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SharePoint Lists
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Figure 12-13 Choose Custom List to create a custom SharePoint list
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Figure 12-14 A custom SharePoint list
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Microsoft Office SharePoint Server 2007: A Beginner s Guide
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The List Settings functions allow you to further customize a list, whether prebuilt or custom You have already used the List Settings menu to add columns to a list, but you can also create a custom list view (see the Create a List View section later in the chapter) and set the functional and performance settings of a list The List Settings option includes three general categories of settings: General Settings Permissions and Management Communications
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In general, the settings and permissions of a list control, or at least further define, who can access, change, remove, or distribute the list By default, any user who has access to a site also has access to any of the lists on the site and the ability to change a list s permissions and settings, including: Viewing lists Inserting, editing, or deleting list items Changing list settings Changing list security For more information on user permissions and site security, see s 6 and 7
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The General Settings category (see Figure 12-15) includes options for changing the list title and description, whether the list should be displayed in the Quick Launch navigation menu, enabling content approval, and versioning This category also includes an option for Advanced Settings that allows you to control item-level permissions, permit attachments to the list, and whether or not new folders can be created Using the General Settings and Advanced Settings options, you can redefine which users or groups have permissions to: Manage a list View a list Manage a list s permissions Create and manage a personal view Add, change, or delete items in a list
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NOTE SharePoint s default settings grant the highest level of permissions for lists (and libraries) to the Administrator site group, which cannot be changed
12:
SharePoint Lists
Figure 12-15 The Settings page for the custom SharePoint list Food
If you enable content approval on a list, any changes to the current list, including additions, modifications, and deletions are initially stored in a pending state These changes are only visible to the user that made the change, and any users with permission to manage that list Once an item has been approved, it becomes visible for all users with permission to view the list If an item is rejected, it stays in its current pending state, and is visible only to users with permission to view drafts Versioning, if enabled, stores a numbered copy of the list each time a change is made to the list This feature is useful, but can require considerable storage space Therefore, this feature is turned off by default, and must be enabled When you enable versioning, you have the option to specify the number of versions to keep NOTE For more information on document versioning, see s 9 and 18
Microsoft Office SharePoint Server 2007: A Beginner s Guide
Permissions and Management Settings
The Permissions and Management category s options allow you to remove a list, create a template using a list, and set access and management permissions for the list Two other settings included under this category are Workflow Settings and Information Management Policy Settings NOTE For more information on workflows and information (document) management policies, see s 9 and 10, respectively The actions of the first two options in this category, Delete This List and Save List As A Template, should be fairly obvious However, it s the third option, Permissions For This List, that you ll likely use most often To access the permissions settings for a list, do the following: 1 Open the list from the Quick Launch menu 2 Click the Settings menu to open its drop-down menu and choose List Settings (as shown in Figure 12-16) 3 On a list s Permissions and Management settings page, you are able to change the list s general settings, manage its permissions, modify the properties of its columns, or modify how it is viewed
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