Module 2

Adding a document and creating a document library

Introduction/description

A document library is an area on Hwb+ where you can store documents such as Word documents, PowerPoint slides, PDF documents, etc.

Documents that are uploaded to the staff area are only visible to staff therefore making the area a secure and private area for staff documents such as planning documents and school policies.

Documents that are uploaded into the class or subject area are visible for learners therefore information documents, homework documents, etc. could be uploaded here.

Additional document libraries can be created such as ‘Planning documents’ and ‘Policies’.

Task

• Create a new document library called ‘Teacher’s Planning {your initials}’ in a subject/class site.

• Upload a planning document into your newly created document library.

Suggestions for use in the classroom

• Primary class site – Writing templates.

• Staff site – Staff planning documents.

• Special school – News sheet for parents.

• Secondary school – Revision notes.

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Uploading documents and creating a new document library

Help file – documents

Navigate to a site showing the toolbar, click on Documents tab.

This will take you to the main documents area, where you can upload documents immediately.

To add a single document click on + Add document.

In the new window which opens click Browse.

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Find the document you want to upload and double click it.

Then click Save to confirm saving to the platform.

Click OK to upload the document.

To add multiple documents to a library, click + Add document.

You will then be able to drag files from your computer onto the upload area in the platform. Click OK when you are done and the documents will begin uploading to your site.

Then click on Upload Multiple Files.

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To add a new document library, you will need to navigate to your site and click on the Document tab in the toolbar.

On the right hand side of the page (under ‘Other libraries’) click + Add new document library. If you do not see this option then you do not have sufficient permissions to add a new document library on this site and you will need to check these with your platform administrator.

Give your library a name and click Create.

Your library will now appear in the list under ‘Other libraries’.

You can now upload documents to this library in the same way. Make sure you click on the library first to ensure the document(s) are uploaded to the correct library.

Adding the Office web apps to a document library

Help file – documents

Navigate to and click on the document library where you wish to add the Office web apps.

Click Site Actions and in the drop-down menu Edit Page.

Click Add a Web Part. It saves time if you do this in the area where you want to add the web part, but you can drag it to any area afterwards.

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In the Categories area in the next screen, scroll down and select Salamander Web Parts. In the Web Parts area, select Office Web Apps.

At the lower right of the window, click Add.

In the next screen, click Stop Editing to save.

The Office Web Apps will now be available to use with this document library.

If you wish to use the Office Web Apps with other document libraries you must repeat this process within the other libraries.

Creating and editing a document using the Office Web Apps

Help file – documents

Navigate to and click on a document library where the Office Web Apps have been added. If you wish them to be added to a particular library please refer to the help guide for adding the Office Web Apps to a document library.

Click the icon for the Office Web App you want to use.

In the next window, give the new document a Title and click OK.

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The web app opens in your browser. You can then edit your document and use the ribbon to format your text or insert pictures.

When you have finished working on it, click File and then Save.

Click Close to go back to the document library.

Your document will automatically be saved in the document library where you created it. If you wish to move this to another document library, refer to the help file for using explorer view to do this.

Documents in a library can be opened for viewing or editing using web apps or a local copy of Office.

Hover your cursor to the right of the title of the document, in the drop-down menu select View in Browser, Edit in Browser or Edit in Microsoft Word, as applicable.

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Using explorer view to manage files

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Help file – documents

When organising files on your learning platform you may wish to move files from one library to another. This can be achieved by using the Explorer View. Using this feature will enable you to open libraries on the platform in a view similar to that on your computer. Once you have done this you are able to drag and drop files between libraries.

In this example the files which have been uploaded to the class site in the main document area should be in the library called ‘Spelling List’.

In the ribbon choose the Library tab and then click on Open with Explorer.

This will then open the familiar Microsoft File Explorer View.

You will now need to click on the library you wish to move these files to. In this instance the ‘Spelling List’ library.

This will then open this in the same Microsoft File Explorer View.

Once both views are open you can then drag your files across from one library to the other.

Once again click the ribbon, choose the Library tab and then click on Open with Explorer.

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Adding and deleting columns in a documents library for filtering

Help file – documents

Navigate to a site showing the toolbar, click on Documents tab.

Choose the documents library you wish to add columns to.

Select the library tab from the top of the page.

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On the ribbon that appears click on Create Column.

Choose a name for your column, then choose the type of information that will be contained in the column and any further options for the type of questions you choose.

Choose whether this information is required.

Click OK.

Any columns you create will now be displayed when the user uploads a file to this library.

These can then be used for filtering in the document library.

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To remove any columns that you do not wish to be displayed in this library, click on the Library tab and choose Modify View.

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On this page you can choose in which order you would like the columns to appear. You can also uncheck any columns you do not want to feature in this document library.

You will then only see your selected columns in the library.

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