Uploading documents to SharePoint

Uploading documents, folders and e-mail messages to SharePoint

Use harmon.ie to upload documents and folders from your computer as well as e-mail messages or Outlook folders from Microsoft Outlook to SharePoint.

To upload files:

  • Use the Upload icon () in the toolbar and select the document or folder you want to upload.
    - or -
  • Drag a document, a folder, an e-mail message, or an Outlook folder from your computer or from Outlook to the harmon.ie sidebar.

Notes and limitations:

  • The upload process of folders is recursive: the contained items and sub-folders are uploaded.
  • The drag-and-drop process of Exchange public folders may be extremely slow since items are downloaded through the wire from the Exchange server, and bandwidth for public folders may be limited by the server.
  • Due to an Outlook limitation, it is not possible to upload folders that include characters which do not match your machine locale.

When an item is being uploaded, you can monitor the progress in the progress bar, which appears at the bottom of the harmon.ie sidebar. From here you can see the name of the current item being uploaded as well as the status of the upload. You can stop the current upload process by clicking the Cancel Operation icon () in the progress bar.

The progress bar shows the progress of document upload.

To select a content type:

When uploading a new document to a document library with multiple content types, the default type for the library is used. Alternatively, you can configure harmon.ie to prompt you to select a document content type.

To set document properties:

In the following cases uploaded documents are checked out (and not visible to other users) and the Properties window opens:

  • If a document library is configured with required properties that do not have a default value.
    - or -
  • If column validation is defined and the validation fails.

The Properties window can also be configured to be opened on every upload, to remind you to fill in the document properties, whether they are required or optional.

After filling in the required properties and/or validating the values, you can check in the document.

Tip: It is possible to open the Properties window in full view.

Note: The Microsoft Office 2007 file formats (.docx, .xlsx and .pptx) include metadata. When uploading an Office 2007 document, the file's metadata is stored as SharePoint properties, if the library has properties with the same names.

To add a new version or replace an existing document:

You can replace an existing SharePoint document (when uploading to libraries with no versioning support), or add a new version to the document (when uploading to libraries with versioning support) by uploading the document to SharePoint again. You can replace the document, or add a new version, even when the document name has changed.

To add a new version or replace a document with a document with the same name:

  • When uploading to a document library with versioning support:
    1. Upload the document using the Upload icon or using drag-and-drop to the library.
    2. A dialog prompts you to add a new version to the existing document:
      When uploading a document that already exists in the SharePoint document library, you are asked if you want to replace the existing document, or rename the new document.
      Check Add as a new version to existing document(s) to add the uploaded document as a new version to the existing document. The contents of the new document are updated, while document metadata and history are preserved.
      Uncheck to rename the new document. In this case a running count is appended to the document names, for example findingpeople.doc, findingpeople (1).doc, findingpeople (2).doc, etc.
    3. Click OK to continue or Canel to cancel the upload operation.
  • When uploading to a document library with no versioning support:
    1. Upload the document using the Upload icon or using drag-and-drop to the library.
    2. A dialog prompts you to overwrite the existing document:
      Check Overwrite existing document(s) to replace the document with the new one.
      Uncheck to rename the new document. In this case a running count is appended to the document names, for example findingpeople.doc, findingpeople (1).doc, findingpeople (2).doc, etc.
    3. Click OK to continue or Canel to cancel the upload operation.

Note: Metadata in files for any of the Office 2007 formats (.docx, .xlsx and .pptx) overwrites existing SharePoint properties.

To add a new version or replace a document with a document with another name:

Use this method for this scenario: you uploaded a document called "Welcome to Harmon.ie.docx" to SharePoint, and you sent it to someone outside of your company for review. This person returns the document to you and changed its name to "Welcome to Harmon.ie-review-jf.docx". You want to upload this document to SharePoint to replace the original document but to preserve the original name.

This is how it is done:

  • When uploading to a document library with versioning support:
    1. Drag the document onto the document you want to overwrite and hold for 2 seconds. A tooltip displays: Add as a new version to <document name>.
      Drag and hold a document on top of the document you want to replace.
    2. Drop the document. The new document is renamed to the existing document name on which you dragged this document, and added as a new version of that document.
  • When uploading to a document library with no versioning support:
    1. Drag the document onto the document you want to overwrite and hold for 2 seconds. A tooltip displays: Overwrite <document name>.
    2. Drop the document. You are asked if you want to overwrite the existing document. If you click OK, the new document is renamed to the existing document on which you dragged this document, and replaces that document.

Note: You can only replace a document using this method, if both the existing and new documents have the same file type.

Availability of uploaded documents

When you upload documents to SharePoint document libraries that require checking out documents before editing, the uploaded documents are automatically checked out. These documents are not visible to other SharePoint users until checked in. When you upload documents using harmon.ie, a prompt asks you to check in the documents to make them available to other users.

harmon.ie asks you to check in new documents to SharePoint to make them available to other users.

If you click Yes, all uploaded documents are checked in and immediately available to other SharePoint users. Clicking No leaves the documents checked out and hidden from other users. By selecting the Remember my choice check box, you will not be prompted to check in documents on upload. Instead, your answer will be applied to future uploads, with documents always checked in automatically (if Yes was selected), or always left checked out (if No was selected).

Notes:

  • The Check In setting is global for all SharePoint sites.
  • This setting also applies to scenarios where documents would be left checked out after editing document metadata.

You can configure whether you want harmon.ie to ask you to check in documents. Click the arrow in the lower right corner of the harmon.ie ribbon group, or select Options from the harmon.ie sidebar menu, select the SharePoint tab, and then click the Documents > Options button. The three radio buttons under Ask me to check in documents, making them available to others? let you set the preferred behavior. If you previously checked Remember my choice in a check in prompt, and want to revert to the default behavior, select Yes.

In Document Options you can set the preferred behavior for check in prompts.

Availability of uploaded documents requiring properties

When you upload a document to a library with required properties, or when column validation is defined and the validation fails, you are not prompted immediately to check it in. Instead, the Properties window opens automatically and the first required field is highlighted. When you leave the Properties window after filling in the relevant properties, you are asked if you want to check in the document to make it available to other users.

When you upload multiple documents to libraries with required properties, and leave the library without filling in the required metadata, or when column validation is defined and the validation fails, you are warned about leaving the uploaded documents checked out and not available to other users. By selecting the Do not warn me again check box, you will not be warned on future uploads about leaving documents with missing required properties or failed column validation.

harmon.ie warns you about leaving uploaded documents checked out and not available to other users.

You can configure whether you want harmon.ie to warn you when you do not fill in required properties, or when properties validation fails. Click the arrow in the lower right corner of the harmon.ie ribbon group, or select Options from the harmon.ie sidebar menu, select the SharePoint tab and then click the Documents > Options button. The check boxes Warn me when documents are missing required properties and Warn me when documents do not pass the library validation rules let you set the preferred behavior. Select these check boxes if you previously checked Do not warn me again in a warning prompt, and want to revert to the default behavior.