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Microsoft Office SharePoint Server 2007: A Beginner s Guide
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Figure 16-15 The Modify All Site Settings option on the Site Actions, Site Settings menu options
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2 On the Site Settings pop-up menu, select Modify All Site Settings, as shown in Figure 16-15 3 On the Site Settings page, shown in Figure 16-16, click the Site Columns link under the Galleries heading 4 On the Site Column Gallery page (see Figure 16-17), click the Create option on the blue horizontal bar NOTE Review the default site columns available before creating a new one One of the default site columns may be able to meet your needs 5 On the New Site Column: Home page (shown in Figure 16-18), enter a value or make an appropriate selection for each of the following fields: a Enter a unique and descriptive column name b From the list provided, choose an appropriate Column type (See the SharePoint Column Types section earlier in this chapter for information
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SharePoint Views and Metadata
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Figure 16-16 The Site Settings page
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about each column type) Depending on the column type selected, you may be required to enter additional column settings, such as the number of decimals in a number or currency column type c Scroll down the page to the Group section (see Figure 16-19) and select an existing column group for the column If none of the existing column groups are appropriate, you may create a new column group
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NOTE To make your custom site columns easy for MOSS administrators or users to find, you may want to create your own column group or groups, rather than add them to one of the default or existing groups It is unfortunate that Microsoft has chosen to use the term group for column groups, which are user-defined elements used as logical categories of custom site columns No, you aren t setting permissions for a site column with the Group setting You are merely categorizing like columns together so you can find them later
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Microsoft Office SharePoint Server 2007: A Beginner s Guide
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Figure 16-17 The Site Column Gallery page
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6 Unless you chose a column type other than a single line of text and need to enter additional column settings, leave the remaining settings at their default values and click OK to create the site column 7 If you did choose something other than the single line of text column type, fill in or select the appropriate settings in the Additional Column Settings section (see Figure 16-19) and then click OK to create the site column
TIP For easy site column maintenance, consider creating a custom list to store metadata values Create a site column using the Lookup column type and reference the custom list This approach allows you to rapidly update metadata for an entire SharePoint site simply by editing the custom list in the datasheet view
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SharePoint Views and Metadata
Figure 16-18 The New Site Column: Home page
VIEWS
As an MOSS or SharePoint library administrator, it is important to understand the files in your library as well as how users wish to access and use the information in those files Although you may spend hours upon hours designing just the right views for a library, remember that no matter how much time you put into designing a library, it is almost never able to satisfy everyone, and it certainly won t be all things to all users If you are in a very large organization, you may want to create some basic views that satisfy most of what users have told you they need Also keep in mind that users are able to create their own views for a SharePoint library with your permission, of course
Standard View Formats
A SharePoint library or list may have an unlimited number of views public or private assigned to it However, one of its views must be designated as the list s or the library s default view, which is the view used when the library or list is initially displayed
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