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SharePoint lists form the backbone of the program Lists are used for storing user data, SharePoint settings, and even storing the other elements such as web analytics and workflows A list is a table, similar to a spreadsheet, and like a spreadsheet, it can contain anything that you would want to spread across a series of columns and over a number of rows Think of a list as a series of columns of information, with each item in the list being a row All items have the same categories of information, which are the columns, such as a last name, an address, or a part number SharePoint actually has a Datasheet View for lists to confirm its similarity to spreadsheets
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In 3 you saw how to add information to lists In this chapter we ll look at creating lists, then how to modify and customize them, and finally how to manage them, including establishing permissions for both lists and items, selecting and filtering a list, and creating and using views
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Like most everything in SharePoint, lists are created with the use of a template You start by defining what it is you need in a list, then selecting a template that is closest to what you want, and finally modifying it to get exactly what you want SharePoint gives you many tools and options to do this
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Defining a list is not difficult, but it needs to be done to assure that the list does what you want Start by asking these questions:
What is the purpose of the list; what is to be accomplished with it What fields does the list require Examples are name, title, description, start date, cost, item number, contact, and so on What are the most important fields You may want some views that show only some of the fields What is the formatting of each field; do you show cents as well as dollars Who is going to use the list, and what permission scheme is required How is the list populated, from what source, and by whom How is the list maintained, from what source, and by whom What is the life of the list
This is not meant to be an exhaustive list of questions to ask yourself, but the point is to fully think through the list before creating it You may want to involve others if they will be using the list a lot
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Microsoft SharePoint 2010 QuickSteps Creating and Managing Lists PC QuickSteps Getting to Know Your PC
NOTE
The default new blank pages have predefined areas for Web Parts defined in them called Web Part zones The default is a single zone spanning the page
Prepare to Add a List
There are at least three ways to add a list to a page, but, depending on the type of page you have, you may not always have all three choices
1 Navigate to the page on which you want the list 2 If it is a blank page (the default when you create
a new page without specifying a template) or content from a team template, click the Edit icon on the tab bar Otherwise skip to step 5
3 Consider if you want to keep the current layout,
NOTE
The libraries and lists available may be different, depending on which site template you initially used The ones displayed here are for sites created with the Team Site template
the default of a single column in a new blank page, or want some other layout If so, in the Editing Tools | Formatting Text tab, click Text Layout to open a drop-down menu and select one of the layouts You will see a faint outline around each Web Part zone
Click in the Web Part zone in which you want the new list, click the Editing Tools | Insert tab, and click New List The Create List dialog box will appear displaying libraries and lists We ll talk about the libraries in the next chapter, and the lists in the next section of this chapter If the page has content from a meeting template or otherwise does not have the Edit page icon, click the Page tab on the tab bar, and click Edit Page on the left of the ribbon
Microsoft SharePoint 2010 QuickSteps Creating and Know YourLists PC QuickSteps Getting to Managing PC
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