Overview
This guide reviews how to set up a document library (previously known as a shared library) in Microsoft SharePoint for project collaboration and file sharing. The document library is also referred to as the SharePoint site's Documents folder.
SharePoint vs OneDrive
SharePoint is intended for team or project use—for instance, collaborating on a research project or storing departmental documents. By contrast, OneDrive is intended for individual use—for instance, backing up your computer files.
SharePoint vs Google shared Drives
Both Microsoft SharePoint and Google shared Drives can be used for file collaboration, but USC recommends SharePoint for the following reasons:
- Higher storage limit: SharePoint sites can store up to 250GB, with requests for higher storage limits considered on a case by case basis, while Google shared Drives are capped at 100GB
- Approved for storing sensitive data: SharePoint is approved for storing public, internal, and confidential data at USC, including FERPA-protected data, while Google is only approved for the storage of public and internal data at USC
Requesting a new SharePoint site
Document libraries are a feature of Microsoft SharePoint. If your team or group is not yet using SharePoint, you can request a SharePoint site through DTS:
In most cases, we recommend selecting Team site in the "Site template type" field. A team site makes it easy for members to share and collaborate on files together, whereas a communication site is intended for one-way announcements and information distribution.
DTS will coordinate with ITS and follow up with you once your new SharePoint site is created.
Accessing a SharePoint site
You can access all your SharePoint sites at:
Once you open a SharePoint site, click Documents in the left menu. This Documents folder is also known as a document library, and it is where any uploaded and shared documents are located.
You can also navigate to a site's document library in OneDrive:
Quick guide
- Go to https://usc.edu/onedrive.
- In the left menu, click the site name under "Quick access." If you do not see the site, click More places…
- The site's Documents folder displays.
- To find this location more quickly in the future: select Add shortcut to My files (adds a shortcut in your OneDrive folder) or select Pin to Quick access (positions the site at the top of your "Quick access" list).
Detailed guide (with screenshots)
- Go to https://usc.edu/onedrive.
- In the left menu, click the site name under "Quick access." If you do not see the site, click More places…
- The site's Documents folder displays.
- To find this location more quickly in the future: select Add shortcut to My files (adds a shortcut in your OneDrive folder) or select Pin to Quick access (positions the site at the top of your "Quick access" list).
Adding members to a SharePoint site
There are two types of member roles on a SharePoint site:
Site owners
- Have full control of site content, theme, permission settings, site settings, and hub associations
- Can edit and view site content, including files, pages, lists, and navigation
Site members
- Can edit and view site content, including files, pages, lists, and navigation
Add a member to a site
Site owners can add people to a SharePoint site:
Quick guide
- Open the SharePoint site.
- In the top right, click
members.
- Click Add members.
- To add each person, type their name and select them from the dropdown. We recommend making sure that there is at least one other person with the Owner role besides yourself. Then, click Save.
- Any people you add will receive an email invitation to the site.
Detailed guide (with screenshots)
- Open the SharePoint site.
- In the top right, click members.
- Click Add members.
- To add each person, type their name and select them from the dropdown. We recommend making sure that there is at least one other person with the Owner role besides yourself. Then, click Save.
- Any people you add will receive an email invitation to the site.
Remove a member or change their role
Once a member is added, site owners can remove them or switch their role between Member and Owner:
Using a document library
Any site member can view, add, edit, share, and delete files in the site's document library. If a member uploads a file and later departs USC, the file will still be available to site members.
SharePoint also saves the activity history and version history on files, so members can review each other's changes to files.
Additional resources
Viewing storage usage
SharePoint sites default to a storage limit of 250 GB. To inquire about a storage increase, you can submit a SharePoint Request form.
If you are listed as the owner of a SharePoint site, you can view the site's storage limit and current usage in its settings:
Quick guide
- Open the SharePoint site.
- In the left menu, click Site contents.
- In the top right, click Site settings.
- Click Storage Metrics (under "Site Collection Administration").
- The available storage displays in the top right.
Detailed guide (with screenshots)
- Open the SharePoint site.
- In the left menu, click Site contents.
- In the top right, click Site settings.
- Click Storage Metrics (under "Site Collection Administration").
- The available storage displays in the top right.
Contributor(s): Carlos Garibay, Albert Rodriguez.