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SharePoint Lists and Libraries
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6 In the drop-down selection of the column order, notice that it shows 18 Because this is the only field in this view, this setting does not matter (in fact, if you open the view for editing after it is created, you ll find that the number is reset to 1) 7 You can set any additional options you like and then click OK to save the view; when you return to the List Settings page, click the link (in the breadcrumb navigation) at the very top of the page to return to the list When you see the List View page displayed, you will see the new view listed in the Views drop-down:
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8 Selecting the new view will redisplay the list using the new view:
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As a quick summary on views, you can see there is quite a bit of flexibility out of the box You can choose to include columns or not, make them sortable, filter them by a specific column, and so on The views are also available when you are creating List View Web Parts The best part about this is that you can create as many views as is useful to limit what data users see Less is more when it comes to targeting information
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All of the SharePoint lists operate in the same basic way and provide their own user interface as appropriate (Libraries have an Upload option, for example) You can see the complete list of list types in Table 11-1 Key points here are: The list UI is based on creating, viewing, editing, or deleting an item All list items (if enabled in the list) can have attachments Attachments in regular lists are not indexed All library items are items with attachments but these attachments are indexed Views can be changed at any time, but one must be designated as the Default So let s return to the Home Page (default view) of the Links list shown in the previous examples To get there from the List Setting page, you can click on the breadcrumb link
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Or, from the Site Home page, click the View All Site Content and then click Links on the Content page:
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This opens the designated default view The view of the items also provides menu options: New The new menu provides links to create a new item or create a new folder (New folder only shows if folders are enabled) To create a new item, click the New menu and then select Link from the drop-down menu This will open the New Item page, which shows all of the enterable columns in the list (a red * next to an item indicates it is required):
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Actions The Actions menu provides a host of things you can do with this list: Edit in Datasheet This reverts the list to a spreadsheet (row/column) format for editing It also allows multiple items to be changed, but with all changes saved at one time (easier than editing a single item at a time) Change Order This allows you to change the order of the list items and reorder them to taste (very useful in a links list!) Export to Spreadsheet If enabled, this will export the data in the list to an Excel spreadsheet that can then be saved as a workbook file; note that lists can be created by importing a spreadsheet as well
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SharePoint Lists and Libraries
Open with Access This will open the list in Access (if available), which provides the rich editing interface You can work with the list as if it were a database table View RSS Feed As the name implies, this will open the list as it is shown in RSS Alert Me This option allows users to set an Alert on a list (or an item) to notify them when something has changed Settings The Settings menu, covered previously, gives you the options to Create Column, Create View, or Open the List Settings Also on this page, you have access to the View Selector, which allows you to change views and sort columns by clicking on the heading (if enabled) You also have the Item Edit drop-down menu (if enabled in the view), which provides access for viewing, editing, and deleting, as well as two other options: Manage Permissions This allows for the setting of permissions (rights) for groups and users for this line item The permissions assignments are inherited from the list by default, and the settings here enable you to modify them for this item Workflow This provides a current view of the workflow, alerting you of any that are active, and if there are any available to start manually:
If you click on the existing workflow, this will display the Workflow Status page:
From this page, you can manage the task, cancel the workflow, and so on Be aware that all of this information is derived from the Task and Workflow History lists assigned when the workflow was created For detailed reference on using SharePoint workflows, refer to 16
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