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These members can create and configure lists and libraries, and they can customize pages.
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Part 2: End-User Features and Experience
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Membership in any group entitles a team member to one or more specific rights. There are twenty-one such rights in all. The Manage Lists right, for example, entitles the member to approve content in lists, add or remove columns in a list, and add or remove public views of a list. By default, only Administrators and Web Designers receive the Manage Lists right.
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An administrator or list manager can configure any list so that new items aren t publicly visible until an administrator or list manager approves them. Windows SharePoint Services calls this feature Content Approval. When Content Approval is in effect, two more options appear in the list s Select A View area.
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My Submissions
Displays only those list items that the current SharePoint member has submitted. This view resembles Approve/Reject Items view in format, and displays items in all three status categories. This provides a way for contributors to check on the status of their postings.
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Figure 3-5. Content Approval suppresses the display of new items until an administrator or list manager approves them.
Part II: End-User Features and Experience
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Approve/Reject Items
Sorts the list items into three categories: Pending, Rejected, and Approved. Figure 3-5 illustrates this view (even though there are no rejected items). To change the status or attach an approval comment to any item, the administrator or list manager would choose Approve/Reject as shown in the figure.
Part 2: End-User Features and Experience
Microsoft Windows SharePoint Services Inside Out Here are two things to keep in mind if you decide to use the Content Approval feature.
When an administrator or list manager submits a list item, Windows SharePoint
Services immediately marks the items approved. However, any administrator or list manager can change the approved item to pending or rejected.
If you configure a list to require content approval, it s a good idea to configure an alert
for the same list. This reminds you to review the submission.
Using Document Libraries
A SharePoint document library is similar to a list where every item must have an attachment. However, document libraries have some additional capabilities and features particularly suited to the dual jobs of storing and managing documents.
Part II: End-User Features and Experience
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Viewing Document Libraries
To work with a Team Site document library, click Documents And Lists on the top navigation bar of any page in the same site. This displays the Documents And Lists page, shown previously in Figure 3-2. To view a list of document libraries only, click the Document Libraries link in the Select A View area on the left. The one document library shown in Figure 3-2 Shared Documents appears automatically in every new Team Site. However, a single site can have as many document libraries as you want. Tip
The top navigation bar of every Team Site page contains a Create link. This link jumps to a Create page that has options to create new document libraries and other Team Site objects.
Click the icon for any library to display a document library view page like the one shown in Figure 3-6. This page lists the documents in the library. Here are the page s notable features:
Select A View
This area in the top left corner selects among all available formats for listing documents in the library. By default, there are two such formats: All Documents Displays one line of text for each document in the library. Figure 3-6 illustrates this format. Explorer View Lists the library contents in a format resembling Microsoft Windows Explorer. This is available only on Windows versions of Internet Explorer.
Part 2: End-User Features and Experience
Using SharePoint Built-In Features
Figure 3-6. To display a list of documents like this, click a library name or icon in the Documents And Lists page (Figure 3-2) or click the Shared Documents link in the site s Quick Launch bar. Actions
This area provides additional commands for working with the library:
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Add To My Links Appears only if the current site collection is configured with a portal connection. In that case, it jumps to an Add Link page on the portal site. Clicking OK on that page updates your Personal Site with a link to the given document library. Alert Me Displays a New Alert page. This page tells Windows SharePoint Services to send you an e-mail message whenever someone changes the contents of a document or folder within the library, or adds Web discussions. Export To Spreadsheet Downloads an Excel query file that points to the library content list. After opening this file in Excel, authorized team members can download, modify, or export the content list. Modify Settings And Columns Displays a Customization page that modifies the name, description, columns, views, and other settings.
6, Designing Lists, Libraries, and Pages, explains how to create and modify SharePoint lists and libraries.
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