Accessing the Library Settings via the Gear Icon
When working within a SharePoint document library, the most common way to access settings is through the gear icon located at the top-right corner of the screen. Clicking this icon opens a dropdown menu—select “Library Settings” to proceed. This action will direct you to a dedicated page or panel for managing your document library.
To avoid mistakes, always check labels and icons carefully. Being familiar with this location streamlines your workflow and makes site management more efficient.
![Site management]()
Other Ways to Reach Library Settings
If you're looking for quicker or alternative methods, consider the following options.
- Through Site Contents: Navigate to Site Contents, click on your library name, and then select Settings.
- Direct URL Access: If you know the structure of the library settings URL, you can paste it directly into your browser for faster access.
While the gear icon method is beginner-friendly, these alternatives are ideal for power users and bulk changes.
Renaming a SharePoint Document Library
Steps to Rename the Library
Once inside the library settings, look for the “Name and Description” section. Here, you can rename the library by editing the name field. Type in a new, relevant name that better reflects the library's content or purpose.
A clear, specific name helps users locate information faster and keeps your site well-organized, especially when multiple libraries exist.
Updating the Description
Along with renaming, you can also update the description to provide context about the library’s purpose. This is especially helpful for new team members or external visitors who need a quick understanding of its contents.
Use this section to improve discoverability and communication within your team.
![Description]()
Saving and Confirming the Changes
After making updates, scroll down and click Save. To verify your changes, refresh the site or navigate back to the homepage. The updated name should now appear wherever the library is referenced.
Note: Renaming a library may break existing links or automated workflows. Update any bookmarks, Power Automate flows, or external references that rely on the old name.
Exploring Advanced Library Settings
Managing Additional Settings
![Settings]()
By clicking “Advanced Settings” or “More Library Settings”, you can access deeper configuration options, such as,
- Versioning Settings: Track edits and restore previous versions.
- Permissions: Set who can view, edit, or manage the library. You can use default (inherited) permissions or create unique ones.
- Content Approval: Require approval before new documents are visible to all users.
These settings allow you to enforce governance and tailor the library to your team's needs.
Use Cases for Advanced Controls
Advanced settings are especially useful in scenarios requiring strict oversight, for example, storing HR or legal documents. Enabling version history and restricting access ensures sensitive data stays protected and complies with internal policies.
Best Practices for SharePoint Library Management
- Keep Your Libraries Updated: Periodically review library names, descriptions, and permission settings. Update them as the content or team structure evolves.
- Improve Searchability: Use descriptive names and add metadata to files to make searching easier. Group related documents logically within libraries to help users find what they need quickly.
- Maintain Proper Permissions: Assign access based on user roles and responsibilities. Be cautious with permission inheritance—some libraries may need to stay private while others are widely accessible.
Final Thoughts
Managing SharePoint document libraries becomes much easier with a solid understanding of how to access settings, rename libraries, and configure advanced options. These steps not only boost collaboration but also reduce confusion and enhance data security.
Make it a habit to periodically review your libraries. Small updates, like renaming or adjusting permissions, can significantly improve your overall SharePoint experience.