Best way to design the Document Library in sharepoint online

Khushboo Kumari 97 Reputation points
2023-10-09T06:22:49.1933333+00:00

Hi,

We want to create and publish a document library for the finalized documents in our organization in SharePoint Online .Our finalized document format will be words, pdfs, and scripts or code.

So I would like to know what the best way is to do that and what the best practices are for it?

Which site is best for this scenario? need to create a separate page for each or upload the document directly. What will be best? Most of the organization how to manage the document library for finalized documents?

Additionally, we want it to be more user-friendly; document management should be easy; internal and external sharing and permissions should be easy; and the end-user experience should be easy.

Thanks!

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  1. ChengFeng - MSFT 5,010 Reputation points Microsoft Vendor
    2023-10-09T07:44:12.6066667+00:00

    Hi @Khushboo Kumari

    Creating and publishing a document library for the finalized documents in your organization in SharePoint Online can be done in several ways, depending on your needs and preferences. Here are some possible options and best practices to consider:

    Option 1: Create a document library in an existing SharePoint site that is relevant to the finalized documents. For example, if you have a site for a specific project or department, you can create a document library there to store the finalized documents related to that project or department. This way, you can leverage the existing site permissions, navigation, and metadata to manage and access the document library.

    Option 2: Create a new SharePoint site with a dedicated document library for the finalized documents. This option is suitable if you want to have more control and flexibility over the document library settings, such as permissions, versioning, views, columns, and content types. You can also customize the site appearance and navigation to make it more user-friendly and consistent with your organization’s branding.

    Option 3: Create a communication site with a document library web part for the finalized documents. This option is ideal if you want to showcase the finalized documents in a visually appealing and engaging way, such as using tiles, cards, or carousels. You can also add other web parts to the communication site, such as news, events, images, videos, or feedback forms, to create a rich and interactive experience for your audience.

    Some best practices for managing document libraries in SharePoint Online are:

    https://blog.mydock365.com/7-tips-for-managing-document-libraries-in-sharepoint-online


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    Best Regards

    Cheng Feng