SharePoint Lists and Libraries in Microsoft Office

Creating QR Code ISO/IEC18004 in Microsoft Office SharePoint Lists and Libraries

As for what s in a list specifically, let s look at what a list is made of: columns of data that represent metadata and that create some kind of an entity All those glorified terms aside, a list is made of List Items These items (or rows) are defined by columns An item represents some kind of an entity (or a thing, like a task) List items are assigned unique IDs within the list (an identity column in the database) Attachments to list items are indexed by the item GUID, but are actually stored in a different table (creating two data rows for a single list item); only attachments in libraries are indexed for search In the Object Model, items are SPListItem objects and are all a part of the SPListItemCollection Attachments to items are SPFile objects (all of these have backward references to the list and the site where they reside) Columns Columns define what an item is in terms of data (or tagging) Columns can be of several data types, from a simple string or number to a data lookup Columns can also be a reference to a column in another list, Site Columns, or Site Content types (as you will see in 14) Columns equate to SPField objects in the SharePoint Object Model and the collection of them to an SPFieldCollection object (derived from SPListItemFields) Views Views are different ways of showing list items When a list is created, a default view of All Items is created, and as you might have noticed, a corresponding aspx page is created When new views are created, a new aspx page is created and stored with the list In the Object Model, views are SPView objects and all views are an SPViewCollection (derived from SPListViews) View options include: Columns and Column Order This allows you to select which columns to display and in what order Sorting This allows you to sort on any column(s) in either ascending or descending order Grouping Grouping provides a tree view type effect on a grouped column For example, if you grouped on a Customer Name column, the list would then group all items by name and allow them to expand and collapse so you can view items per customer Filtering Filtering allows views to be set to filter on one or more columns For example, you could set a filter on a Region field to limit it to Eastern Style A few styles are provided that control the way items are displayed (there is a News format, a boxed format, and so on) Limits on Display This is the maximum number of items to display on a single page and prevents excessive numbers of items being returned Just like sites and other things in SharePoint, SharePoint lists are based on templates Once created, you can modify them to suit your needs by adding columns and so on Lists made from templates are unique; if you change the underlying template, it does not change the lists already created from it Lists and libraries can be saved as templates (with or without content) with custom columns, views, and so on Templates can even be exported to another site

Lists have three places where you can adjust settings and control the ways that the list and its items work (as well as who has access to them) In the Lists Settings, you set aspects about the list itself and on individual items you can manage line item security (this must be enabled in the list settings) The other settings are the List View Web Part Settings that control how list data is displayed The List Settings allow you to access the primary settings (title, description, and security) as well as maintenance options such as deleting or saving a list as a template Accessing a list s settings is done by navigating to a view of the list itself accessible from the site s Content page accessible via the View All Site Content link When you create a list in a site, a list really becomes its own entity; the functionality and views of the data are provided by the list, not the site With the forms provided, you can add and update items, while the List Views (not web parts) provide different views of the list data By default, there is always view created called All Items, which provides the main view when the list is created Of course, you can create any number of additional views, and all are selectable from the list Just to be clear, when you are inside a list or a library, you will see the list name at the top of the page When you are dealing with a List View Web Part this is a view, and the Site or Page title is displayed To manage a list s settings, open the site where the list is, and click the View All Site Content Then on the Content page, find the list you want to view and doubleclick on it to open When opened, the menu bar shows the Settings menu; use this to click on The List Settings link Notice that you have other options in this menu, including Create Column (add a column to the list) and Create View (create a new view of the list); these are quick links to those functions (also available from the List Settings page) The main list settings break down into three sections

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