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You can also use functions in formulas. This formula, for example, returns the text weekday for the date in the Date Due column.
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Part III: Designing Sites and Pages with a Browser
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Microsoft Windows SharePoint Services Inside Out Two information types deserve special mention: Lookup and Calculated. The Lookup choice populates a drop-down list with all values that occur in a given list and column within the SharePoint site. For example, this could include all Full Name values in the User Information list, all Title values in the Shared Documents library, all E-Mail Address values in the Contacts list, and so forth. Figure 6-13 shows the Optional Settings For Column section for a typical lookup field.
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Figure 6-13. When you create a Lookup column, the Create New Column page prompts for the list and column that contain the permissible values.
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To configure the Lookup column, configure these settings:
Get Information From In This Column
Select the list that will provide the permissible values.
Select the column that will provide the permissible values.
Include Presence Information
This setting appears only when you set Get Information From to User Information. In that case, it specifies whether a Windows Messenger icon should appear next to the data value in list views.
User Information is a built-in list that provides information about a site s team mem-
Note
bers.
Figure 6-14 shows how the Optional Settings For Column section looks for a calculated field.
Part III: Designing Sites and Pages with a Browser
Designing Lists, Libraries, and Pages
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Figure 6-14. When you create a calculated column, you specify a formula like this. Thereafter, you can treat the calculated column as if it were physically in the table.
Here s how to configure a calculated column value:
Formula
Type the formula in this box.
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Insert Column
This list works like a typing aid. Instead of typing in a column name in the formula box, you can double-click any name in the Insert Column box, or select a column name and click the Add To Formula link.
The Data Type Returned From This Formula Is
Select the type of data you want the formula to return. This gives you the flexibility, for example, to add numeric column values and return the result either as a number or as a single line of text.
To change or delete a column, click its name in the Columns section of the Customization page. This will display a Change Column page very much like the Add Column page shown in Figure 6-12, except that your options under The Type Of Information In This Column Is may be absent or limited.
To change any other aspect of the column, correct the setting and click OK. To delete the column and all its data, click the Delete button at the bottom of the page.
Tip Once a list column exists, you can only change its type of information to a format that Windows SharePoint Services can convert.
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Changing and Deleting List Columns
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Part III: Designing Sites and Pages with a Browser
Microsoft Windows SharePoint Services Inside Out
Reordering List Columns
Although a List view can display a list s columns in any left-to-right order, the list itself stores the columns in a natural or default order. This determines, for example, the order of the fields in the list s New Item form. To change the order of columns in a list:
1 Display the list s Customization page. 2 In the Columns section, click the Change The Order Of The Fields link. This displays the Change Field Order page shown in Figure 6-15.
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Figure 6-15. value.
To change the order of any field, change its Position From Top
3 To change the position of any field, change the selection in its Position From Top drop-down list. This will move the corresponding field into that position and force other fields up or down to accommodate it. 4 When all the fields are in the order you want, click OK.
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Creating and Modifying List Views
Once you have data in a list, it s almost inevitable you ll want to view it in several different ways. For example, you may want it in a different sequence, in a different format, omitting certain columns, omitting certain data values, or showing totals. Windows SharePoint Services calls these alternate views of your data just what you d expect: it calls them views.
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