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SharePoint list, data types, Site Content Type, Site Column and Document Library

Posted by Hung Hung Articles | SharePoint May 03, 2011
In this article, you will learn various data types and content types in SharePoint. You will also see how to work with various SharePoint object such as groups, lists, and document library.
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Objectives:

  • Learn about types of data such as: Lookup Field Type, Personal or Group Type
  • How to create a column based on the description of the other columns
  • Learn SharePoint Content Type and Site Column
  • Working with SharePoint Library List
  • Library definition version for SharePoint List

Note: There are two sites and Publishing site Team site

Exercise 01: Back to the Top-Level default SharePoint site

  •  Click on the link below:
    •  "View All Site Content" or Type List | Create Link
    • Site Actions | Create Link
  • On the Custom List category
    • Select the link "Custom List"
    • Enter the name of the Provinces List
    • Enter the Provinces of Vietnam Description
    • Check on the option Yes in the "Display on Quick Launch"
  •  Click "Create" button

Exercise 02: Change the title of the column

  • Select Provinces List
  • Settings | List Settings |
  • On Columns
    • Click on Title | Change Title into Province Name
    • Maximum number of characters is 50
    • Click OK
  • Select Province List
    • Added Province Name - Ho Chi Minh, Hanoi, Thua Thien Hue
  • Click OK

    MOSS_Lesson04_Exercise02_01.JPG

Exercise 03: Defining a lookup field for the column

  • Continuing with the Employees List
  • Click on Create Column
    • Column Name: Active
    • Yes / No | Default: Yes
    • Click Save

      MOSS_Lesson04_Exercise03_01.JPG
  • Click on Create Column
    • Column Name: Province
    • Lookup | Get information from (select Provinces)
    • In this column (select Name Province)
    • Click Save

      MOSS_Lesson04_Exercise03_02.JPG
  • Click on Create Column
    • Column Name: Description
    • Multiple lines of text | Multiple lines of text (6)
    • Rich text (Bold, nghiêng, text alignment)
    • Click Save

      MOSS_Lesson04_Exercise03_03.JPG
  • Open the Employees List
  • Enter a few items to SharePoint List

Exercise 04: Understanding Calculation for column string

  • Click on the List Employees
  • Click on Create Column
    • Column Name: Full Name | Type Calculate
    • Connect First Name and Last Name
    • Using the expression
      • [First Name] & "" & [Last Name]
      • Return single line text
    • Click Save

      MOSS_Lesson04_Exercise04_01.JPG

Exercise 05: Understanding Calculation type for column number

  • Create a new List called Salary
  • Click on Create Column
    • Data type named Employee Lookup | Get information from (select FullName from Employees)
    • BasicSalary name type number
    • Calculate SocialIns name type (5% BasicSalary)

      MOSS_Lesson04_Exercise05_01.JPG
    • Calculate MedicialIns name style (2% BasicSalary)
    • Calculate the name Union type (1% BasicSalary)
    • Calculate IncomeTax name type (10% BasicSalary)

Exercise 06: Working with the Document Library

  • Continuing with Sharepoint Site
  • Creating a new Sharepoint
    • Select the Document Library

      MOSS_Lesson04_Exercise06_01.JPG
    • Named LeaveForms
    • Description of the Monthly Employees Leave Forms
    • Click Save

      MOSS_Lesson04_Exercise06_02.JPG
  • Upload some files
    • Select the document library LeaveForms
    • View Properties and can change the file name or title
    • Click Save

Exercise 07: Create a new folder on the SharePoint Document

  • Continuing with the document library list is LeaveForms
    • Add new folder

      MOSS_Lesson04_Exercise07_01.JPG
    • Named Des2008
  • Upload a few files into this folder excels

Exercise 08: Do not allow to create folder on LeaveForms document

  • Select the document library LeaveForms
  • Select Settings | Document Library Settings

    MOSS_Lesson04_Exercise08_01.JPG
    • In the Advanced Settings
    • No option for the Display Check "New Folder" command on the New menu?

      MOSS_Lesson04_Exercise08_02.JPG
    • Click OK
  • Click New | New Folder and see if there ?

Exercise 09: Find out about the check out and check in document library

  • Continuing with the document library list is LeaveForms
  • Logged with an administrator account
    • Select the document name | R-Click | Check out document

      MOSS_Lesson04_Exercise09_01.JPG
    • Edit the properties and change the file name
  • Open up your browser
    • Logged account was added to the site
    • Select the document and tried to check out
      • Check in document

        MOSS_Lesson04_Exercise09_02.JPG
      • View properties and change the file name

Exercise 10: Find out how to copy files from Windows Explorer to the folder of the SharePoint Document library

  • Continuing with the document library list is LeaveForms
  • Click Actions | Open with Windows Explorer
    • Logged with an administrator account
      • Select the folder of LeaveForms
      • Choose Actions | Open with Windows Explorer

        MOSS_Lesson04_Exercise10_01.JPG
    • Turn your PC folder
    • Select one or a few files and then copy paste to folder LeaveForms

      MOSS_Lesson04_Exercise10_02.JPG
    • Check the folder and sub folders
  • Back LeaveForms List
    •  Check that the file has been copied to

      MOSS_Lesson04_Exercise10_03.JPG

Exercise 11: Working with Image and Hyper Link

  • Create a new list SharePoint Picture library

    MOSS_Lesson04_Exercise11_01.JPG
    • Named MyFriendPhotos
    • Description is the Photo of My Friends

      MOSS_Lesson04_Exercise11_02.JPG
  • Upload a few pictures
    • Choose one of the picture
    • Copy the URL of the selected picture
  • Back to Employees List
    • Click on New | New Item
    • Enter employee information
    • In the Description field, you can add the URL on the image

Exercise 12: Working with the Slide Library

  • Create a new SharePoint Slide Library list

    MOSS_Lesson04_Exercise12_01.JPG
    • Named ExcelSlide
    • Description of the Excel Advanced Slide

      MOSS_Lesson04_Exercise12_02.JPG
  • Upload slide
    • Select the slide from pc
    • Edit the properties and change
    • Presentation Description

Exercise 13: Working with List KnowledgeBase

  • Create a new SharePoint Wiki library list
    • Called KnowledgeBase
    • Description is the knowledge of computer science
  • Choose KnowledgeBase
    • Select New Link | New Wiki Page
    • Enter the name of MOSS
    • Add content: optional
    • Edit and delete a few of which content
    • Click on History and ...?

Exercise 14: Learn how to create a Content Type Sites

  • Continuing with the top-level site
  • Select Site Actions | Site Settings
    • In Gallaries | select the link "Site content types'

      MOSS_Lesson04_Exercise14_01.JPG
    • Click a link and the name is MyContentType
      • Description is: "New Content Type"
      • Select parent content type "List Content Type"
      • Parent content type is "Item"
      • Put this site content type into: MyContentTypeGroup
      • Click OK

        MOSS_Lesson04_Exercise14_02.JPG
    • Select the link MyContentType
      • Add from new site column

        MOSS_Lesson04_Exercise14_03.JPG
      • A few definition column

Exercise 15: Sites Using Content Type

  • Back to home page
  • Create new or modify existing SharePoint List
  • Select Site Actions | Site Settings
  • In columns
    • Choose "Add from existing SharePoint List"

      MOSS_Lesson04_Exercise15_01.JPG
    • In the "Select site columns from" is "Custom columns
    • In the "Available site columns" is MyColumn
    • Choose Add
  • Click OK

    MOSS_Lesson04_Exercise15_02.JPG

Exercise 16: Learn how to define Column Sites

  • Select Site Actions | Site Settings
    • In Gallaries | select the link "Site columns"

      MOSS_Lesson04_Exercise16_01.JPG
    • Click a link and the name is MyNewColumn
      • Data type is the "Lookup"
      • Put column into this site: MyNewColumnGroup
      • Get information from a "Employees"
      • In this column is FullName
      • Check on "Allow multiple values"
      • Click OK

        MOSS_Lesson04_Exercise16_02.JPG

Exercise 17: How to use custom Column Sites

  • Back to home page
  • Create new or modify existing SharePoint List
  • Select Site Actions | Site Settings
  • In columns
    •  Select link "Add from existing site columns"
    • In the "Select site columns from" is MyNewColumnGroup
    • In the "Available site columns" is MyNewColumn
    • Choose Add
  • Click OK

    MOSS_Lesson04_Exercise17_01.JPG

Exercise 18: Versioning of the document library

  • New Create a Document library
    • Type the Document library
    • Name the "My Documents"
  • Select the "My Documents" document library
    • Settings | Document Library Settings
      • Versioning settings

        MOSS_Lesson04_Exercise18_01.JPG
      • check on the "Create major versions"
      • Optionally limit the number of versions to retain
      • Check on "Keep the number of major versions sau"
      • Enter the number 3

        MOSS_Lesson04_Exercise18_02.JPG
  • Upload a few files
    • Edit and modify

Exercise 19: Find out more about the document library

  • New Create a Document library
    • Type the Document library
    • Name the "Account Documents"
  • Select "Account Documents" list
    • Settings | Document Library Settings
      • Versioning settings | check on "Create major and minor (draft) versions"
      • Optionally limit the number of versions to retain
      • Check on "Keep the number of major versions sau"
      • Enter the number 3
      • Check on "Keep sau draft for the number of major versions"
      • Enter the number 5

        MOSS_Lesson04_Exercise19_01.JPG
  • Upload a few files
    • Edit and modify
    • Check the version of the document

      MOSS_Lesson04_Exercise19_02.JPG

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