Managing Documents and Document Libraries

Article
02/04/2013

You can share documents and files that you want to make available to all team members by uploading them to the project portal for your team project. You can create document libraries and organize the files that you upload to your project portal within those libraries, in addition to folders and subfolders. The folders and subfolders always appear in alphabetical order.

Your team project's Documents node displays all the project portal document libraries as its child nodes. These nodes are the same names that appear when you click Documents in the project portal. The Documents node is another view of the document libraries on the project portal.

Note

The Documents node appears only when your team project has a project portal enabled and is associated with a SharePoint site. For more information, see Access a Team Project Portal and Process Guidance.

You can view documents by double-clicking them. You can also upload, delete, move, and perform other tasks on the documents, libraries, and folders.

When you create a team project, the process template that you use determines the default names and content of the folders that are located under the Documents node of Team Explorer. For a description of the documents that are provided with the Microsoft Solutions Framework (MSF) process templates, see Artifacts (Agile) or Artifacts (CMMI). You can add other folders to the Documents node. The folders and subfolders always appear in alphabetical order.

You can use Team Explorer, Team Web Access, or your project portal to manage documents and document libraries. For information about how to manage documents in the project portal, see the help information that is provided for SharePoint Products.

In this topic

Uploading a Document
Creating a Document Library
Adding a Folder or Subfolder
Moving, Copying, or Deleting a Document or Folder
Renaming a Document or Folder

Required Permissions

To perform these procedures, you must be a member of the Team Foundation Valid Users security group. If the necessary security permissions are set explicitly, your View project-level information permission on the team project must be set to Allow.

You must also have Contribute permissions set for the project portal in SharePoint Products. For more information, see Team Foundation Server Permissions.

Uploading a Document

To upload a document in Team Explorer

In Team Explorer, under the Documents node, right-click the folder where you want to upload the document, and then click Upload Document.
In the Open dialog box, click the document that you want to upload.

If necessary, use the navigation buttons to locate the document.
Click Open.

The document is uploaded to the folder that you right-clicked.

To upload a document in Windows Explorer

In Team Explorer, expand the Documents node or child node where you want to upload the document.
In Windows Explorer, click the document that you want to upload, and then drag it to the folder or document library under the Documents node.

To upload a document in Team Web Access

In Team Web Access, click the Documents page.
On the Documents page, click the folder in the document library to which you want to upload documents.

The Documents page displays the contents of the folder.
Click Upload Document.
In the Upload Document dialog box, click Browse, and locate the document that you want to upload.
To overwrite an existing file, select the Overwrite (if file exists) check box.
Click OK to upload the document, or click Cancel to cancel the upload action.

The Documents page displays the file that you uploaded.

Creating a Document Library

To create a document library in Team Explorer

In Team Explorer, right-click the Documents node for the team project where you want to create the document library, and then click New Document Library.
Type a name for the library, and then press ENTER.

To create a document library in Team Web Access

In Team Web Access, click the Documents page.
On the Documents page, click New Document Library.
The Create New Document Library dialog box appears.
In the Library name box, type a name.
To turn on versioning, select the Create a version each time you edit a file in this document library check box.

If versioning is turned on, you can check files out of the document library and modify them. If versioning is not turned on, you cannot modify the files in the library.
When you have finished creating folders, click OK.

The Documents page displays the new folder. If you have turned on versioning, a check mark appears in the Versioning column to indicate that you can check files out for editing.

Adding a Folder or Subfolder

To add a folder or subfolder in Team Explorer

In Team Explorer, right-click the folder that is above where you want to add the folder, and then click New Folder.

Note

You can create folders only at the document library or folder levels. You cannot create a folder at the Documents node level.

Type a name for the new folder, and then press ENTER.

To add a folder or subfolder in Team Web Access

In Team Web Access, click the Documents page.
On the Documents page, click the folder in the document library in which you want to create a subfolder, and then click New Folder.
In the Create Folder dialog box, type a name for the new folder.
Click OK to create the folder, or click Cancel to close the dialog box without creating a folder.

The Documents page displays the folder that you created.

Moving, Copying, and Deleting a Document or Folder

To move or copy a document or folder to a new folder

In Team Explorer, right-click the document or folder, and then click Cut or Copy.
Right-click the target folder, and then click Paste.

Note

If you create a list of work items as a document in one team project and then move or copy that list to another team project, the bindings and references in that list continue to the first team project. For example, if a list of work items is contained in a Microsoft Excel (.xls) or Microsoft Project (.mpp) file, these files continue to be bound to the team project where the work items are defined. If you move the files to another team project, you do not change the server bindings. For information about how to change the server to which a document is bound, see Connect a Microsoft Office Document to Team Foundation Server.

To delete a document or folder

In Team Explorer, right-click the document or folder, and then click Delete.
Click OK.

Renaming a Document or Folder

To rename a document or folder

Right-click the document or folder, and then click Rename.

Note

You cannot rename a folder if it represents a document library.
Type a new name, and then press ENTER.

Note

You cannot change the file name extension for a document by using Team Explorer or the project portal.

Share via