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Figure 4-2. To create choices for users to pick from, enter each choice on a separate line of the text box.
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If you want users to be able to enter items not in the list, select Yes under Allow Fill-in choices. The New Item and Edit forms allow users to enter a different choice, as shown here:
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As soon as users select a value from the list, they cannot revert to a blank entry. If you want to allow this option, enter text such as Select from list . . . as the first choice. Users can always revert to that choice to indicate they haven t made a selection. For more information about the Choice column type, see the sidebar Choice vs. Lookup.
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CHOICE VS. LOOKUP
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Both the Choice and the Lookup column types allow users to select data from a drop-down list. Either option makes it easier for users to enter data, and gives you better control of your data and more consistency in the responses. What are the criteria for distinguishing which column type to use Follow these guidelines. Use Choice if the number of options is limited to less than ten. This is a good rule of thumb. You can list many more options than this, but you have to edit the column to modify the list. the list is relatively static; Gender, for example. you want to display radio buttons rather than a drop-down list. you want users to be able to select more than one option using checkboxes. Use Lookup if the list is longer than ten items. new items are regularly added to the list. you want to be able to select from a list of site members. Rather than re-creating this list, you can create a lookup based on the site s user information. you want the column to display presence information about site users. Presence information appears next to the column, and lets users know if this person is logged on to Microsoft Windows Messenger for online chats. The status is regularly updated each time the person logs in or out. the column is part of a larger list of data already maintained on the site or in an Excel spreadsheet (in the latter case, you have to import the spreadsheet before creating the lookup column). After you ve selected the Choice or Lookup column type, you cannot change to the other type without re-creating the column, so it s useful to evaluate your current and future needs carefully before selecting either of these column types.
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Number (1, 1.0, 100)
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You can enter any integer in a column of this column type. You can specify a minimum and/or maximum allowed value in the Min and Max text boxes if you want to validate the column entry. You can also specify the number of decimals you want to display, from 0 to 5. Leave the default choice of Automatic if you want to display as many decimal places as are entered. Check the Show as percentage checkbox if you d like the number shown with a percent sign.
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CHAPTER 4 CREATING SHAREPOINT VIEWS
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Currency ($, , )
Currency has the same options as Number, except that you can specify a currency format rather than showing the number as a percentage. Select the currency format from the drop-down list of more than 60 available formats.
Date and Time
Use a Date and Time column type for any date-related data. You can choose to display date only, or date and time. If you want to set a default value, you can choose Today s Date, a specific date and time you enter, or a calculated date. For example, you can enter =Today+7 to enter a default of a week from the current date (see 5 for more about calculating dates).
Lookup (Information Already on This Site)
With the Lookup column type (see Figure 4-3), you can create a drop-down list that draws from a list already on the site. For example, you can create a lookup to display site members, and another one to display cities or countries. To use this column type, the list has to be present already on the site. If the list doesn t exist, back up to create or import the list first, and then come back to create this column.
Figure 4-3. Use the options for Lookup to create a drop-down menu that contains data from another list on the site.
To select the list you want to use, click the down arrow on the Get information from drop-down list and select from the menu of lists on the site. Select User Information if you want to select from the site s members. If you select this option, the Include presence information checkbox is selected by default. With this option selected, SharePoint monitors
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