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the column heading in the library
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5 Choose the type of information the column will contain,
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enter a description, and complete the information requested (see 4)
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6 When you have completed entering all the needed
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information for a new column, click OK
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Manage Libraries
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SharePoint libraries are an important element and need to be managed accordingly The tools to do this are in library settings For the most part, library settings are similar to list settings, so the review here will go at a quicker pace than that in 4 on lists Refer back to that chapter for the added detail
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1 With the library on your screen and the Library Tools |
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Library 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 Library Settings on the right of the ribbon
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Figure 5-19: Adding a new column to a library can provide a description of a document
2 Review the Library Settings page that opens It is quite
comprehensive, as you can see in Figure 5-20 Here we ll look at using library settings and setting permissions
By default, a new column will go at the end of the library s columns To change that position or to make other changes to an existing column, see Create and Change Views in this chapter
Use Library Settings
As you can see in Figure 5-20, library settings let you change general items like name and description, control versioning and ratings, work with advanced settings, and delete the library
Microsoft SharePoint 2010PC QuickSteps Adding and to Know Your PC QuickSteps Getting Handling Libraries
129 129
UICKSTEPS
HANDLING LIBRARY APPROVAL AND VERSIONING
While library approval and versioning is also similar to that for lists, there are some slight differences that warrant their own review
1 From the Library Settings page, click Versioning
Settings The page shown in Figure 5-21 will open
2 Choose whether or not additions or changes to
library require approval
3 Determine if a version of a document should be
created each time a change is made to it and, if so, should SharePoint keep track of just major
(approved) versions by numbering them 1, 2, 3, , or should SharePoint keep track of both major and minor (drafts prior to approval) versions by numbering them 10, 11, 12, 20, 21 If versioning is turned on, what should the limit be in the number of versions that are kept for both major versions, and, if enabled, for drafts
4 Choose who can see drafts of changes before
they are approved
5 Determine if documents have to be checked out
before they can be edited
6 After making the necessary selections on the
page, and click OK
Figure 5-20: Library settings are almost a duplicate of list settings
MANAGE GENERAL LIBRARY SETTINGS
The settings for the library title, description, navigation, validating, rating, audience targeting, metadata navigation, and per-location views are similar to what was described in 4 Please see that chapter for the discussion of those options
130 130
Microsoft SharePoint 2010 QuickSteps Adding and Handling Libraries PC QuickSteps Getting to Know Your PC
1 2 3 4
6 7 8
Figure 5-21: SharePoint can track document versions and require approval of changes
Microsoft SharePoint 2010PC QuickSteps Adding and to Know Your PC QuickSteps Getting Handling Libraries
131 131
WORK WITH ADVANCED SETTINGS
Library advanced settings have several options that are unique to libraries, as you can see in Figure 5-22 Here we will discuss just those See 4 for the balance
Figure 5-22: Advanced settings contains several settings that are unique to libraries
132 132
Microsoft SharePoint 2010 QuickSteps Adding and Handling Libraries PC QuickSteps Getting to Know Your PC
1 Click Advanced Settings and choose the setting you want for the following library-
specific options:
Document Template: Enter the URL for the default template that will be used for new files created in the library For example, if you have created an Expense Reports document library, you could point to your organization s expense report template in Excel When users choose to create a new document in your document library, it would open that Excel template for them to start with; when they are finished, it will save the completed spreadsheet in your document library
Open Documents In The Browser: Choose if you want library documents to open in applications residing on the client s computer for example, using the client s own copy of Excel or if they should open in the browser using browser-based applications such as Excel Web Apps Custom Send To Destination: Enter a short name, such as Research, that will appear in a context menu, and a URL for the location to which library documents are often sent This allows you to right-click a document and click the Send To <name you entered> to send the file to that destination Site Assets Library: Choose whether the current library should be the site assets library
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