How to create a document library in SharePoint?

To create a document library in SharePoint, each time a new site is created in SharePoint Online, a document library named "Documents" is automatically created. By accessing this library, the user can create new content with the "New" command and import files from the local computer using the "Upload" command.

How to sync files between your PC and a document library in SharePoint?

To sync files between your PC and a document library in SharePoint, you need to press the SharePoint app start icon, select "SharePoint," choose the site with the files to sync, select "Documents" or individual folders to sync, and finally select the "Sync" command. The selected library or files will be automatically synced with a folder on your computer.

What are the best practices for managing SharePoint document libraries?

Best practices for managing SharePoint document libraries include: determining the library's location, planning the content flow, defining a clear folder structure, using metadata to improve storage and search, implementing version control, and periodically reviewing access permissions and content.