SharePoint Online document library examples

In this tutorial, we will discuss a few examples of SharePoint Online document libraries that you can create and use in SharePoint. These are a few SharePoint Online document libraries using different metadata to store various information.

SharePoint Online document library examples

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

Example-1: Mercy Information Documents

We have created this document library for Mercy Hospitals (Site), a company based out in the United States of America. Based on the business scenario, the client wanted to store the Mercy Hospitals Information Documents on the SharePoint Online site. They wanted to store documents like:

• Volunteer Opportunities
• Annual Reports Mercy
• Careers and Jobs of Mercy
• Hospital Equipment Documents
• Hospital Staff
• Partners of Mercy

For the creation of a SharePoint Online Document library, we are also using some Metadata columns. With regard to metadata columns, there are also some default columns when we create a SharePoint Online Document library such as :

• Name
• Modified
• Modified by
• Created and Created By
• File size etc

Metadata:

Metadata is nothing but Datatype columns with which we can easily identify or categorize the required documents from the vast Number of documents stored in the document library.

These are some of the metadata columns we have added to our SharePoint Online document library:

• 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 mentioned 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 Apply button.

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

This is how we can upload files or folders in SharePoint Online document library.

Example-2: Project Documents

Here, we will see one more example of the SharePoint Online document library i.e., (Project Documents) in Mercy Hospitals SharePoint Online site.

Based on the business scenario, the client wanted to store the Project Documents in SharePoint Online site such as:

• Albania Project
• Syria Project
• Somalia project

These are some of the metadata columns we have added to our SharePoint Online document library:

• 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:

This is how to add Metadata Columns in the SharePoint Online document library.

Example-3: Financial Info Documents

Likewise, we have created another SharePoint Online document library for Mercy Hospitals, Based on the business scenario, the client wanted to store Information regarding Financial Documents in SharePoint Online. They wanted to store the documents like:

• 2020 Auditors Report
• General Audit Report 2021
• General Audit Report2026
• Graphs of Operational Expenses 2020
• Independent Auditors Report 2023
• Operational expenses of 2022

These are some of the metadata columns we have added to our SharePoint Online document library:

• 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 having 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 Office 365) which are required for our document library as shown below:

• File Size: This is a Default column, where it mentioned 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 Apply button.

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

This is how we can Create and add Metadata columns to the SharePoint Online document library.

Example-4: Mercy Development Documents

In this section, we will discuss the last example of the SharePoint Online document library.

According to the requirement from the client, he/she wanted to store the information on Mercy Development Documents in SharePoint Online document library. They wanted to store documents like :

• Media Report Documents
• Application Documents of Mercy
• Digital Communities of Mercy
• Publication Documents of Mercy
• Social Media of Mercy
• News-Letters of Mercy
• Video Library

These are some of the metadata columns we have added to our SharePoint Online 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 will be done, we will see uploaded files and different Metadata Columns in the SharePoint Online document library as shown below:

This is how we can Create and add Metadata columns to the SharePoint Online document library.

Example-5: Installation + Tutorial Documents

• We have created this SharePoint Online Document Library (Installation + Tutorial) for the ‘Mitchell Black’ Custom Made Modern Wall & Floor Decor textile manufacturing company located in the United States of America.
• Based on the requirement of our client, we have stored the below-mentioned documents.
  • Peel & Stick Instruction
  • Pre-Pasted Instruction
  • Unpasted Wallpaper Instruction

To do that we have created SharePoint Online Document Library. In this SharePoint document library, we have added all the above-mentioned documents, by default Name, Modified, and Modified By columns will be created as shown below.

For users understanding, we have added more information by creating different types of custom metadata columns in SharePoint Online Document Library (Installation + Tutorial).

• 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.

This is how we can create a SharePoint Online Document Library (Installation + Tutorial) using different metadata columns.

Example-6: MB Policy Documents

• We have created this SharePoint Online Document Library (MB Policy Documents) for the ‘Mitchell Black’ Custom Made Modern Wall & Floor Decor textile manufacturing company located in the United States of America.
• Based on the requirement of our client, we need to store the below-mentioned documents such as
  • Privacy Policy
  • Return & Exchange Policy
  • Shipping Policy
  • Terms of Services

Here, we have created SharePoint Online Document Library. In this SharePoint document library, we have added all the above-mentioned documents and by default Name, Modified, and Modified By columns will be created as shown below.

To make users understand, we have added more information by creating different types of custom metadata columns in SharePoint Online Document Library (MB Policy Document).

• 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.

This is an example of the SharePoint Online Document Library (MB Policy Document) using different metadata columns.

Example-7: MB Certificates

• We have created this SharePoint Online Document Library (MB Certificates) for the ‘Mitchell Black’ Custom Made Modern Wall & Floor Decor textile manufacturing company located in the United States of America.
• Based on the requirement of our client, we need to store the below-mentioned documents such as
  • Golden Elegant Certificate of Appreciation
  • Achievement for Best Decor Company
  • Certificate of Appreciation for Best E-Commerce Company

Here, we have created SharePoint Online Document Library. In this SharePoint document library, we have added all the above-mentioned documents and by default Name, Modified, and Modified By columns will be created as shown below.

To make users understand, we have added more information by creating different types of custom metadata columns in SharePoint Online Document Library (MB Policy Document).

• 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 a 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.

This is how our example of SharePoint Online Document Library (MB Certificate) looks containing different metadata columns.

Example-8: Announcement Documents

• We have created this SharePoint Online Document Library (Announcement) for the ‘Mitchell Black’ Custom Made Modern Wall & Floor Decor textile manufacturing company located in the United States of America.
• Based on the requirement of our client, we need to store the below-mentioned documents such as
  • The Iconic House
  • Mitchell Black’s New Launch
  • Charlotte Designer Showhouse

To do that we have created SharePoint Online Document Library. In this SharePoint document library, we have added all the above-mentioned documents, by default Name, Modified, and Modified By columns will be created as shown below.

For users understanding, we have added more information by creating different types of custom metadata columns in SharePoint Online Document Library (Announcement).

• 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.

This is how our example of SharePoint Online Document Library (Announcement) looks containing different metadata columns.

Example-9: Company Documents

We have created this document library for Dutch Craftes, a company based out in the United States of America.

Based on the business scenario, the client wanted to store the Company documents on the SharePoint Online site. They wanted to store documents like:

• About Company
• Dutch Crafters Store Locations
• Terms and Conditions

For this, we have created a SharePoint document library (Company Documents). By default, the following columns are automatically created such as:

• Name
• Modified
• Modified by

Here, see the below figure that how we can create a document library with default columns:

Now, we have created different types of Metadata columns for the SharePoint document library as per our requirement.

• 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.

• Default columns: By default whenever we create a document library, the following columns are automatically created such as:

Now, see the below image that how we can get a SharePoint Online document library (Company Documents).

This is how we can create the SharePoint Online document library.

Example-10: Furniture Documents

Similarly, we have created another document library for Dutch Crafters, Based on the business scenario, the client wanted to store the Furniture Documents in SharePoint Online site such as:

• Amish Bedroom Furniture
• Amish Outdoor Furniture
• Dining and Kitchen

Here, we have created different types of Metadata columns for the SharePoint document library such as :

• 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 the SharePoint Online document library (Furniture Documents) as shown below:

This is how we can add a SharePoint Online document library.

Example-11: Product Documents

Likewise, we have created another document library for Dutch Crafters, Based on the business scenario, the client wanted to store the Product Documents in SharePoint Online. They wanted to store the documents like:

• The Amish Furniture Podcast
• Amish Furniture Styles
• New arrivals
• Shop the Look

Here, we have created different types of Metadata columns for the SharePoint document library such as :

• 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.

Now, see the SharePoint Online document library (Product Documents) like below:

This is how we can create the SharePoint Online document library.

Example-12: Company Resources

Similarly, we have created another document library for Dutch Crafters, Based on the business scenario, the client wanted to store the Company Resource Documents in SharePoint Online. They wanted to store the documents like:

• Amish Furniture Learning Center
• Caring for Wood Furniture
• Video Library

Here, we have created different types of Metadata columns for the SharePoint document library such as :

• 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 Managed metadata from the Term store. Here we select departments with different choices like HR, Finance, Training, Sales, and IT.

• Availability: This is a YES or No column. Where the user can get it is available or not.
• Till Valid: We have created a YES or No column. Where the user can get the document still valid or not.
• Uploaded 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 Uploaded by as per their requirement.

Now, see the below image that how we can get a SharePoint Online document library (Company Resources).

This is how we can create the SharePoint Online document library.

Example-13: RENA Certificates

We have created a document library for RENA Technologies, Based on the business scenario, the client wanted to store the RENA technologies certificates documents in SharePoint Online. They wanted to store the certificates like:

• Welding Specialist company
• ISO-certified RENA Austria
• ISO-certified RENA Germany
• Attestation of used welding parameters.
• Calibration certificate for welding equipment.
• Certificate of conformity in accordance with 10/2011/EC.

For that, we have created a custom SharePoint document library and added all the above documents, by default Modified and Modified by column will be created.

But we will add more information to a document for user understanding, so we will create different types of Custom Metadata columns, by clicking on the +Add column in the SharePoint document library such as

• Name: This is a Default column, When we upload a file or document, then it represents the type of the file, with an icon.
• Subject: We created a Single line of text type column, where we mentioned the name and details of the particular certificate.
• Accordance with: We created Multiple lines of text-type columns, each certificate as its own law of accordance to get certified, so we mentioned the details of particular certificates.
• It is Valid: We created a Yes/No type column, each certificate is valid for some years, so we have whether it is valid now or not.

• If valid years: We created a Number type column, if the certificate is valid, we provided how many years the certificate will be valid for the particular certificate.
• Certified Date: We created a Date and time type column, where we mentioned when RENA Technologies got the certified date in a particular certificate.

• Valid Until: We created a Date and time type column, where we mentioned a particular date for the certificate will be valid.
• Issuer: We created a choice type column, where we mentioned a particular organization that certified it for the particular certificate such as ISO, Any Organization, or National.

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

After creating all different types of metadata columns, the SharePoint Online document library looks like the below screenshot:

This is how we added different types of Metadata columns in the SharePoint document library as RENA Certificates.

Example-14: Semiconductor Product Documents

We have created this document library for RENA Technologies, a company based out in the United States of America.

Based on the business scenario, the client wanted to store the Semiconductor product documents in SharePoint Online. They wanted to store documents like:

• General Dispatch and Packaging Guidelines( but we stored guidelines in a folder because guidelines will be updated with different guidelines)
• RENA datasheet wafering
• Datasheet processing platform
• Brochure semiconductor
• RENA datasheet EPA

For that, we have created a custom SharePoint document library, and added all the above documents, by default Modified and Modified by column will be created.

But we will add more information to a document for user understanding, so we will create different types of Custom Metadata columns, by clicking on the +Add column in the SharePoint document library such as:

• Name: This is a Default column, When we upload a file or document, then it represents the type of the file, with an icon.
• Product Name: We created a Lookup type column, where we mentioned the semiconductor product’s name using the lookup column, which gets information from the SharePoint list as we mentioned while creating. (Semiconductor Products list)

• Status: We created a choice-type column, where we mentioned the status of a file for a particular certificate such as Approved, Draft, Reviewed, Manager Reviewed, or delivered to client.

• Document Handled by: We created a Person type column, where we mentioned a particular person who is handling the file.

• Updated: We created a Yes/No type column, where we mention whether the file is updated or not, because the datasheet will be updating for a particular time, in an organization.
• Reviewed updated: We created a Number type column, where we mention the number of times the file is updated.
• File size: This is a Default column, where it mentioned the file size, which we uploaded it. But this column will be hidden in the SharePoint document library, we need to display this column by Column settings -> Select Show/hide columns -> Select the File size and click on Apply button.

After creating all different types of metadata columns, the SharePoint Online document library looks like the below screenshot:

This is how we added different types of Metadata columns in the SharePoint document library as RENA Semiconductor Product documents.

Example-15: RENA Procurement

We have created another document library for RENA Technologies, Based on the business scenario, the client wanted to store the RENA technologies procurement documents in SharePoint Online. They wanted to store the documents like:

• Code of conduct.
• Non-disclosure agreement.
• General terms and conditions of RENA technologies.
• General dispatch and packaging guidelines.

For that, we have created a custom SharePoint document library, and added all the above documents, by default Modified and Modified by column will be created.

But we will add more information to a document for user understanding, so we will create different types of Custom Metadata columns, by clicking on the +Add column in the SharePoint document library such as:

• 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 where 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, the SharePoint Online document library looks like the below screenshot:

This is how we added different types of Metadata columns in the SharePoint document library as RENA Procurement documents.

Example-16: RENA Documents

We have created another document library for RENA Technologies, Based on the business scenario, the client wanted to store the RENA technologies documents in SharePoint Online. They wanted to store the documents like:

• RENA Data privacy statement
• RENA Image brochure
• RENA Branch Directions.(RENA has so many branches so we will create a folder and we added the direction of branches to it)

For that, we have created a custom SharePoint document library, and added all the above documents, by default Modified and Modified by column will be created.

But we will add more information to a document for user understanding, so we will create different types of Custom Metadata columns, by clicking on the +Add column in the SharePoint document library such as:

• Name: This is a Default column, When we upload a file or document, then it represents the type of the file, with an icon.
• Description: We created Multiple lines of text type columns, where we mentioned the name and details of the particular file.

• Approved: We created a Yes/No type column, where we mention whether this file is approved in an organization.
• Approved by: We created a Managed Metadata type column, we use metadata columns across our sites because this provides users with a list of terms that where we can apply to our content. Users must check out Metadata Column with the below link provided by Microsoft to create managed metadata column
• Handled by: We created a Person type column, where we mentioned a particular person who is handling the file.
• File size: This is a Default column, where it mentioned the file size, which we uploaded it. But this column will be hidden in the SharePoint document library, we need to display this column by Column settings -> Select Show/hide columns -> Select the File size and click on Apply button.

After creating all different types of metadata columns, the SharePoint Online document library looks like the below screenshot:

This is how we added different types of Metadata columns in the SharePoint document library as RENA Documents.

Conclusion

In this SharePoint Online tutorial, we saw a few examples of SharePoint Online document libraries.

You. may also like the following SharePoint document libraries tutorials:

• SharePoint Online document library folder level permissions
• Add a Link to SharePoint Online Document Library
• Add Templates to SharePoint Online document library
• SharePoint Document Library Views