SharePoint Document Library Examples [12 Real Examples]

Lists and libraries are the core components of SharePoint. If you want to learn SharePoint, then you should know how to create and use document libraries. Here are a few examples of SharePoint document libraries that you can follow to know and understand various scenarios.

SharePoint document library examples

Here are a few examples of various SharePoint Online document libraries.

Example-1: Company Information Documents

Recently, I got a chance to create a document library in SharePoint to store company informational documents. You can follow this SharePoint Online document library example if you want to store similar kinds of documents.

Here I have created a custom document library and added a few metadata columns into it.

• Name: This is a Default column.
• Description: This is taken as Multiple lines of text where we can store the descriptive part regarding that document.
• Established Year: We have created a Choice column named Established Year having three choices where the user can select the Category as per their requirement:
  • 2019
  • 2020
  • 2021

• Uploaded By: This is also a Choice column having the choices like Head of the Department, Management, and Board of Directors where the user can select the Category as per their requirement.
• Document Availability: We have taken this column as YES or No type, where the user can check whether a document is available or not available.

• File Size: This is a Default column, where it mentions the file size, which we uploaded it. But this column will be hidden in the SharePoint document library, if we need to display this column, follow the steps:
  • Click Column settings -> Select Show/hide columns -> Select the File size and click on the Apply button.

Once it is done, we will see the uploaded files and Metadata Columns in the SharePoint document library as shown below:

This is one example of a SharePoint document library, that you can create and use.

Example-2: Project Documents

This is another document library example, which we have created to store project documents for an organization.

Here we have created a SharePoint document library and then I have added a few custom columns to it.

• Name: This is a Default column.
• Project Code: This is a single-line text where we can group the projects regarding the code provided.
• Assigned Doctor: We have taken this as a lookup column, where the Assigned Doctor is reflected from the Doctors (list source), and Doctor Name (list column).

• Location of the Project: We have created a Choice column named Location of the Project having three choices where the user can select the Category as per their requirement:
  • Albania
  • Somalia
  • Syria
• Project Time Limit: This is a single-line text where we can group the projects regarding the Time limit scheduled for each project.
• Similarly, we can upload a few documents, based on the business scenario, and add metadata (From show/hide columns )in the SharePoint Online document library as shown below:

So if you want to store project documents, then you can create a document library like the above and store it on it.

Example-3: Financial Info Documents

This is another example of a SharePoint Online document library, where an organization wants to store final related documents like audit reports.

Here I have created a custom document library in SharePoint and added a few metadata columns to it.

• Name: This is a Default column.
• Description: This is taken as Multiple lines of text where we can store the descriptive part regarding that document.
• Document Validation: We have created a Choice column named Document Validation which has many choices where the user can select the Category as per their requirement:
  • 2020-2021
  • 2022-2023
  • 2023-2024
  • 2025-2026
  • 2027-2028
  • 2029-2030
• Still valid or Not? : We have taken this column as YES or No type, where the user can check whether a document is still valid or expired.
• Branches: This is taken as a Choice column named Branches having four choices allowing Multiple selections where the user can select the category as per their requirement:
  • Missouri
  • Oklahoma
  • Arkansas
  • Kansas
• From these Metadata columns, we can easily filter out documents related to different branches in the same or different years.

• Related Department: This is taken as the Manage Metadata column, which has already a Term store section at the organization level. We can select the necessary columns from the Term store (Term Store Management in SharePoint Online) which are required for our document library as shown below:

• File Size: This is a Default column, where it mentions the file size, which we uploaded it. But this column will be hidden in the SharePoint document library, if we need to display this column, follow the steps:
  • Click Column settings -> Select Show/hide columns -> Select the File size and click on the Apply button.

Once it is done, we will see uploaded files and Metadata Columns in the SharePoint Online document library as shown below:

This is another SharePoint Online document library example.

Example-4: Company Development Documents

Suppose a company wants to store development documents like media reports, social media reports, newsletter detail documents, etc. So, for that, I have created a document library in SharePoint to store those documents.

Check out the example of the Sharepoint Online document library. To store the above documents, I have added a few metadata columns to the SharePoint document library.

• Name: This is a Default column where it is displayed with document names.
• Media Channel: This is taken as a Choice column named  having four choices where the user can select the category as per their requirement:
  • FOX
  • SHOW
  • TRT
  • KANA7
• Started Date: We have taken the Date and Time data type where the user can store information like from when the documents are being stored and their association with other columns.

• END Date: This is also a Date and Time column named END Date provided for the documents.
• Government Affiliation: We have taken this column as YES or No type, where the user can check whether a document has Government Affiliation or not Affiliated.
• Rating %: This is taken as the Rating settings column which determines the rating of a document in the form of Likes or Stars. Follow the below instructions to apply Rating settings to SharePoint Online document library.
  • Click Gear Icon -> Select Library settings -> Rating settings

Once it is done, we will see uploaded files and different Metadata Columns in the SharePoint Online document library as shown below:

You can follow the above SharePoint document library example.

Example-5: Installation + Tutorial Documents

Recently, a Wall & Floor Decor textile manufacturing company located in the United States of America wanted to store installation and tutorial documents in SharePoint. So, we created a SharePoint Online document library and added a few custom columns to it.

By default, a few columns will be available in a SharePoint Online document library like Name, Modified, and Modified By columns, etc. So, I have added a few metadata columns like below:

• Name = This is the default column and has a Single line of text data type. When we upload the document it will appear in that column.
• Description = We have used Multiple lines of text data type, to provide brief information about the documents.
• Thumbnail = Here, we have used the Image data type column. It will automatically show the first-page snapshot of the uploaded documents.

• Instructor = Persons or Group data type column is used here, to provide the name of the Instructor.
• Modified = This is the default column and has a Date and Time data type column. It provides the date and time when the document is modified.
• Modified by = This is the default column and has Person or Group, to know who modified the column.

You can follow the above SharePoint Online document library example to store these kinds of documents.

Example-6: Policy Documents

If you want to store policy related documents for your organization, then check out this document library example in SharePoint.

For this, we have created a SharePoint Online document library with the below columns.

• Name = This is the default column and has a Single line of text data type. When we upload the document it will appear in that column.
• About = We have used Multiple lines of text data type, to provide brief information about the documents.
• Approved By = In this column we have used managed metadata

• Approved ? = We have created a Yes/No data type column. It is used to know whether the policy is approved, for this, we have inserted the default value as No -> Click on Save.

• Department = We have created the Choice data type column and also, allow users to select multiple choices.

• Updated = Here, we have created a Yes/No data type column. It is used to know whether the policy is recently updated, for this, we have inserted the default value as Yes -> Click on Save.
• Modified = This is the default column and has a Date and Time data type column. It provides the date and time when the document is modified.
• Modified By = This is the default column and has Person or Group, to know who modified the column.

Here, you can see, that I have created the document library and added some files or documents to it.

This is an example of the SharePoint Online document library to store policy-related documents.

Example-7: Certificates

One of the organizations wanted to store all the certifications that it has achieved and for this, I have created a SharePoint Online document library.

Here, I have created a custom library in SharePoint and added some custom columns to it. Here are a few columns we have added.

• Name = This is the default column and has a Single line of text data type. When we upload the document it will appear in that column.
• Subject = We have used Multiple lines of text data type to create this column which is used to specify why the company got awarded.
• Awarded By = Person or Group data typed used to create this metadata column. It is used to specify the person who
• Certified Date = We have created a Date and time metadata column to specify whether the certificate is valid or not.
• Location = Here, we have taken the Location data type to specify the location where the award is given.
• File Size = We have created Person or Group data type column to inform who received the award on behalf of the company.
• Modified = This is the default column and has a Date and Time data type column. It provides the date and time when the document is modified.
• Modified By = This is the default column and has Person or Group, to know who modified the column.

After adding some documents, you can see how the library looks like.

You can follow this SharePoint Online document libraries example if you want to store similar kinds of documents.

Example-8: Announcement Documents

In one of the projects while I was working, got a requirement to store announcement documents. So, I have created a document library having the below columns.

• Name = This is the default column and has a Single line of text data type. When we upload the document it will appear in that column.
• About Launch = We have used Multiple lines of text data type, to provide brief information about the launches.
• Announcement Date = We have created the Date and Time data type column. It is used to provide the date for the announcement.
• Location = We have created the Location data type column where I have selected specific options to display locations such as Street Address, State, and City.

• Modified = This is the default column and has a Date and Time data type column. It provides the date and time when the document is modified.
• Modified By = This is the default column and has Person or Group, to know who modified the column.

You can follow this document library example if you want to store similar kinds of documents.

Example-9: Company Documents

Here is another SharePoint document library example, where the company wanted to store internal company-related documents. So I have taken a custom SharePoint Online document library and added a few metadata columns to store useful information about the document.

• Name: This is a Default column. Here we provide the document name.
• Description: This default multiple lines of text column will be used to store the document information.
• Department: We have created a Choice column named Department having choices like HR, Finance, Marketing, IT, and Sales. Where the user can select the Department as per their requirement.

• Uploaded by: This is also a Choice column, having choices are HR, Manager, and Board of Directors. Where the user can select the Uploaded by as per their requirement.
• Valid: We have created a YES or No column. Where the user can get the document still valid or not.

Here you can see, what the library looks like after adding a few documents to it.

Example-10: Furniture Documents

Here is another SharePoint document library example, that you can follow if you want to store furniture-related documents.

I have added a few metadata columns to a custom document library in SharePoint.

• Name: This is a Default column. Here we provide the document name.
• Description: This default multiple lines of text column will be used to store the document information.

• Furniture Type: We have created a Choice column named Furniture Type having the choices Dining-Kitchen, Office, Outdoor, Living, Bedroom, and Children. Where the user can select the Category as per their requirement.
• Availability: This is a YES or No column. Where the user can get furniture available or not.
• Valid: We have created a YES or No column. Where the user can get the document still valid or not.
• Assigned by: This is also a Choice column, having choices are HR, Manager, and Board of Directors. Where the user can select the Assigned by as per their requirement.

Now, see what the SharePoint Online document library looks like as shown below:

I hope this library example will help you.

Example-11: Product Documents

One of the product-based clients in the USA wanted to store various product documents. So, I have created a SharePoint Online document library and added some custom columns to it.

Here are the columns.

• Name: This is a Default column. Here we provide the document name.
• Description: This default multiple lines of text column will be used to store the document information.
• Document type: We have created a Choice column named Document Type having the choices Styles, New Arrivals, Podcast, and Shop the Look. Where the user can select the Document type as per their requirement.
• Availability: This is a YES or No column. Where the user can get it is available or not.

• Valid: We have created a YES or No column. Where the user can get the document still valid or not.
• Approved by: This is also a Choice column, having choices are HR, Manager, Board of Directors, Account executive, and Sales executive. Where the user can select the Approved by as per their requirement.

After adding some documents to the document library, this is how the document library example looks like:

Example-12: Procurement Documents

One of our clients based in the United States, wanted to store procurement documents in SharePoint Online. So, I have created a SharePoint Online document library and added a few custom columns to it.

• Name: This is a Default column, When we upload a file or document, then it represents the type of the file, with an icon.
• Document Description: We created Multiple lines of text type columns, where we mentioned the name and details of the particular agreement.
• Related to: We created a choice-type column, where we mentioned the documents related to such as Business partners, Office, Products, or HR department.

• Updated Date: We created a Date and time type column, where we mentioned when this agreement got an updated date for a particular agreement.
• Updated frequency: We created a Number type column, where we mention the number of times the agreement is updated.
• Approved: We created a Yes/No type column, where we mention whether this agreement is approved in an organization.
• Approved by: We created a Managed Metadata column, we use metadata columns across our sites because this provides users with a list of terms that we can apply to our content. Users must check out Metadata Column with the below link provided by Microsoft to create managed metadata column

After creating all different types of metadata columns and adding a few sample documents, the SharePoint Online document library looks like the below screenshot:

I hope this SharePoint document library example helps you to store similar kinds of documents.

Conclusion

In this SharePoint Online tutorial, we saw a few examples of SharePoint Online document libraries. I hope these examples will help you while making any SharePoint document library.

You. may also like the following SharePoint tutorials:

• Set Item-Level Permissions in SharePoint Online Document Library
• Set a Custom Template for a SharePoint Document Library
• Create a Folder in SharePoint Document Library
• Delete a Column in SharePoint List or Document Library