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List columns are the actual data that is contained in a list item: in either a list or a document library In lists, they are the data itself, whereas in libraries, they are the supplemental metadata that goes with the document (often referred to as tagging) Columns within items (or rows) are the same as using a database table Each item represents a row and each column a field in that row Columns can be most any kind of data and can inherit from Site Columns There are also some special fields used for Publishing (such as the Full HTML Editor type) Columns can have conditions like required, and can be text, numbers, or dates, or can be cross lookups to other data in the site (such as a Site Column, the Site Users, or another list) Columns can also be made as a choice (yes/no) or a list of choices From the List Settings page, you can view the columns in the list:
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Though not shown here, you may see another section called Content Types; this only shows if the Manage Content Types in the list s Advanced Settings have been enabled Column options are broken down in the following sections
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Create Column allows you to add a new field to the list items Click the Create Column link to display the Create Column page:
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From here, you can specify the name and description of the column and the type Avoid spaces and special characters and use descriptive names; for example, Review Status is much better than Status The column can be any one of the following field types: Single Line of Text This is a single text field up to 255 characters Multiple Lines of Text This allows multiple lines of text using a rich text editor; this is good to use for descriptions, comments, and so on
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Choice (Menu to Choose From) This creates a drop-down list selection of the manually entered choices (typical for static options like Pending, Approved, and Rejected) Number This is any numeric value, with or without decimal places Currency This is a momentary value Date and Time This is a date, or a date and time selection It can be defaulted to the current date Lookup (Information Already on This Site) This allows you to look up a column in another list or library in the site or site collection This is a great way to use custom lists to create rich functionality in others; the lookup provides a drop-down column in the list that uses it, eliminating manual entry any list available can be used Yes/No (Check Box) This is a simple True or False flag Person or Group This provides a drop-down list that allows selection of a user or group This is very handy when you are creating something like an issues list where the item must be assigned to someone By using this lookup, the user can select from a list and not have to type in the person s name or login Hyperlink or Picture This provides a hyperlink column and can also be used to display an icon from the URL specified (like an image stored in the Site Collection Images library) Calculated (Calculation Based on Other Columns) This allows you to create calculated columns (sum, dif) based on values in other columns (these columns cannot be edited) Business Data This allows access to Business Data columns provided by the Business Data Catalog These are like any other column in SharePoint, but are derived from external data sources (such as databases or web services) Publishing Field Types There are several additional field types used for Publishing (not shown); these are available only through Site Content Types intended for use with publishing pages Below the field types are the options for the fields in general as well as for the specific type you selected For example, if you selected a Choice field, you will have a place to enter in those choices and to optionally set a default choice For numbers, you can set the limits (high, low, max digits, and so on) All of this is similar to using a database such as Access, SQL Server, or even Excel Also at the bottom, you will see a check box that says, Add to Default View If this is checked, the column will be automatically added to the default List View and simply appended as the last column in that view (to change this you have to edit the view as shown below) Once you have set the options, click the OK button to create the column Adding a column only affects new items and existing items will remain unchanged If it s a required field, it will be required when creating a new item, but also when editing an existing item Also, if the field is to be mandatory for all items, it will be necessary to edit the existing items to fill the data
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