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Microsoft Office SharePoint Server 2007: A Beginner s Guide
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Figure 16-2 The Document Library Settings option on the Settings drop-down menu
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Figure 16-3 The Views section of the Document Library Settings page
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SharePoint Views and Metadata
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Figure 16-4 The Folders section of the Document Library Settings page
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Figures 16-5 and 16-6 illustrate the differences between a flat view of a library and a view that displays the library s files inside their folders, respectively
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Add a Metadata Column
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If you wish to create additional columns to a SharePoint library for more metadata, use the following procedure: 1 Navigate to the page that contains the SharePoint library and then click the View All Site Content link at the top of the Quick Launch menu 2 Find the library you wish to modify and click its Title 3 On the library s home page, click the Settings item to open its drop-down menu and then choose the Create Column option, as shown in Figure 16-7 4 In the Name and Type section of the Create Column page (shown in Figure 16-8): a Enter a descriptive and unique value for the column name b Choose a column type (the next section has more information on making this choice) The default is Single Line Of Text, which is the type most commonly used for a metadata column, but depending on the type of metadata you wish to designate, you may choose another column type 5 In the Additional Column Settings area (see Figure 16-9), enter a description for the column being added, such as its purpose and the type of data the column should contain
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Microsoft Office SharePoint Server 2007: A Beginner s Guide
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Figure 16-5 A flat view of a library s files
6 If you wish the column to be included in the default view for the library, check the Add To Default View checkbox 7 Click OK to create the library column
SharePoint Column Types
Choosing an appropriate column type is vital to ensuring the validity of the metadata or content associated with a column When creating a new column, you can choose from the following column types (see Figure 16-8): Single line of text This column type contains a few characters or words Multiple lines of text This column type contains a phrase or one or two sentences Choice This column type presents a list of values that you provide in the form of a menu Number This column type contains a numerical value You may enter additional settings regarding minimum and maximum values and the number of decimals in the number
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SharePoint Views and Metadata
Figure 16-6 A library view that includes its files inside their folders
Figure 16-7 The Create Column option on the Settings drop-down menu
Microsoft Office SharePoint Server 2007: A Beginner s Guide
Figure 16-8 The Create Column page is used to define a column that is added to a library
Currency This column type contains a currency amount You may enter a currency unit, such as dollars, yen, euros, and so on, as well as the values indicated for a number column type Date and Time This column type contains a calendar date or a date and time-of-day Lookup This column type contains information stored in the current library or another library listed in the site collection Yes/No This column type contains a True/False or Yes/No value A checkbox is presented to users in which checked means yes and unchecked means no Person or Group This column type contains the name of a user or a SharePoint group Hyperlink or Picture This column type contains a hyperlink or a link to a graphic A picture or graphic is perhaps not the best choice for a metadata column, but a hyperlink that points to a picture can be used
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SharePoint Views and Metadata
Figure 16-9 The Additional Column Settings area of the Create Column page
Calculated This column type contains a calculation that uses any number of values from other columns of the same library Business Data This column type contains data provided from a business data application based on a business data profile
Edit Metadata
The files stored in a SharePoint library are commonly a good starting place for identifying appropriate metadata for the library After creating a new document library, publish a few representative files to the library and analyze the content for what they may have in common and what sets them apart From this analysis, you should gain an idea of what metadata should be assigned to each file and you can proceed with creating the additional columns needed to support the metadata After creating your metadata columns, you should assign metadata to the library files The most efficient way of assigning metadata to a large number of files is to edit the
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