Upload Documents

This video leads users through the process of uploading documents to SharePoint site collection libraries for Oregon.gov websites.

Notes

Before uploading a document to a SharePoint library, make sure that the document is sufficiently compressed to the minimum footprint possible to maintain performance and readability of the document.

• Video files should not be uploaded as SharePoint is not optimized for video streaming
• Audio files should be reduced in size to 10MB per hour or less
• Images should be reduced as much as possible.  100kb should be considered a large image

Libraries with columns set as required values

If a library has columns set to required values, then the library essentially has draft versions enabled. Uploaded documents cannot be made publicly available until the required column value(s) are satisfied and the documents have been checked in.

Video - Uploading Documents

Important notes about documents

• File Size - The file size limit for SharePoint document libraries is 50MB.  Most files can be compressed to less than that fairly easily using either locally installed software or online services.  Consult with your IT department to determine your best options.  
• File Types - SharePoint is open for any commonly used file type used as content on websites. Executable files and files of a risky nature may be refused.  If that happens, contact the Oregon E-Government Service Desk to see if there are any workarounds that can be suggested by site administration.
• Video Files - SharePoint is not optimized for video streaming.  That in addition to the 50MB file size restriction means that videos are best served by uploading to a video streaming service and embedding the video from the service into your page using the embed code referenced by a Content Editor Web Part.
• Audio Files - Audio can be used on the website as long as it conforms to the file size restrictions. Audio recordings of the spoken word in meetings can be reduced pretty easily to less than 10MB per hour.  This can be accomplished by locally installed software or various online services.  Work with your IT department to find the best solution for your needs.
• Image Files - Images must be prepared for the web as is described in the Preparing Images for use on Pages article and video.

Suggested Next Videos

• Preparing Images for use on Web Pages
• Embedding Content 

Still have questions?  

You can:

• Search the Knowledge Base for what you are looking for: 

• You can find more articles in the V4.x Article Index
• You can submit a question to the Oregon E-Government Service Desk