SharePoint Online Document Set - Use

This article will show you how to use SharePoint Online Document Sets

In this article, we will continue with the Project Document Sets we have been working on in the KB article How to create sharepoint an online document set

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We created a new content type and added some new columns,

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and we also went into the documents and settings and set that it should have three default content files here so that's all done. 

Now we will be going to go in and create a new application on this site.

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It's gonna be a new document library and we are gonna call it IT projects. 

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That IT projects then we are gonna take out of the recent ones.

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And we are going to go into the Library Settings on that Library.

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Under Advanced Settings, we will allow management or content types.

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While we are here, we will also be going to remove the folder commands.

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Click on the button OK.

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Now we see we have this whole section here in content types.

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Then we gonna add from the existing site content type now.

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This has a whole list of content types, but we want the one that's in our group, so we gonna select also project.

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Click on the button OK. 

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Now we see that we have a Document on the Project. Both are available in this Document Library.

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However, we don't want people to create documents here - just projects, so we will go into Documents to delete the content types.

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Of course, we didn't delete the whole Content Type. We just deleted the copy of that in this document in this Document Library.

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When we click on New you will see we get a Project there which is exactly what we want to see. We also see the icon for the document set.

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We will be going to create this.

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We get to fill in the name and the description. Those are default and we get Project cost in the Project Manager also so let's see with the IT department is building the new Support System. We will be going to make up a description for that. The Project Cost is gonna be ten thousand dollars. In the Project Manager field is gonna be the Owner.

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We are saving that and now you will see what happens inside this document set. I get all of these files and you see the naming is rather good to again Support System which is the name of the Project and cost Support System executive also, so all these files are available. 

If we jump one level,

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we will see here the Support System. Of course, we should modify the view.

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After changing the view, we will see relevant information.

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Uncheck in the Display column Modified and Modified checkboxes. Instead of those we will be going to show the Project Cost of the Project Manager rather not the information for this Document Library.

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Here we have a Support System assigned to the owner and so we can do it again new Project.

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This time we are moving servers to the cloud and that cost is gonna be five thousand dollars. A new person will be responsible for that same thing happening if you see the Document sets.

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We get the files there and when we go back, we can see them.

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Let's put the total there and modify the view. Here we go a bit further down we get the totals.

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Here we go a bit further down we get the totals.

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The total Project Cost is gonna be the Sum of course. 

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Click the Ok button.

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That is another good way of working with documents and we will be going to have multiple documents to group them. Also, we can create a new Document Library for every project. That's another option but if we want to get a quick overview of all the projects this is a good one. 

We showed you how to work with document sets! 


 

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