SharePoint Lists and Document Libraries Configuration and Learning

Creating a Standard Link List

• A common list that many sites have created is the link list, which can be used to share web pages links with other users to the site.

• To create the link list, follow these steps.

• Click site settings and then create

• On create page click Links under the tracking heading. Use name and description field to define your link list.

• Required field is Name and description is will help users to know that the list is about.

• The option to play the link list in the quick launch bar is set Yes by default.

• Click on the create button to create the link list.

Creating a Standard Link List …

Creating a Standard Link List …

Managing Lists

• Lists are one of the central concepts of SharePoint and how data is stores within SharePoint.

• Common actions that you can perform on lists are adding items, removing items and modifying list settings.

• These actions can be performed wither through the web user interface, through the object model, or through the web services.

Adding Items to list

Taking Actions on List Items

Change Site Settings

Creating Custom Lists

• Click the Create Link from Site Settings

• Select Custom List, and then give the new list a name and a description

• Click on create and a new list is created, you will need to add your own columns to the list.

Creating a Standard Document Library

• One common type of list is a document library.

• A document library is a common type of file where you can store documents.

• Once created you can perform searches within the documents.

Steps to create Document Library

• From the top level page, click on the Site Actions tab, and then select Create.

• Choose the document Library Link under Libraries. Type in a name and description for the document library on the New Page

Creating a Standard Document Library

Creating a Standard Document Library

Deleting a List or Document Library

Using the Recycle Bin

Customizing List ColumnsCustomizing columns in a list is quick way to add more meaning and value to the data you store in SharePoint.

Understanding SharePoint List Views

Document Library All Documents (Default View)Explorer View

Calendar Calendar (Default View)All EventsCurrent Events

Task All Tasks (Default View)My TasksDue TodayActive TasksBy Assigned ToBy My Groups

Choosing a View Format• Standard View: Shows data on a basic web page that can be

customized

• Calendar View: Shows information in a daily, weekly, or monthly calendar format.

• Datasheet View: Gives the ability to view the data in a spreadsheet that can be edited. This allows for easy editing of large amounts of data and also for quick and easy customizing.

• Gantt View: It is visual presentation of the data in a graph view. It is used to show how a team’s tasks relate over time.

Selecting the audience for the View

• Personal View: Allows the view to be viewed only by the owner of the site.

• Public View: Can be used by anyone using the site.

Content Management Improvements

• Customizing the Home Page.• Site Navigation• Versioning• Required Check Out.

Improved Storage with Lists

• Using folders on All Lists Options

• Indexing Lists

• Using Cross List Queries (CAML Queries)– To perform the query, the SPWeb object is used with a method called

GetSiteData that passes in the SPSiteDataQuery object and returns a DataTable with the list items selected