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Microsoft Office SharePoint Server 2007: The Complete Reference
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12 Then, on the Add Web Parts dialog, scroll to the bottom and click the Advanced link When the Web Part Gallery panel opens, page down until you find the Links list again and then drag it to the page When displayed, you will see that a) the titles of both web parts have changed adding a [1] and [2] to the titles and b) that the List View Web Part just added [2] shows the default Summary View and Summary toolbar (the default settings):
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13 While for most practical reasons you don t need to have more than one view, this demonstrates that you can have the list as a content source to provide different views on the page You can even communicate between them, using one to filter the data in the other but using the same list
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Libraries (all types) are used to store documents within SharePoint Libraries themselves are simply lists with attachments, except that the actual document content is indexed by the search engine While good for searching, the Item/File relationship can be very important; however, the List Item and columns represent a crucial part of the metadata for documents in SharePoint (in this case, metadata means background information that identifies what the document is and what it s for) This is important because the true metadata of a document depends on the application In Word, for example, you can select Document Properties and add supplemental information
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about the document: who authored it, keywords for searching, what category it belongs in, and so on (Excel, Visio, PowerPoint, and even PDF files also include document metadata) If such information is included, SharePoint s search engine will pick it up, though users are rarely disciplined enough to add it The SharePoint List Item that goes along with the document makes up for this By adding columns to a library that help in identifying and describing a document without having to open it, you ve just saved yourself and your users a whole lot of time Using document libraries also requires some discipline; many users are familiar with only standard file systems and some find it very hard to equate how to convert from files and folders into libraries and folders In reality, SharePoint libraries are flat because they, like lists, are actually pseudo-database tables To help users (though I don t agree with this), Microsoft added the visual use of folders inside of a document library to help users adjust I prefer to use the List Item (metadata) to manage and organize documents since it is cleaner, doesn t promote duplication (folders allow users to upload a document to multiple folders in the same library), and doesn t require knowing the method used in naming or usage My experience is that 90 percent of the time folders are enabled, and the users spend countless wasted hours desperately trying to reinvent the same mess they had on Network file shares As a best practice, think through organizing documents by their metadata and do not use folders There are two aspects to document storage: the first (and toughest) is how to convert the thinking of folder organization into document libraries, as shown in Figure 11-1 The second aspect of this is looking at how to use data to create relationships between documents instead of folders and libraries as shown:
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I highly suggest you work with users on the previous principles and avoid using the features that will cause pain down the road
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Microsoft Office SharePoint Server 2007: The Complete Reference
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FIGURE 11-1 Converting folders to document libraries
11:
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A word of advice on SharePoint documents in general If you are implementing SharePoint and starting to move away from local drives and file shares, you should take a pragmatic approach to this The natural inclination is to move everything lock, stock, and barrel up to SharePoint and then figure out how to sort it out later This is a very bad move Rather, you should work with users to be sure they understand the consequences of uploading documents, how to organize them, and so on, before setting a policy for what gets uploaded Also, while you d think it wouldn t be necessary, make sure to qualify for your users what should and should not be uploaded to SharePoint While SharePoint sites can be very secure, users should be very aware of what is considered appropriate and inappropriate material
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