How To Create SharePoint Organization Asset Libraries

Key insights

• SharePoint Organization Asset Libraries are designated document libraries used to manage and distribute company-wide assets like images, logos, and templates. They help maintain consistent branding and document formatting across the organization.


• Centralized Asset Management: These libraries provide a centralized location for storing approved content, ensuring all users have access to the same resources, enhancing efficiency and productivity.


• Integration with Office Applications: The libraries integrate seamlessly with Microsoft Office applications such as Word, Excel, and PowerPoint, allowing users to access company templates directly from these apps.


• Setting Up an Organization Asset Library: Create a SharePoint site, configure permissions, create a document library, and use PowerShell to designate it as an asset library using the Add-SPOOrgAssetsLibrary cmdlet.


• Enhanced Features: New features include improved integration with Office applications, support for Content Delivery Networks (CDNs) for faster asset delivery, and flexibility in managing up to 30 different types of libraries.


• PowerShell Commands: Use commands like Add-SPOOrgAssetsLibrary, Get-SPOOrgAssetsLibrary, Set-SPOOrgAssetsLibrary, and Remove-SPOOrgAssetsLibrary to manage the organization asset libraries effectively.

Introduction to SharePoint Organization Asset Libraries

SharePoint Organization Asset Libraries are a significant advancement in managing and distributing company-wide assets, such as images, logos, and document templates. This innovative feature allows organizations to centralize their official content, making it easily accessible to all users across the organization. In this article, we will explore what this technology entails, its advantages, the basics of setting it up, and what's new about this approach.

Understanding SharePoint Organization Asset Libraries

SharePoint Organization Asset Libraries are essentially document libraries designated as official repositories for company content. They can store images, logos, and document templates, making these assets readily available to users when creating new documents or adding content to SharePoint pages. This feature is particularly useful for maintaining consistency in branding and document formatting across the organization. By having a centralized location for these assets, companies can ensure that all employees have access to the same approved content, thereby reducing discrepancies and enhancing brand integrity.

Advantages of Using SharePoint Organization Asset Libraries

• Centralized Asset Management: Organization Asset Libraries provide a centralized location for storing and managing company assets, ensuring that all users have access to the same approved content.
• Consistency in Branding: By using these libraries, organizations can maintain consistent branding across all documents and web pages.
• Efficiency and Productivity: Users can quickly find and use approved assets, reducing the time spent searching for the right images or templates.
• Integration with Office Applications: The libraries integrate seamlessly with Microsoft Office applications, allowing users to access company templates directly from Word, Excel, and PowerPoint.

Setting Up SharePoint Organization Asset Libraries

To set up an Organization Asset Library, you need to follow these steps:

• Create a SharePoint Site: Start by creating a new SharePoint site, preferably a communication site, to host your organization's assets.
• Configure Permissions: Ensure that the site has appropriate permissions. Add users who need to modify assets to the Site Owners or Site Members group, and add "Everyone except external users" to the Site Visitors group.
• Create a Document Library: Within the site, create a document library that will serve as your Organization Asset Library.
• Use PowerShell to Designate the Library: Use the SharePoint Online Management Shell to run the Add-SPOOrgAssetsLibrary cmdlet, specifying the library URL and asset type (e.g., ImageDocumentLibrary or OfficeTemplateLibrary).

New Developments in SharePoint Organization Asset Libraries

The latest developments in SharePoint Organization Asset Libraries include:

• Enhanced Integration: The libraries are now more seamlessly integrated with Microsoft Office applications, allowing users to access company templates directly from within Word, Excel, and PowerPoint.
• Content Delivery Network (CDN) Support: Setting up an Organization Asset Library automatically enables a CDN for faster and more reliable asset delivery.
• Flexibility in Asset Types: Organizations can specify up to 30 libraries, which can be used for images, document templates, or both, providing flexibility in managing different types of assets.

Challenges and Considerations

While the benefits of SharePoint Organization Asset Libraries are clear, there are challenges and considerations to keep in mind:

• Implementation Complexity: Setting up these libraries requires careful planning and execution, particularly when it comes to configuring permissions and using PowerShell commands.
• Training and Adoption: Employees need to be trained on how to use the new system effectively. This can require time and resources, but is essential for maximizing the benefits of the technology.
• Maintenance and Updates: Regular updates and maintenance are necessary to ensure that the libraries continue to function optimally and that the content remains current and relevant.

Conclusion

In summary, SharePoint Organization Asset Libraries offer a robust solution for managing company-wide assets, enhancing productivity and consistency across the organization. With its seamless integration with Office applications and support for CDNs, this technology continues to evolve as a key tool for modern businesses. By understanding the benefits and challenges associated with this feature, organizations can make informed decisions about its implementation and usage.

Keywords

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