SharePoint Information Site > Basics > Uploading/Inserting Documents

Uploading/Inserting Documents

Documents are uploaded to your SharePoint site's documents libraries and then inserted as a link on a page. Below are the steps for uploading, linking to, and publishing documents. 

We recommend only uploading PDF documents. PDFs tend to be the best for user experience because they are near universal. Microsoft Word, Excel and PowerPoint files will require authentication, even when published, unless they are housed in your site's root documents folder. 
**Even though it is not recommended, if you must link to a Microsoft Office file in your site, you have to upload, publish, and link to it from the top level documents folder, accessed through View All Site Content via your site's home page.

Steps for uploading and inserting documents

After logging in to your site, go to the page where you want to insert the document. When you are on the page, click the Edit icon (the second to the right of Site Actions) or click on the Site Actions dropdown menu and select Edit Page.

Click in the Main Content area and highlight the words to which you would like to link the document (this is usually the document title or an action word).

 

Click on the Insert tab in the ribbon and then click on Link or from the dropdown, click From Sharepoint

A box will appear that shows your SharePoint Documents library, click Upload at the top to upload the document (this should be done for PDFs, see note above about Word documents -- upload those to your top-level Documents folder only).

Click Choose File to choose the file from your computer and then click OK

After you have chosen the file from your computer, when another box pops up, click Save

Then select the document so it is highlighted by clicking on it and then click OK

The page will now look like this in edit mode:

Your document is now linked in the text. Notice that it automatically added the Adobe Reader symbol to indicate that the file type is a PDF. Now you must publish the document in the Documents library.

When you are done editing the page, don’t forget to Save & Close and Check In


Publishing a Document

Documents do not automatically publish like images do, so you will have to publish the documents before publishing the page. To publish the documents: 

On the page when you have inserted the documents, in the top left corner click on the Site Actions dropdown menu and select View All Site Content.

You now have access to the full Documents library. Click on Documents

Click on the checkbox next to the name of the document you want to publish. In this case, that document is Sample2.pdf (note that it says that it is in "Draft" mode under Approval Status)

Now that you have clicked the checkbox next to the document name, the ribbon should have brought up a new menu called "Library Tools" and the tab should be "Documents." In the ribbon, click on Publish

When the box comes up, click OK (you may leave a comment if you wish, but it is not required)

The next box that comes up will start the document publishing workflow. Click Start

Now the page will refresh and you'll be back in your document library. Once again, click the checkbox next to the name of the document. In the ribbon, click on Approve/Reject

At the top of the box that comes up, click the bubble next to Approved and then click OK

When the pages refreshes, you'll see that your document now says "Approved" where it previously said "Draft" under Approval Status. Your document is now published and live. 


SharePoint Documents FAQ

Steps for pre-uploading multiple documents

If you are going to insert several documents on a page, we suggest first uploading them to the site's Documents library.

On the page where you would like to insert the documents, go to theSite Actions dropdown menu and select View All Site Content

You are now taken to a view showing the image and document libraries for the subsite that your page is under. Click on Documents

You are now in the Documents library. You should see a small green plus sign with the words Add New Item next to it. Click that to upload documents from your computer.

Now when you go back to the page where you want the documents to be linked, edit the page and click in the Main Content area and highlight the text you would like to be the link to the document.

Click on the Insert tab in the ribbon and then click on Link or from the dropdown, click From Sharepoint

A box will appear that shows your SharePoint Document library, click on the image you previously uploaded and click OK.


When you are done editing the page, don’t forget to Save & Close and Check In.

What if I want to link to a Word document?

Word documents are not optimal, however, if you do need to link to a Microsoft Office Word document in your SharePoint site, you can upload it to the root Documents library.

Go to your site's home page and click on Site Actions, then select View All Site Content. The Documents library there should be set up to allow Word documents*.

You still have to publish and approve Word documents in this folder. So long as they are published and live in this folder, they will work.

This also applies to other Microsoft Office documents like Excel spreadsheets and PowerPoints. However, please keep in mind that these file type are not optimal becau​​se not all computers or devices will be able to open them. ​​​


*Put in a TSC Ticket if you link to documents that are published that live in this folder and they still require login.​

What do I do if my documents are requiring visitors to log in to view them?

This is happening because the document is not published. All documents must go through approval workflow in order to be accessed by the public.

Go to the Documents library where to document is stored (usually thorugh Site Actions and then View All Site Content). Click on the check box next to the document and in the ribbon click on Publish. When the page refreshes, select it again and in the ribbon click on Approve/Reject and select Approve and click OK. ​

How can I tell if I successfully linked to and published my document and my page?

Sign out of SharePoint by clicking on your name in the upper right corner of the page and click Sign Out. Your page will refresh and you can then type in the URL of your site again.

You can also check in a different browser that you are not signed in on.

After publishing the document, linking to it on your page, publishing your page, and logging out or opening the page in a new browser: 

  • Go to the page and click on the document. If it downloads automatically, or asks you to download the file, it is published. 
  • If it prompts you to log into SharePoint, the document is unpublished and you need to make sure that it is approved by logging back in and going to Site Actions and View All Site Content and clicking Approve in the ribbon.

**Documents do not automatically publish like images do, so you will have to publish the documents before publishing the page. To publish the documents: On the page when you have inserted the documents, in the top left corner click on the Site Actions dropdown menu. Select Manage Content and Structure. When the view changes, click on Documents. Hover over the name of the document and click the dropdown menu. Select Publish and when the box pops up, click Start. When it refreshes, hover over the name of the document again and click the dropdown menu. Select Approve and then click OK and when the box appears click Approve. Your document is now published.