We've covered the process of creating a site and list in a browser. Let's consider now other options for creating a list.
Creating a List in InfoPath Designer
As mentioned earlier, one of the key benefits of SharePoint is its integration with Microsoft products. Let's demonstrate this with a specific example.
To create lists, we will use Microsoft InfoPath Designer 2010, the standard templates of which include ListSharePoint(Fig. 3.12.). By clicking on Form constructor you are prompted to enter the address of the website where the form will be published.
Rice. 3.12. Microsoft InfoPath Designer 2010 Start Page
After that you need to enter the name of the new list, we enter Books(Fig. 3.13.), click on Further, and then Ready(at this time the list is published to the portal).
Rice. 3.13. New List Window in Microsoft InfoPath Designer 2010
After creating the list, the Form Designer opens (Fig. 3.14.). On the right is the panel Fields that the form can be composed of.
Rice. 3.14. Form constructor
The book must have the following attributes - title, author, publisher, year, pages, ISBN, circulation and genre.
To create a new field, click on Add field in Group Actions on the panel Fields, as a result of which the corresponding window will appear (Fig. 3.15.). It is enough to specify the display name, select the data type from the drop-down list, if necessary, indicate the fill in by default and indicate whether the field is required. Then click on OK.
Rice. 3.15. The window for adding a field or group (for example, authors)
The rest of the fields are created in the same way. Ready-made fields are added to the form by simple drag-and-drop, and they can be arranged in any order. The result is the following shape (Fig. 3.16). You can make the look more attractive by working with the commands rendered on the ribbon.
It remains to publish the form, for which you can use the keyboard shortcut Ctrl + Shift + Q, or click on the menu item File, Further Intelligence and Fast publishing.
Rice. 3.16. Form ready for publication
To add a new item to the list, click on Add item and a dialog box will appear (Fig. 3.17.). The same window appears when editing a record.
Rice. 3.17. The window for creating a new item in the list Books
Create a list in SharePoint Designer
An important feature of this tool is the inability to create web applications and site collections; you can only create subsites.
First you need to open an existing site using the item Open site in Group Site openingSharePoint (Figure 3.18) where you enter a site name and then log in as a site collection administrator.
Rice. 3.18. SharePoint Designer 2010 start page
In order to create a new site, in the group Web-sites' templates choose Empty site(Fig. 3.19.) The name of the new site must be specified in the form http://<Веб приложение>/[<Путь>]/<Название сайта> , where sites that will be the parent for the new site can be specified as the path. By clicking on OK, a new site is being created.
Rice. 3.19. Create a site in SharePoint Designer 2010
After creating the site, we see the following (Fig. 3.20). The first thing to do is to change the name of the site. For convenience, the permission settings have been added to the same page. You can also work with permissions by clicking on the appropriate name in the left panel.
Rice. 3.20. Site Settings Master Page in SharePoint Designer 2010
You can create a list in the same way as described earlier in paragraph Create a list inInfoPath Designer or use the mechanism for working with lists built into SharePoint Designer. Thus, the site can be considered ready.
The beauty of SharePoint Designer is that it provides more options for the developer (than the browser), as we'll see in the next chapters of this tutorial.
Creating a List in Visual Studio 2010
The creation of a web application and site collection was detailed at the beginning of this chapter.
Let's create a list, for this we need a new List Definition project in the group of project templates for SharePoint 2010 (Fig. 3.21.)
Rice. 3.21. New project window in Visual Studio 2010
After pressing the button OK a window for deploying the solution appears, where two methods are offered:
1. Deployment in a sandbox - by the owner of the site collection, providing security and limited access to resources.
2. Deployment as a farm solution — Performed by administrators, effective across the entire farm.
Let's choose the second method, after which we click on Further, where you will be prompted to enter the displayed name of the list (Books) and select its type (in our case, Custom List), and then click on Finish.
Next, let's rename the names of the list in the solution explorer (Fig. 3.22.) To List of books and Books respectively. You can also correct the parameters in the file Elements. xml(one level below Books) such as Title, Url, and Description. You can also make changes to the second file Elements.xml.
Rice. 3.22. Solution Explorer
To create fields in a file Schema. xml between tags < Fields> you need to add some code (Figure 3.23.) The identifiers are obtained using the guidgen program included with Visual Studio.
Rice. 3.23. Code for adding columns to the list.
The columns have been created, but they also need to be added to the default view, which can be found in the same file inside the tag View where attribute BaseViewID=”1” ... There are tags inside ViewFields that we need. As a result of adding columns to the default list view, you can see the following code (Figure 3.24.)
Rice. 3.24. Code to add columns to default view
After that, the list can be considered ready, and you can expand it using the main menu (Build => Deploy) or by right-clicking on the solution, select from the context menu Deploy.
In general, everything looks good, but when you try to add a new element, a strange window appears (Fig. 3.25.), In which something is clearly missing.
Rice. 3.25. Window for creating a new list item Books
The reason for this is very simple - we have not created the content types that are defined in the file Schema. xml(fig. 3.26) We will not do this, instead we will delete this block entirely.
Rice. 3.26. Content type definitions
In the process of expanding the list, the following window will appear (Fig. 3.27), which tells us about the deployment conflicts. Click on the button Resolve Automatically(Allow automatically).
Rice. 3.27 Deployment conflicts
Then you can refresh the page and try to add a new element again. There is no more such problem!
So in this chapter, we looked at building a school library site using a browser, SharePoint Designer 2010, and Visual Studio 2010. Even with this simple example, you can see the pros and cons of different approaches.
This chapter covers customizing the look and feel of SharePoint 2010 sites.
Hello SharePoint Designer users!
I'm Chong Youn (John) Choe, Project Manager on the SharePoint Designer team. I am very glad to be able to post an article on a new issue.
Prerequisites
Approval is one of the main applications of the workflow. There are several steps to take in user feedback in SharePoint Designer 2013. In SharePoint Designer 2013, task forms are automatically generated based on a specific content type, so those interested in customizing task forms in workflows should be aware of customizing the content type.
Example
Chris Bryant, a designer at Contoso, wants feedback on the recently announced design of a new product model. Default action Start a Task Process(Task launch) is only suitable for receiving approval or rejection messages from selected participants, so he decides to change the issue form to better suit the feedback gathering process.
Creating a custom content type
First, you need to create a custom content type for your site. This can be done on the server side of SharePoint Server or the client side of SharePoint Designer.
Do the following on the server side:
1. Open the page Site Content Type(Site content type).
Switch to Site Settings(Site Settings) and select Site Content Types(Site content types) under Web Designer Galleries(Web designer collections). On the page Site Content Types(Site Content Types) select (Workflow Task (SharePoint 2013)) in List Content Types(List content types).
Rice. one.Site options menu
Rice.2. Workflow task (SharePoint 2013)
2. Create a site content type that inherits the content type Workflow Task (SharePoint 2013)(Workflow task (SharePoint 2013)).
Go back to the page Site Content Types(Site Content Types) and click the link Create(Create). Set the name and description of the content type and then the type Parent Content Type(Parent content type) set the content type Workflow Task (SharePoint 2013)(Workflow task (SharePoint 2013)). Setting the parent content type to a value Workflow Task (SharePoint 2013)(Workflow task (SharePoint 2013)) is a required step for later use of the new custom content type. Select content type Group(Group) and click OK.
Rice.3. Setting the parent content type
3. Add a new content type to the list Tasks(Tasks).
Click Settings, and then on the site home page, click Site Contents(Site Content) and click the list Tasks(Tasks).
Rice.4. Tasks button
On the ribbon, open the tab List(List) and click List Settings(List parameters). In chapter Content Types(Content types) select option Add from existing site content types(Add from existing site content types) to add the created content type.
Rice.5. Content types session in the List Settings section
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The same steps are much easier in SharePoint Designer.
1. Go to the menu Content Types(Content types) in the tab Site Objects(Site Objects) in the area Navigation(Navigation). All types of content on the site will be displayed. Create a site content type by clicking the button ContentType(Content type).
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Rice. 6. Content Type Menu in SharePoint Designer |
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2. Select a name for the new content type and a sort group. Make sure the parent content type is the content type Workflow Task (SharePoint 2013)(Workflow task (SharePoint 2013)), as shown in Fig. 7.
Rice. 7. Dialog box for creating content type
3. Then add the content type to the list Tasks(Tasks). This action is required for later use of the content type in task actions. Open the list again Tasks(Tasks) in List and Libraries(List and Libraries) under Site Objects(Site Objects) tab Navigation(Navigation). Add the created content type to the list Tasks(Tasks).
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Rice. 8. Control element for choosing content types in SharePoint Designer |
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If the list Tasks(Tasks) will not add the content type, the following runtime error will be thrown.
Rice. 9. Runtime error
A custom content type created by any of these methods will be available in the workflow.
In the column Outcome option(Result option) stores all possible answers that each participant can select. Custom content types created after following the above steps will appear in actions Start a Task Process(Start task) and Assign a Task(Task assignment).
Changing a custom content type
When adding an action Start a Task Process(Start task) or Assign a Task(Task assignment) the new content type will appear in the constructor type Task action.
Once you've verified that the custom content type has been created and is being used by the workflow, let's move on to customizing the form.
In fig. 10 shows a very simple workflow for collecting feedback.
Rice. 10. Workflow for collecting feedback
Chris, a designer at Contoso, wants feedback from the internal review team. Therefore, it is necessary to modify the form so that it can store the comments of each participant.
1) Go to the page Site Settings(Site Settings) and open Site content types(Site content types) per group Web Designer Galleries(Web designer collections).
2) Click Custom Content Type(Custom Content Type) per group List Content Types(List content types).
Rice. 11. Contoso content type
At this point, the issue form will look similar to the default issue form. See fig. eleven.
In this example, many of the default task form fields are useless. For Chris's task, you can change the following fields.
Rice. 12. Contoso content type of task form
Let's take a look at all the fields in order, shown in Fig. 11 with the Contoso content type to decide if our issue form will need them.
1) The Task Name field is required.
2) The Start Date and Due Date fields may be useful, but not in this form.
3) The Assigned To field is not required on this form, as participants will modify the forms already assigned to them.
4) The "% Complete" field is meaningless because the feedback is usually sent in full right away.
5) The Body field will be used to collect feedback.
6) The Predecessors field is not required.
7) The Priority field is not required.
8) The Task Status field is the main field for tracking status.
9) The Related Items field is not required on this form.
10) In the Task Outcome field, you can select the desired result. In this case, only the Submit option is required to complete the feedback collection process.
All column pages look the same. See screenshot below for example.
If the field is set to Required(Required), the column must be filled in order to be able to close the task form in the future. Columns with value Optional(Optional) can be left blank. When choosing a value Hidden(Hidden) or deleting a column using a button Remove The (delete) column will be hidden in the task form. For example, as shown in the screenshot below, after clicking the button Remove(Delete) field Assigned To(Assigned to) will be removed from Contoso Content Type(Contoso content type).
Rice. 13. Changing the content type column
The results are shown in Fig. 14. Column Related items(Linked items) is hidden because it cannot be deleted.
Rice. 14. Changed content type Contoso
Also, the site column Task outcome(Task Result) is used in the content type Workflow Task (SharePoint 2013)(Workflow task (SharePoint 2013)). It is recommended to delete a column Task outcome(Task result) and create a new site column with the type Outcome choice(Result selection) by clicking the item Add from a new site column(Add from new site column).
Rice. 15. Changed Contoso Issue Form Content Type
When each participant receives an issue based on the form above, a review can be written in the description field. To complete the task, press the button Submit(Send). Remaining columns such as Start Date(Start date) can be hidden.
Then you can rename the columns to whatever Chris wants. For example, to change the name of the result field Submit(Submit), highlight a column Submit(Submit) and click the link Edit column(Change Column) under Site Column information(Site Column Information). Here you can change the name of the column as shown in Fig. 17. Note that the new name can be specified in a non-ASCII format such as "テ ス ト".
Rice. 16. Modifying a column
Rice. 17. Site Column Information
Restrictions
SharePoint 2013 workflows with SharePoint Designer 2013 create task forms by analyzing the associated content type. Note that InfoPath is not supported by SharePoint 2013 workflows. This means that users need to work directly with the ASPX format to change the layout.
Despite the changes already discussed, the buttons Save(Save) and Cancel(Cancel) cannot be edited from SharePoint or SharePoint Designer. Moreover, for the custom result buttons to be available, the content type must have columns of type Task Status(Task status) and Task outcome(The result of the task). The order of the buttons corresponds to the order of the selectable values in columns of type Task outcome(Task Result) included in the content type. Columns of type Task outcome(Task Result) are defined as site columns in the Site Settings section.
Rice. 18. Example of additional column parameters for a Task Outcome column
Summary
There are two new activities introduced in SharePoint 2013 workflows. You can modify the task form for actions from SharePoint sites and from the SharePoint Designer client without having any developer-level knowledge. You can create new custom content types that inherit the content type Workflow Task (SharePoint 2013)(Workflow task (SharePoint 2013)) and add them to the list Tasks(Tasks), use new content types in workflows, and modify custom content types as needed.
Additional customizations of the form are made by changing the ASPX format, but they are not covered in this article.
Hopefully, using the simple procedure presented here, you can implement the workflows you need.
See you in the next post!
Chong Youn (John) Choe
queue is intended for the development of web sites built on the SharePoint technology. Unlike the limited set of methods for editing SharePoint sites in the browser, SharePoint Designer gives you flexible and convenient control over almost the entire spectrum of web page properties. It is essential that in the overwhelming majority of cases (at least within the framework of our course) the user will not have to refer to the HTML code, limiting himself to developing web pages by the mode Constructor.Given that the techniques for working with Web sites and designing HTML and ASP pages were presented in previous lectures and are fully applicable to SharePoint sites, we will focus in this and the next two lectures on specific management methods SharePoint site.
Let's explore how to edit SharePoint web pages using the same Horns and Hooves Web site that we created earlier using a browser. After opening it in SharePoint Designer (during which you will need to go through the authorization procedure by signing with the Bender account, i.e. the owner of the site), within the main panel, we will observe the file structure of the website, identical to the content of the panel Folder list(fig. 7.1).
Let's go to edit home page node.
- Double click on the name home page default.aspx in the folder list (Figure 7.1).
- After opening home page in a separate tab (Figure 7.2), experiment with its contents by hovering over its various elements and clicking to highlight them.
Most likely (it depends on whether or not the visual cues), some elements will be accompanied by a semi-transparent hint text, which may interfere with their perception at first. In addition, when you hover the pointer over individual elements (for example, a logo), it will change its appearance to a prohibiting icon, indicating the impossibility of editing the element under the pointer. This is because, generally speaking, a SharePoint standard web page is formed by merging at least two web pages:
- master pages(or, in another way, home page site) - a master page that includes common elements for all pages of a SharePoint site
- content pages- in fact, it contains a unique page content that distinguishes it from other pages of the site.
Most of the elements that are accompanied by semi-transparent labels do not come from the content page (in this case, home page aspx) and come from a templated master page. In order to turn off the display of these labels, select in the top menu View paragraph Visual cues and disable the option in it Show(fig. 7.3). After that, it will become easier to navigate the content of the page.
Highlighting content on a web page
In order to select a specific element of a web page, just click on it (Fig. 7.4). Generally speaking, there are several ways to highlight web pages in SharePoint Designer:
- mouse in the area Constructor(or The code);
- by clicking the tag on tag access panels located under the page tab (for elements customizable on the aspx page itself);
- using the toolbar Home page(for items coming from master pages).
When you hover the mouse over one or another element of the tag queue on the page itself in the area Constructor there is a virtual selection by the frame of the corresponding element. For example, hovering over a tag that implements the Web Part zone results in the Constructor to the framing of this zone
In this chapter, you will learn to:
View the lists that exist on the default site;
Create new lists;
Add, modify, delete and restore list items;
Use a data table view;
Attach files to list items;
Add, modify and remove columns of lists;
Sort and filter lists;
Add and modify list views;
Configure alerts;
Use RSS feeds;
Enable sending email messages for lists and libraries;
Delete lists;
Recover lists.
Lists used by Windows SharePoint Services can be thought of as spreadsheets that are used concurrently by multiple users over the Internet. SharePoint Lists are web-based editable tables that facilitate multi-user interactions through a centralized, extensible set of columns and rows. Lists allow users to organize their own repositories of structured information, elements of which are represented by rows of columns with labels. All web pages required to create, view, update, and delete lists are automatically and dynamically generated by Windows SharePoint Services.
Advice... Unstructured information is usually stored in a document library as documents with associated columns. Document libraries are discussed in detail in Chapters 5 and 6.
In this chapter, you will explore the standard lists that already exist on the site, create new lists, and modify existing ones. Depending on which template is used to create the node, some lists (such as Notices , Events and Links) are generated automatically and are immediately ready to use. However, the automatically generated lists do not always meet the needs of the users. Therefore, this chapter focuses on web pages that allow you to not only modify existing lists, but also create your own.
Attention! Before using the tutorial sites provided for this chapter, you must install them from the CD that accompanies the book. For details, see Using the CD.
Attention! Remember that in the exercises, instead of http: // wideworldimporters, you should use the address of a server that is available to you.
Standard Lists
Windows SharePoint Services has many predefined lists. When you need to create a list, you can use the standard list templates by using the Create command from the Site Actions menu to generate a new list with a static set of predefined columns. Next in this chapter we will look at how to add additional columns and how you can change or remove most of the default columns, even if data has already been added to the list The built-in SharePoint list templates are described in the following table.
As discussed in Chapter 3, Windows SharePoint Services automatically generates some of these lists, depending on which template is used to create the site.
The three Collaboration Sites include the following lists:
Sample Empty node(Blank Site) does not include lists and document libraries;
Templates Group node(Team Site) and Work area for documents(Document Workspace) include library General documents(Shared Documents) and four lists: Notices(Announcements), The calendar(Calendar), Links(Links) and Tasks(Tasks) as well as a discussion board Collective discussion(Team Discussion). Workspaces will be discussed in detail in Chapter 7.
Node template Blog(Blog) includes a picture library named Photos(Photos) and five lists: custom list Categories(Categories), custom list Comments (1)(Comments), Links(Links), custom list Other blogs(Other Blogs) and custom list Articles(Posts).
Sample Wiki node(Wiki) includes one wiki page library named Wiki pages(Wiki Pages).
All Meeting Workspace templates include unique lists such as Agenda(Agenda), Participants(Attendees), Solutions(Decisions), Goals(Objectives) and Required items(Things To Bring). Meeting workspaces are discussed in detail in Chapter 8.
In the next exercise, you view the lists generated for the top-level site of Wide World Importers. Then you will be taken to the page Creation(Create) to view the list templates that are available when you create a new team node.
Open the top-level SharePoint site. This exercise uses the http: // wideworldimporters node, but you can use any other node. If prompted, enter your username and password, and then click OK.
Make sure you have sufficient rights to view the site and create lists. If in doubt, refer to the Appendix.
Our group node has one standard document library named General documents(Shared Documents); four standard lists: Notices(Announcements), The calendar(Calendar), Links(Links) and Tasks(Tasks); as well as a discussion board with the name Collective discussion(Team Discussion). At the bottom of the page are links to child sites and a link to Shopping cart(Recycle Bin) (discussed later in this chapter).
Advice... Item names can be confusing. The list template names are identical to the default list names automatically generated by Windows SharePoint Services. However, these are completely different elements. Any of the list templates listed on the page Creation(Create) can be used to create on the page All site contents(All Site Content) one or more uniquely named list instances. For example, the list Notices(Announcements) was used to create a list Notices(Announcements), but the resulting list could be named anything, for example, Sales Notes(Sales Notices). The names do not have to be identical.
Close the browser.
Advice... Because there are security restrictions on the Windows SharePoint Services administrative pages, you will not see the first four columns of the Create page unless you have permission to create lists.
List creation
The first step in creating a new list is to ask yourself, "What information do you need to collect / show?" The answer to this question will help you determine which template to use. It may be best to start by creating a list that best suits your end goal, and then add, remove, or modify standard columns to get the desired result. For example, if you plan to collect information such as names and addresses, you can choose the template Contacts(Contacts) to create the base of the list, and then make the necessary changes. You might prefer to start with an empty list and move to the desired result element by element. In this case, you should use the template Custom list(Custom List).
Advice... If the items in the list you want to create always include documents, use a document library rather than a list. Document libraries are discussed in chapters 5 and 6.
In the next exercise, you will create a list for the Buyer and Wide World Importers to track the status of tasks related to the buying process. This task list will be based on the list template Tasks(Tasks). After creating the list, you will change its name to Common Buyer Tasks(Common Buyer Tasks).
Boot the SharePoint site where you want to create the list. This exercise uses the node http: // voideworldim porters, but you can use any other node. If prompted, enter your username and password, then click OK.
1. In the menu Node actions(Site Actions), which is located in the upper right corner of the page, select the command Creation Creation(Create) and view the list of templates.
Advice... Surprisingly, meeting workspace(Meeting Workspace) has no team Creation(Create) on the menu Node actions(Site Actions). Therefore, you need to click on the list name in one of the web parts on the home page, then click on the link View all site content(View All Site Content) on the left navigation bar and then on the link Create(Create) on the toolbar.
This page will help you create a to-do list based on a list template Tasks(Tasks). You can give the new list any name you like.
Advice... There is no limit to the number of copies of lists created based on any template. You can create as many task lists as you need.
3. In the text box Name(Name) enter text Buyer's Tasks(BuyerTasks), which will become the name of the new list.
Since there is no text field in which to enter the URL name, the text in the field Name(Name) also represents the value that SharePoint Services will use as the internal name.
Attention! When you create a SharePoint list, two names are defined for it: the display name, usually marked as Name(Name) or Name(Title), and the name of the URL, it is also the internal name. However, after the element is created, only the display name can be changed. If the page Creation(Create) URL name cannot be specified, both names represent a display name, usually marked as Name(Title).
Advice... We recommend that you follow these guidelines when you first enter the item names for Windows SharePoint Services. The original name should be clear, descriptive and easy to remember, concise, and should not contain spaces. It should be used consistently throughout the site. For more detailed guidelines and an explanation of why they should be followed, see the sidebar “Naming URLs,” in Chapter 3.
In addition, each organization may have its own naming conventions that should be followed.
4. Into the text box Description(Description) enter description C a list to track the shopping process so that users can understand what the new list is for.
5. Verify that the radio button is checked to indicate that this list should appear in the Quick Launch area. By default, the switch is set to Yes(Yes).
Advice... When you set up meeting workspaces, these options will be different. Since the home page does not have a Quick Launch area, there is no option to place an item on the Quick Launch area. Instead, it provides the option to use list items for all meetings.
6. Click the button Create(Create) to complete 
creating a list. The site page opens Buyer's Tasks(BuyerTasks) by default (Allltems.aspx).
7. Go to the site's home page by clicking on the appropriate link in the top link bar. Now the list Buyer's Tasks(BuyerTasks) is displayed in the Quick Launch area.
Since there is no space in the name of this list, it is best to change the display name to include a space. The remainder of the exercise demonstrates that changes to the list name only affect the display name, not the URL name.
9. On the menu Parameters(Settings) select the command List: parameters(List Settings) to open the page Buyer Tasks Setting(Customize BuyerTasks).
10. In the section Common parameters(General Settings) click the link Title, description and transitions(Title, Description and Navigation) to open the page List: general parameters: Buyer Tasks(List Settings: BuyerTasks) (see the figure at the top of the next page).
11. Replace the text Buyer's Tasks(BuyerTasks) by typing in the text box Name(Name) text Common Buyer Tasks(with spaces).
12. Click the button Save(Save) to save 
changes and open the Customize Common Buyer Tasks page.
The bold heading at the top of this page and all other pages associated with this listing now reflects changes in the display name. However, the browser's address bar still displays the original name (internal name) that was assigned to this list when it was created. You can change this name using Microsoft Office SharePoint Designer or Microsoft Office SharePoint Server.
14. Go to the site's home page by clicking a link in the navigation path or on the top link bar. The new name of the list will be displayed in the Quick Launch area.
Close the browser.
Adding, changing and removing list items
When you create a SharePoint list, pages are automatically generated with which you can view the list as a whole and its individual items, add new items, and modify existing items. Interface elements are also provided for deleting list items and subscribing to a list or list item, and for performing other actions such as importing and exporting list items.
Subscribing to alerts is briefly covered in this chapter, and import / export of list items is covered in Chapter 10.
Advice... Some lists have only one view immediately after creation, but the list Tasks(Tasks) has multiple views. List Common Buyer Tasks(Common Buyer Tasks) was created from a template Tasks(Tasks) which has five views: All tasks(All Tasks) (default) Active tasks(Active Tasks), By performers(By Assigned That), By my groups(By My Groups), Ending today(Due Today) and My tasks(My Tasks).
You can navigate to the default view page by clicking the list name in the Quick Launch, or by clicking the link at the top of any Web Part in the list.
In the next exercise, you will add several items to the task list for use by Wide World Importers' customers in the shopping process. Then you change one of the list items and remove the other. Also, Todd Rove wants to include a public seminar in the calendar, so you will add one recurring event to the list. Event(Events).
Open the SharePoint site where you want to create a list. This exercise uses the http: // wideworldimporters node, but you can use any other node. If prompted, enter your username and password, then click OK .
Make sure you have sufficient rights to create lists. If in doubt, refer to the Appendix.
1. On the Quick Launch, click the link Common Buyer Tasks(Common Buyer Tasks) that you added in the previous exercise to open the page with the default view of the buyer's task list.
3. In the field Name(Title) enter text.
4. Values in fields Priority(Priority), State(Status) and % complete(% Complete) leave unchanged.
5. In the field Description(Description) enter List used by sellers to enter products on offer this year.
6. Out of the field the date of the beginning(Start Date) delete today's date.
7. Field Term Leave (Due Date) blank.
The newly created list item appears in the main body of the page. Small picture with exclamation mark and word "New"(NEW) to the right of the item name indicates that the item was recently created.
9. Following the instructions in steps 2-8, create the list items using the values in the following table.
Advice... If you need to create multiple list items, it is tedious to create one item at a time. You can create multiple items at once using the Table view data(Datasheet). This option is briefly described in the next section and in more detail in Chapter 12.
Todd suggests making generating purchase information a high priority. You will now modify the Generate purchase order list item to fulfill this wish.
10. Hover over the (Generate purchase order) list item and click the down arrow to display the smart menu (also called edit control).
11. In the menu that appears, select the command Change item(Edit item) to open the page
12. Change the value in the field Importance(Priority) with (2) Regular[(2) Normal] on (1) High[(1) High] and click OK to save your changes and reopen the list page.
Todd also suggests that the SharePoint list for the salesperson is created only when a new salesperson is introduced, and not in every shopping cycle. Therefore, he wants this task to be removed. In the next part of the exercise, you will delete the task Create a SharePoint list for salespeople(Create vendor SharePoint list) from the list.
13.Have the mouse over the list item Create a SharePoint list for salespeople(Create vendor SharePoint list) and click the down arrow to open the menu. In the menu that opens, select the command Remove item(Delete Item) to delete this list item. You will be asked to confirm the deletion.
Advice... The deleted list item is placed in Shopping cart node. Working with the Recycle Bin is described in the next section.
14. Click OK to confirm the deletion and redisplay the list view page. To add a recurring public seminar to the list Events(Events), first you need to go to the list Events(Events).
18. Into the text box Name(Title) enter text Public seminar(Public Workshop).
19. In the field Start time(Begin) enter 17:00 .
20. In the field End time(End) enter 18:00 (this field can be left blank).
21. The monthly meeting will last one hour. In field Description(Description) enter A new topic will be covered every month.
22. In the section Repetition(Recurrence) check the box Make this event repeatable(Make this a repeating event).
After checking this box, many interface elements will change on the page.
23. Set the switch Monthly(Monthly). Note that the parameters in the section Pattern(Pattern) will change.
24. In the section Pattern(Pattern) select a value from the first drop-down list The first(first), in the second dropdown, the value Tuesday(Tuesday), and in the text box, enter a value 1 to indicate that the event will occur on the first Tuesday of each month (note that the first Tuesday may already pass in the current month).
25. Leave the rest of the parameters unchanged.
Close the browser.
Restoring list items from the Trash
When documents, list items, or even entire lists are deleted, they are simply marked as deleted and do not appear on the site from which they were deleted. By default, sites in SharePoint web applications display deleted items in Basket(Recycle Bin) node within 30 days. If the user has not restored the item in the meantime, the deleted item appears in the Recycle Bin of the site collection, from where the administrator of that collection can restore it. However, the total removed items must remain below the specified percentage (50% by default) of the total site size (site quota). If the value obtained after adding the deleted item size to the total size of the remaining deleted items exceeds the allowable quota determined by the central administrator, then the items that were deleted first are deleted even if 30 days have not yet expired to make room for the freshly deleted item. In this way, central administrators of SharePoint sites can calculate the recoverability of items based on the acceptable size. Of course, central administrators can set any number of days other than the standard 30 days, ranging from never keep deleted items to never destroy deleted items.
The following exercise assumes that Todd realized that deleting the Create vendor SharePoint list task was a mistake. You have to go to Shopping cart and recover deleted data.
Open the SharePoint site from which you deleted the list item in the previous exercise. This exercise uses the http: // wideworldimporters node, but you can use any other node. If prompted, enter your username and password, then click OK.
Make sure you have sufficient rights to create lists. If in doubt, refer to the Appendix.
2.Check the box to the left of the list item Create a SharePoint list for salespeople(Create vendor SharePoint list).
4. Click OK to confirm the recovery and reopen the page Baskets.
5. Go to the site's home page by clicking on the appropriate link.
Element Create a SharePoint list for salespeople(Create vendor SharePoint list) reappeared in the list.
Close the browser.
Using a data table view
If you have Microsoft Office Access 2007 installed on your computer, you can use the Data table(Datasheet) that can significantly improve your productivity. It can be very tedious to create one element at a time, repeatedly clicking on different elements. In the data table, all elements of the list are presented as a list on a grid, which allows editing the entire table. However, support for drop-down lists, checkboxes, and columns is maintained. Therefore, using a data table is different from editing a table in Office Access. To move through the cells of the table, you can use the keys on the keyboard or the mouse. When you move focus off a line, the changes made to that line are automatically saved. The last row of the data table is used to add new items to the list. To switch the list view mode, select from the menu Actions(Actions) command Change in data table(Edit in Datasheet).
The task pane, located to the right of the data table, provides links to powerful integration tools for SharePoint Services and Excel and Access applications.
Data table representation is discussed in detail in Chapter 12.
Attaching files to list items
Sometimes you need to attach one or more documents to a list item. By default, all SharePoint lists support this feature. However, if each list item always contains one and only one document, it is better to use a document library instead of a list.
Advice... You can disable attachment of files to list items. To do this, select from the menu Actions(Settings) command List options(List Settings), open the advanced settings page and click the radio button Are prohibited(Disabled) under Attachments(Attachments).
In the next exercise, you will create a simple Word document representing a purchase order and attach it to an existing list item Common Buyer Tasks(Common Buyer Tasks).
Open the SharePoint site where you created the list Common Buyer Tasks(Common Buyer Tasks). This exercise uses the http: // wideworldimporters node, but you can use any other list. If prompted, enter your username and password, then click OK.
Make sure you have sufficient rights to create lists. If in doubt, refer to the Appendix.
1. Open Microsoft Word.
2. In the new document, enter the text Purchase order.
3. In the menu File(File) select command Save as(Save As). Save the document in the Documents folder as WideWorldPurchaseOrder.docx.
Advice... You can save a document directly to a document library by specifying an HTTP address instead of the path to a folder on your hard drive, for example, http: // wideworldimporters / Shared Documents /. Only a saved document can be attached to a list item.
4. Close Microsoft Word.
6. Hover over the list item Generating a purchase order(Generate purchase order), click the down arrow to open the menu and select the command Change item(Edit Item) to open the page Common Buyer Tasks: Generating a Purchase Order(Common Buyer Tasks: Generate purchase order).
8. Click the button Browse(Browse) to open a dialog box Choose File(File selection).
Advice... In the dialog box Choose File(File selection) you can go to the Documents folder and find the WideWorldPurchaseOrder.docx document that you created earlier. You can also enter the path to the document you want to attach in the field File Name(File name).
9. Select the WideWorldPurchaseOrcLer.docx document. Click on the button Open(Open) or double-click on a document to open it.
Once opened, the location of the document is displayed in the box Name(Name) on the page Adding attachments(Add Attachments).
10. Click OK to attach the document to a list item.
The page will open Common Buyer Tasks: Generating a Purchase Order(Common Buyer Tasks: Generate purchase order), at the bottom of which there is an attached file. Also there was a link Delete(Delete), with which the attachment can be removed from this page.
Attention! Currently, the document is associated with a list item in memory only. If you close the browser or follow any other link, including returning to the list, this attachment will be lost. Click OK to keep the attachment linked to the task. Also note that when you click on the link Delete(Delete) will not show any warning that the attachment will be permanently deleted. The connection of the attachment to the task will simply be removed, and the file deletion will become irreversible after clicking the OK button.
Advice... Multiple attachments can be associated with one list item. You can click on the link Attach file(Attach File) and attach documents as many times as required. However, the user interface only allows you to nest one document at a time.
11. Click OK to end the process of nesting the document into the list item. The Standard List View page opens again.
For each list item that has one or more attachments, an attachment icon will be displayed in the leftmost column.
Close the browser.
Adding, Modifying, and Removing List Columns
The default list templates available in SharePoint are a great way to create lists with a minimum of effort. However, if you need to customize the template, SharePoint Services allows you to add, modify, and delete columns.
If you want to expand the list, you can add a new column, and after you assign a name to the new column, you can choose one of the types described in the following table for it.
Advice... Most (but not all) column types have as a parameter Required(Required) and parameter Default value(Default Value). If the parameter Required(Required) is enabled, the user must enter a value in this column when creating or modifying a list item. If the user does not enter a value, the default value will be used.
Since each column type has parameters Description(Description) and Add to default view(Add To Default View), these parameters are not explicitly indicated in the table.
After adding a column, you can start modifying it. It is possible to change the display name of a column, but its internal name is difficult to change. Most of the column parameters can be changed even if data has already been entered in the list. If changing a parameter can lead to loss of information, a warning will appear with the option to cancel the change.
Advice... After entering data in the list, you can make an optional field required. The entered data will not be affected in any way unless someone tries to modify an existing record. If you try to do this, the new rule takes effect and the list item cannot be saved without entering a value in the required column.
Most of the columns in the list can be deleted. However, all lists have at least one column that cannot be deleted. For example the column Name(Title) is used to display the smart menu, so it cannot be deleted, although it can be renamed. In addition, some lists disallow column deletion to maintain integration with Microsoft Office applications. For example, fields Who is assigned(Assigned That) State(Status) and Category(Category) of any list based on a template Questions(Issues) cannot be deleted, nor can any standard columns of any list based on a template The calendar(Calendar).
Other columns that are automatically created and populated for each item in the list and that cannot be changed include the following: ID(ID), Created in(Created), Created by(Created By), Changed to(Modified) and Change author(Modified By). Column ID(ID) ensures that the item is unique in the list. This column contains a sequential number, starting at 1 and increasing by 1 for each new item in the list. Windows SharePoint Services automatically records when a list item was created ( Created in), who created it ( Created by) when it was last modified ( Changed to), and who was the last to change it ( Change author). Originally columns Created in(Created) and Changed to(Modified) have the same meaning as the columns Created by(Created By) and Change author(Modified By).
Windows Share Point Services 3.0 introduces a new column type, the Host Column. These columns are usually administrator-defined and represent a common set of data that is used across multiple lists. They are stored at the node level in the node column gallery, but collective node columns in all pedigree galleries of the current node can be used in the list or in that node. Thus, an administrator can define a site column on a top-level site for users of all sites in the same site collection. Node columns have two very significant advantages over regular list columns.
Administrators can change site columns at any time, and these changes will be propagated to all content types and lists in a specific site collection that use those site columns.
Because site columns define a common set of data, in lists that contain multiple content types, you can sort, filter, and group disparate site items using their common site columns.
In the next exercise, you will refine the list Common Buyer Tasks(Common Buyer Tasks) by adding a column Sequence(Sequence) and node column Date of completion(Date Completed) by changing the column Importance(Priority) to add an additional parameter and remove the column % complete(% Complete). Also, you will change the order of columns across multiple pages so that the column Description(Description) followed immediately after the column Name(Title).
Common Buyer Tasks(Common Buyer Tasks). This exercise uses the http: // wideworldimporters node, but you can use any other node. If prompted, enter name username and password, then click OK.
2. In the menu Parameters(Settings) select the command List options(List Settings) to open the list settings page Common Buyer Tasks(Common Buyer Tasks).
3. Click on the link Create a column(Create column), which is located at the bottom of the section Column(Columns) to open the page Create Column: Common Buyer Tasks(Create Column: Common Buyer Tasks).
4. In the field Column name(Column name) enter Sequence(Sequence).
5. In the list of column types, select Number(Number). Pay attention to other options, remembering their description above.
6. In the field Description(Description) enter Used to organize tasks.
7. Leave the rest of the parameters unchanged.
8. Click OK to finish adding the column Sequence(Sequence) to the list. The task list setup page will open.
Todd Rove would like to see an additional column containing the completion date for each task.
9. In the area Columns Add from existing node columns(Add from existing site columns) to open the page Adding Columns from Existing Site Columns: Common Buyer Tasks(Add Columns from Site Columns: Common Buyer Tasks).
10. In the drop-down list Select node columns from(Select site columns from) select Main columns of tasks and questions(Core Task and Issue Columns) to filter the list Available Node Columns(Available site columns) and see only a few useful columns in it.
11. Select a column Date of completion(Date Completed) and click the button Add(Add) or just double click on an item to move it to the list Columns to add(Columns to add).
12. Click OK to add the column to the list and redisplay the Customize Buyer Common Tasks List page.
Some tasks are too low on the list, and buyers want to add the ability to reflect this in a column Importance(Priority). Buyers typically use importance with meaning to rank tasks Average(Medium), not Normal(Normal), and want to be able to enter non-standard values High(High), Average(Medium), Low(Low) and Very low(Very Low), but their own.
13. In the section Columns(Columns) click on the link Importance(Priority) to change the options for an existing column.
14. In the section Additional column options(Additional Column Settings) in the last line of the text box enter (4) Very low to add an additional item to the drop-down list.
15. Modify the list Enter your choices (each on a separate line) by replacing in the second line the value (2) Normal[(2) Normal] on (2) Medium[(2) Medium] This will change the options that will be available in the dropdown Importance(Priority) while adding data.
Advice... In all list items for which the option was previously selected (2) Normal[(2) Normal], you will need to manually change the old value to the new one (2) Medium[(2) Medium]. Also, when you move focus out of the text box Choice(Choice) the default is changed to the first choice, in this case (1) High[(1) High], If you want to change the default so that it remains equal to the second option, you must enter the value (2) Medium[(2) Medium] to text box Default value(Default value). For this exercise, you do not need to change the default.
16. In the field Allow users to add variations(Allow "Fill-in" choices) set the radio button Yes(Yes) to allow input of values not included in the standard list of choices.
Advice... The list of options can be displayed using radio buttons or check boxes. If you use checkboxes, users can select multiple options at the same time.
Buyers are not planning on using the column % complete(% Complete), so it can be removed. In the next part of the exercise, you will remove this column from the list.
20. In the confirmation window that appears, click OK to complete the deletion of the column and return to the task list customization page.
When creating or modifying list items, buyers want to see the column Description Name(Title). In the next part of the exercise, you will change the order of the columns in the list.
22. In the drop-down list located to the right of the column Description(Description), select a value 2 to change the order of the fields and place the column Description(Description) right after the column Name(Title).
The column will immediately move to the second position.
26. On the modified page Common Buyer Tasks: Create Item(Common Buyer Tasks: New Item) check the column order and make sure the column Description(Description) right after the column Name(Title).
Close the browser.
Sorting and filtering the list
As the list grows, it becomes difficult to view the entire list on one page. For this case, Windows SharePoint Services provides built-in sorting and filtering tools. On any standard view page, you can sort the entire list alphabetically, either ascending or descending, using separate column headings.
Filtering on a List View page works similar to the AutoFilter function in Excel. Filtering is enabled in the upper right corner of each column, and a unique list of values is generated for each column and placed in the drop-down list above that column. Filters are cumulative but temporary; the next time you select a list view, the original settings, including the original filters, will be applied to it, regardless of what was last selected in any column.
Advice... In the Datasheet view, sorting and filtering functions are available from the drop-down list, also located in the upper right corner of the column.
Now you will sort and filter the list Common Buyer Tasks(Common Buyer Tasks).
Open the SharePoint site where the list was created Common Buyer Tasks OK .
Make sure you have sufficient rights to view the list. If in doubt, refer to the Appendix.
2. Modify the list items according to the following table.
3. In list view All elements(All Items) hover over the column Sequence(Sequence) and wait for about a second.
This column will become underlined and a tooltip will appear next to it informing you that the sort will be performed on this column.
4- Click on the column Sequence(Sequence).
A downward-pointing arrow appears to the right of the column name, and the list items are displayed in descending numerical order.
5. Click the column again Sequence(Sequence). An upward-pointing arrow appears to the right of the column name, and the list items are displayed in ascending numerical order.
Advice... If you click on a different column, sorting by the current column is canceled. If you want to sort by more than one column, you should use a list view.
6. Hover over the column Importance(Priority) and click on the smart menu icon to display the sorting and filtering options for that column. The filtering functionality has been significantly improved over the previous version of SharePoint. The page does not overload, which saves time, network traffic, and SharePoint server resources. Only the unique values for this column will be retrieved. The previous version was very ineffective; not only all data was retrieved, but also unique values for each visible column in the current view of the list, despite the fact that only filtering was requested by the column Importance(Priority).
7. In the smart menu, select for the column Importance(Priority) value (1) Important[(1) High], and the page will immediately display a filtered list with only those items that are of high importance.
A filter icon appears to the right of each column that has been autofiltered.
8. To return to the full list, select either one of the list views (including its current view) from the drop-down list at the top of the page, or the command Clear filter from Importance(Clear Filter from Priority) from column context menu Importance(Priority).
Close the browser.
Adding and changing a list view
Sorting and filtering results obtained directly in the columns of the list view are only temporary, i.e. they are not remembered and are not displayed the next time you use the same view. However, you can define new list views to provide a named definition of how the information in the list should be displayed. The list view determines which columns and in what order are displayed in the list. The sequence is displayed from left to right. In addition, list views can dictate which rows are presented and in what order, as well as grouping, style, and pagination format. You can create list views based on the original views described in the following table.
When you create a list view, you can make it the original view or a copy of an existing view. Once created, the view is placed in the drop-down list along with other views.
There are two types of list views available: personal and general. Shared views can be viewed by all users, while private lists are viewable only by the creator. Only users who have permission to manage lists can create open list views. All users can create their own personal list views.
In the next exercise, you will create an open list view Very important tasks(High Priority Tasks) so that buyers only see tasks that are assigned a priority (1) Important[(1) High], and their current state. You are using the original view Data table(Datasheet) so that all list items can be updated easily at the same time.
Common Buyer Tasks(Common Buyer Tasks). This exercise uses the http: // wideworldimporters node, but you can use any other node. If prompted, enter your username and password, then click OK.
Make sure you have sufficient rights to manage the list. If in doubt, refer to the Appendix.
2. At the bottom of the view drop-down list, select Create view(Create View) to open the page Create View: Common Buyer Tasks(Common Buyer Tasks). You can also open this page with the command Create view(Create View) from the menu Parameters(Settings).
5. Into the text box View name(View Name) enter HighPriorityTasks.
6. Make sure the switch is installed Creating a general view(Create a Public View).
7. Uncheck all boxes in the Display(Display) except checkboxes Title (with a link to the item with the edit menu) and State(Status).
Parameter Position (from left edge)(Position from left) for column Heading(Title) is currently 20 and column State(Status) value 4. Therefore, the column Heading(Title) will be displayed in front of the column State(Status).
Advice... In chapter Columns(Columns) there are three columns Name(Title). They all represent the same meaning, but each one displays it differently. Selected column, Title (with a link to an item with an edit menu), not only contains the text value of the title, but also includes a menu that can be invoked by hovering over the text and clicking on the drop-down list that appears. Column Title (with a link to the element) simply presents the text value of the title as a link to the view page for each list item.
8. In the section Sorting(Sort) dropdown Sort by column first(First sort by the column) select Sequence(Sequence) to order the list by column value Sequence(Sequence). Data can also be sorted by the column that is not included in the view.
By default, data is sorted in ascending order.
9. In the area Filter(Filter) dropdown Show items for which the following is true(Show the items when column) select Importance(Priority) to set the row filter.
10. Select as the filtering condition equals(is equal to).
11. In the text box under the condition, enter (1) High.
Once you have created a list view, you can go back and change the display name.
13. From the drop-down list in the upper right corner of the page, select Change this view(Modify this View) to open the change view page.
14. In the field View name(View Name) instead of HighPriorityTasks enter High Priority Tasks(with spaces) to change the name that appears on the list view page.
Note that the name of the page that appears in the browser's address bar can also be changed.
In the navigation path at the top of the page, click on the link Common Buyer Tasks(Common Buyer Tasks) to return to the standard list view.
Close the browser.
Configuring alerts
Windows SharePoint Services provides an easy way to send email notifications of changes to site content, including changes to list items. These notifications are called alerts. By default, notifications are not configured; you need to configure them yourself.
Turning on alerts is pretty simple. For each list on the SharePoint site, the menu Actions(Actions) command enabled Notify me(Alert Me). By choosing this command, you can subscribe to alerts generated at the list level. Also, a similar command Notify me(Alert Me) is available on the context menu of each list item, as well as on the toolbar while viewing any list item. As you might guess, this command allows you to subscribe to alerts generated at the list item level.
When setting up an alert, you need to specify to whom the alerts will be sent, the frequency of sending and the type of changes that causes the alert to be sent. By default, alerts are sent to the email address of the user who configured the alerts. If no email address is specified for the authenticated user, you will be prompted to enter an email address. The entered address will be saved and will be used for further subscription to notifications.
By configuring alerts, you can specify when what changes they should be sent. List-level alerts can be sent when any list item changes, new items are added, existing items change, or items are deleted. If you want to be notified when items are added and changed, but not when items are removed, you will need to set up two alerts. List item level alerts are sent only when items change, because you can only set an alert for an item once. Deleting an item is also considered a change.
Advice... Document libraries provide an additional option to send alerts when a web discussion is updated. Document libraries are discussed in chapters 5 and 6.
You also need to specify a filter that determines when to send alerts; by default, alerts are sent whenever there is a change in the list. Different lists have different filters. List Tasks which we are working with has the following filters:
Any change;
Assigning a task to the current user;
Completion of the task;
Changing a task of high importance;
Modification by another user of the task assigned to the current user;
Changing the task by another user;
Modification by another user of a task created by the current user;
Modification by another user of the task, the last changes to which were made by the current user;
Another user changes the item that appears in the selected view.
In addition, you need to specify the frequency of sending notifications. Three options are available for any type of alert:
1.immediate sending of alert;
2. sending the results of the day;
3. sending the results of the week.
If you choose to send immediately, alerts will actually be queued and dispatched as soon as possible as the next task after the alert is triggered. By default, the alert task runs every five minutes, but the administrator can change this interval to 59 minutes. When you send daily and weekly totals, any changes made to a list or list item are merged and sent at the end of the selected period. The default daily totals are generated at midnight, and the weekly totals are generated at midnight on Sunday.
Advice... SharePoint administrators can set a limit on the total number of alerts that users can subscribe to. By default, this limit is 50 alerts. This number can be changed or completely removed. In addition, notifications can be turned off completely.
All previously configured alerts can be managed using the link View my existing alerts on this site(View My Existing Alerts On This Site) at the top of the page New link(New Link). On this page, you can use the toolbar to add an alert to any list on this node, or remove selected alerts.
Attention! After users are removed from the site, you must manually remove their alerts so that they do not become "ownerless." In addition, when users add alerts for themselves, they will receive these alerts even if they are denied access to the list. It is important to remove these alerts to prevent unauthorized access to the site and user information.
Using RSS feeds
By default, RSS 2.0 is enabled for all lists in all SharePoint 3.0 Web site collections. Chapter 3 showed you how to set up RSS data aggregation. using parameters from section Site administration(Site Administration) pages Node parameters(Site Settings). If RSS support is not enabled for the web application, the RSS-related links described in the next exercise will not appear.
You will now review the contents of the Buyers List and learn how to change the RSS options in the list.
Open the SharePoint site where you created the Common Buyer Tasks list. This exercise uses the http: // wideworldimporters node, but you can use any other node. If prompted, enter your username and password, then click OK.
Make sure you have sufficient rights to manage the list. If in doubt, refer to the Appendix .
1. Click on the link Common Buyer Tasks(Common Buyer Tasks) to open the Standard List View page. If you didn't create a list Common Buyer Tasks(Common Buyer Tasks), use any other.
2. In the menu Parameters(Settings) select the command List options(List Settings).
The default switch is Allow RSS feed for this list?(Allow RSS for this list?) In the section List rss feed(List RSS) is set to Yes(Yes). Although it is recommended to leave all parameters unchanged in this example, we will explain all the available options.
4. In the Information about RSS feed(RSS Channel Information) Leave all the default values. Parameter Shrink multi-line text fields to 256 characters?(Truncate multi-line test fields to 256 characters?) Matters Not(No) so that the entire text is sent to all users subscribed to the channel. If large amounts of data will be transferred, and most users only need to read the first few sentences, select the radio button Yes(Yes).
Anyone viewing the feed can read the entire content. Information from fields Name(Title), Description(Description) and Url image (Image URL) give an idea of the channel. Checkboxes set in a section Columns(Columns) indicate the fields whose content will be included in the RSS description. Check or uncheck the boxes as you wish. This example uses the default columns.
Section Maximum number of elements(Item Limit) helps manage the site and network bandwidth of a web farm when thousands of users subscribe to hundreds of lists and log on to the site every hour to check for updates (60 minutes is the default time to live set on the page Node parameters of each node). The (Maximum items to include) field indicates how many list items will be included in the channel, and the Maximum number of elements to include(Maximum days to include) indicates how long the list item will be included in the channel. This example includes up to 25 items that changed in the last week (7 days). These values (25 and 7) are set by default. If you click on the button Default(Defaults) at the bottom of the page will return to their defaults.
6. Using the navigation path at the top of the page, return to the standard list view.
7. On the menu Actions(Actions) select command View RSS feed(View RSS Feed) to view the feed page.
The resulting page has almost nothing to look at, but it is not intended to be viewed in a browser. The web address of the page can be used by an RSS reader to view the content of this list offline. You can also click on the corresponding link to subscribe to this feed.
Advice... Using RSS Feeds in Microsoft Office Outlook 2007 is described in Chapter 11. You can also use RSS Feeds using Internet Explorer 7.
You can search the RSS feed by entering your search text in the box located in the upper-right corner of the browser window. The stream will automatically update when you pause the text for more than one second. If you click Everything(All), all channel items will be shown, not all list items.
You can sort your feed data by clicking on the date, title, or author fields. To switch between ascending and descending sort, simply click the field again.
8. To return to the list, click on the link Home: Common Buyer Tasks(Home: Common Buyer Tasks) at the top of the page.
Close the browser .
Email Data to SharePoint Lists
Windows SharePoint Services allows list managers to assign email addresses to some of the standard lists that you can create from the page Creation(Create). Once configured, you can send data to lists by email. At first glance, sending data to SharePoint lists by email may seem odd; however, let's take a look at what possibilities it provides.
You're on an airplane and you're working on an Office Word document. When you are finished, you email the document to a specific document library. The letter with the document is saved in outgoing letters until you connect to the Internet, after which it is automatically sent to the document library. When Windows SharePoint Services receives this document, it is automatically added to the specified document library.
All of your team members are included in the same email distribution group. The discussion board email address is also included in this group. Every message sent to the group is also added to the list. When team members visit a SharePoint site that contains this list, they see all of the e-mail messages. They can even use this list to reply to messages posted to it.
Chapter 9 explains how to send email messages to a discussion board.
The following table lists the SharePoint lists that you can and cannot send email messages to.
In the next exercise, you will create a picture library that is e-mail enabled so that customers can submit pictures of suggested products. Then you will review the generated incoming email parameters. Also you will update the incoming email parameters for the existing list Notice(Announcements) to allow users to send general notices to this list. Once configured, you will post messages to each of these lists and test the result.
Open the SharePoint team site. This exercise uses the http: // wideworldimporters node, but you can use any other node. If prompted, enter your username and password, and then click OK.
Make sure you have sufficient rights to view the site and create lists. If in doubt, refer to the Appendix.
1. In the menu Node actions(Site Actions), which is located in the upper right corner of the page, select the command Create(Create) to open the page Creation(Create) with a list of templates.
2. In the area Tracking(Tracking) click on the link Picture library(Picture Library) to open the list creation page.
3. Into the text box Name(Name) enter text PotentialProducts to be the display name of the new list.
Since there is no separate field for entering the URL name, the internal name will be the same as the one displayed.
4. In the field Description(Description) Please enter the Product Pictures sent to us by our sellers by email so that users can understand the purpose of the new listing.
5. Make sure the switch is Show this Picture Library item on the Quick Launch(Display this picture library on the Quick Launch) is set to Yes(Yes).
6. Switch Allow this Picture Library item to receive e-mail(Allow this picture library to receive e-mail) is by default set to Not(No). Set this switch to position Yes(Yes). If this option is not available, it means that either the SharePoint central administrator has not configured incoming email settings or has disabled incoming email for your lists. Enter your email address, for example [email protected]
Of course, you only need to enter the first part of the address before the "@" sign. Remember the address you entered and use it later in the exercise instead of the address. [email protected]
Attention! If you specify in the SharePoint farm settings to use the SharePoint Directory Management Service, any entered email address will be automatically generated in the dedicated Active Directory location. However, if this service is not being used, an account must be created for each selected email address in order for sent messages to appear on the list.
8. Value in section Figure: version history(Picture Version History) Leave unchanged.
9. Click the button Create(Create) to complete the creation of the list. The standard list view page will open PotentialProducts(AllItems.aspx).
10. On the menu Settings(Settings) select (Picture Library Settings) to view the automatically generated settings for the new list.
11. Click on the link Incoming email options(Incoming e-mail settings). Again, if this option is not available, contact your central SharePoint administrator to configure your incoming email settings.
The options on this page are pretty simple. You do not need to change them for this exercise. Just note that the Picture Library is set to receive email using the address you entered earlier. Any attachments you upload to the picture library are saved in the root folder of the library, but files with the same name are not overwritten. If a duplicate file is uploaded, an ascending number is appended to its name (as in the file system). The original attachment is not preserved. However, if this parameter is set Yes(Yes), the email is simply saved as a document attachment to the list item. If someone sends a meeting request to this list, it will be ignored. Finally, only users who have permission to create new items in the list can email data to the list; all other emails are ignored.
12. Click the button Cancellation(Cancel) to continue working.
13. In the section Lists(Lists) quick launch area, click the link Notices(Announcements) to go to the list Notices(Announcements).
14. On the menu Parameters(Settings) select the command Picture library options(Picture Library Settings).
16. Install the switch Allow this List to receive email(Allow this list library to receive e-mail) to position Yes(Yes).
17. Enter your email address, for example [email protected]
Apart from attachments, the rest of the parameters will be the same as for the picture library. Attachments uploaded to the library actually become list items. Therefore, you can choose which folder they will be placed in, and whether you want to overwrite existing documents. Attachments sent to the list simply become list item attachments, so they can be attached or detached, so there is no need to configure attachment settings.
18. Change the parameter value Retain original emails(Save original e-mail) to Yes(Yes) and leave all other parameters unchanged.
20. Open Outlook 2007 and send one email with an attached picture to [email protected] and a second message (with or without attachment) at [email protected]
21. Go back to the list PotentialProducts to check if the uploaded image has been added to the picture library.
22. Go to the list Notices(Announcements) to check if the second sent email has been added to the list.
23. Open the notification and check if the subject and body of the message is the same as what you sent.
Close the browser.
Deleting a list
It is important to know how to get rid of a list that has become unnecessary or created by mistake. Unlike the previous version of SharePoint Services, deleting the list only marks it as deleted. It is not deleted from the database irreversibly, and all the elements of this list, although they are not visible, remain in this list stored in Basket node.
Let's say Wide World Importers customers are happy with the new listing Common Buyer Tasks(Common Buyer Tasks) and they don't need a list anymore Tasks(Tasks) created originally. Now you will delete the redundant list.
Open the SharePoint site where the list was created Common Buyer Tasks(Common Buyer Tasks). This exercise uses the http: // wideworldimporters node, but you can use any other node. If prompted, enter your username and password, then click OK.
Make sure you have sufficient rights to delete the list. If in doubt, refer to the Appendix .
2. In the menu Parameters(Settings) select the command List options(List Settings) to open the task settings page.
3. In the section Permissions and management(Permissions and Management) click the link Delete this list(Delete this list). A confirmation dialog box will open.
4. Click OK to confirm the deletion. The page will open All site contents(All Site Content). The deleted list no longer appears on this page and in the Quick Launch area.
Close the browser .
Key provisions
Lists can be compared to editable tables in web format.
List templates can be used to create lists with a static set of standard columns. There are 21 built-in lists available: Agenda(Agenda), Notices(Announcements), The calendar(Calendar), Contacts(Contacts), Custom list(Custom List), Custom List in Data Table View(Custom List in Datasheet View (Decisions), Discussion board(Discussion Board), Document library(Document Library), Form library(Form Library), Import spreadsheet(Import Spreadsheet), Tracking Issues(Issue Tracking), Links(Links), Goals(Objectives), Picture library(Picture Library), Project objectives(Project Tasks), Survey(Survey), Tasks(Tasks), Text field(Text Box), Required items(Things To Bring) and Library wiki-pages(Wiki Page Library).
When you create your SharePoint lists, give them clear, easy-to-remember, consistent names.
One or more documents can be attached to a list item.
Windows SharePoint Services allows you to add, modify, and remove columns from any list.
List views determine how the items in that list are displayed. Lists can be sorted and filtered manually or using named views.
Public views of lists can be viewed by all users, and private views are only allowed to be viewed by their creators.
Some lists and libraries can be configured to receive email.
The deleted list and all its elements are placed in a node.
For various elements of a one-page site in the program SharePoint Designer? Of course, when you have already made a site, it makes no sense to connect new ones. Therefore, let's create a new file through the menu item File - New ... And immediately open the html-code in order to better see the changes that will occur in it in the course of your work.
Press Format - Create Style , or select the corresponding option in the window Style management ... In the window Selection value: select from the dropdown list body... Leave Define in: current page. And define for the entire site: font, size, color, and so on. For example, you can choose
f ont-family: Arial, Helvetica, sans-serif;
font-size: 18px
(write in the field manually);
font-weight: bold;
color:
choose navy blue.
When you select a color, a color code appears in the box. If desired, the code of the desired color can be registered manually. Click OK. In the html-code of the site in CSS stylesheet the following appears:
body (
font-family: Arial, Helvetica, sans-serif;
font-weight: bold;
font-size: 18px;
color: # 000080;
}
Now switch to Constructor and try to write something. You will see that the text will be dark blue, bold, 18px, with Arial font.
If you switch back to The code, you will see that the visible text you just wrote is surrounded by tags
And there are no extra codes directly in the visible part of the site: all formatting is in the CSS stylesheet separately from the text.
Based on this, the algorithm for creating a site will be as follows. First, you create tables, write text, put pictures and other elements of the site, but you do not format anything. Once you've got it all set up, start creating a CSS stylesheet for the entire site, and for its various elements. In doing so, you look in Constructor and in the browser what changes are taking place on the site. And only then, when it's really necessary, do you prescribe formatting for various elements by highlighting them.
Let's do some more work with the CSS stylesheet and see what possibilities open up before us.
In field: Selection value:
You can style the entire document (body), link (a), heading (h1 to h6), table (table) and so on, there are a lot of choices. Also in this field you can create, and then assign them to various fragments of your site.
On the left you will see a field Categories... When you click on any of the categories, a set of attributes corresponding to this category opens. There is a huge selection of these attributes. Almost all the possibilities of a CSS stylesheet are in front of you. Give it a try, learn CSS styles, and put it to use: SharePoint Designer provides good hints for those who are at least a little familiar with CSS styles.
How, for example, can you set the color and background image for the site? In the Selection value: field, select body, then choose a category Background, and choose a background-color and a background-image. The picture file, of course, should be in the site folder. By the way, always match the background color to the main color of the background picture, because when the picture is not loaded immediately, it is the background color that will be visible at first until the picture is loaded. In the same place you can set the property of immobility for the background, if you choose background-attachment: fixed .
And if you want to make all the links on your site turn red when you hover over them with the mouse. you need to do the following: in the Selection value: field, select a: hover Is a link with the cursor over it. And in the category Font choose color: red... After you have done this, in CSS stylesheet another style will appear:
a: hover (
color: # FF0000;
}
CSS Styles you can not only add new ones, but also edit existing ones. To edit go to Format - CSS Styles - Style Control ... On the right you will see this window: Style management : in it you will see the CSS styles that are on the site. Right-click on the desired style and select Change style ... A window appears in which you can add a new attribute to the style, or delete, or edit an already added attribute.
For example, let's edit the style a: hover which you have already created. In the window Style management right-click on it, select Style management , and in the window that opens, add a new attribute. Let it be an increased font size. Please select font-size: xx-large... Click OK. Save the changes and see in the browser what happens: the color of the link should increase when you hover over it with the mouse.
And if you, for example, do not want the links to be underlined, you need in the window Selection value:
select a: link- just a link. Then in the category Fonts choose text-decoration: non
e(put the bird in the appropriate window).
Video on how to work with a CSS style sheet in SharePoint Designer
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