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9 When you have customized the list the way you want, click OK
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Microsoft SharePoint 2010 QuickSteps Creating and Know YourLists PC QuickSteps Getting to Managing PC
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Figure 4-10: The Edit View page of a list allows you to change just about everything about a list
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Figure 4-10: The Edit View page of a list allows you to change just about everything about a list (continued) 95 95
Microsoft SharePoint 2010 QuickSteps Creating and Know YourLists PC QuickSteps Getting to Managing PC
QUICKFACTS
VALIDATING COLUMN DATA
SharePoint gives you several ways to validate information entered into a list, as you can see in Figure 4-11
Require that a field be filled in Require that a field contain unique text or a value
not in that field in any other item in the list
Require a value between minimum and maximum
values
Enter a formula that is either true or false (see
the Adding a Calculated Column QuickSteps for information entering formulas)
NOTE
To add validation to a column after it is created, click List Settings from the List Tools | List tab and click Validation Settings The Formula and User Message boxes appear similar to what you saw in Figure 4-11 Figure 4-11: Validating a column prevents erroneous information from being entered in a list
CREATE A NEW VIEW
Although modifying a view gives you a lot of options, there s nothing like a clean slate to give the maximum in flexibility to get what you want in a list view
1 With the list on your screen and the List Tools | List
tab open in the ribbon (if this is not the case, see the first two steps in Modify the Current View earlier in this chapter), click Create View in the ribbon
2 Review the choices of views that are presented, and click
the one that is correct for you (these steps will assume the Standard View was selected) The Create View window will open, the top part of which is shown in Figure 4-12
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Figure 4-12: Using Create View, you can easily create several specialized views for different purposes
Microsoft SharePoint 2010 QuickSteps Creating and Know YourLists PC QuickSteps Getting to Managing PC
97 97
3 Enter a view name, choose whether it will be the default view for the list, and whether
this is a personal or public view
4 Select the columns you want to display and the position in which you want to display
them Set up the sorting and filtering you want, and use any of the other settings you need to get the view you want
5 When you have the view set up the way you want it, click OK 6 To add validation to a column in a new view, click List Settings from the List Tools |
List tab, and click Validation Settings (see Validating Column Data QuickFacts in this chapter)
USE DATASHEET VIEW
Some lists make more sense if they are displayed in a spreadsheet-like view called Datasheet View The Datasheet View in the List Tools | List tab does that for you if you have Excel, Access, or a compatible program or Web App available to the computer For example, this list:
looks like this (shown left) in Datasheet View: To display a list in Datasheet View, display the list, open the List Tools | List tab, and click Datasheet View The Datasheet View provides several datasheet-centric tools, shown in Figure 4-13, including:
A quick and easy way to edit multiple items without having to open each item separately For example, you can paste a column of numbers directly from an Excel spreadsheet or other data source A task pane with options for cutting, copying, pasting, undoing, sorting, filtering, and Help at the top and tracking, exporting, and reporting in an Office application (Access is shown in Figure 4-13)
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Microsoft SharePoint 2010 QuickSteps Creating and Managing Lists PC QuickSteps Getting to Know Your PC
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Figure 4-13: The benefits of Datasheet View include the Total row and the ability to export a list to other Microsoft Office programs
If you have the Total row turned on, it is a good idea to turn it off before switching back to Standard List view If you don t, you will get some spurious information in your list that is left over from the totals
A Total row separate from the list that lets you count non-numeric columns and calculate the average, count, maximum, minimum, sum, standard deviation, and variance of a numeric column Add a row to the datasheet and refresh the view Sort and filter the list based on data in a column
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