Working With Contacts List In SharePoint

This article explains what SharePoint Contact list is and how to create a contact list and manage it. We will be exploring the components of SharePoint in details.

This article is the 38th part of my SharePoint series. Here are my previous articles.

  1. Learn SharePoint In Series - Part One - Introduction
  2. Learn SharePoint In Series - Part Two - Web Application
  3. Learn SharePoint In Series - Part Three - Site Collections
  4. Learn SharePoint In Series - Part Four - Subsites
  5. Learn SharePoint In Series – Part Five – SharePoint Lists
  6. Learn SharePoint In Series - Part Six - Power Of Versioning
  7. Learn SharePoint In Series - Part Seven - Lists Advanced Settings
  8. Learn SharePoint In Series - Part Eight - Validation Settings in List Settings
  9. Learn SharePoint In Series - Part Nine - Audience Targeting
  10. Learn SharePoint In Series - Part Ten - Rating Settings
  11. Learn SharePoint In Series - Part Eleven - Form Settings in List Settings
  12. Learn SharePoint In Series - Part Twelve- Save list as a template in List Setting
  13. Learn SharePoint In Series - Part Thirteen- Permission Settings in List Settings
  14. Learn SharePoint In Series - Part Fourteen- Enterprise Metadata and Keywords
  15. Learn SharePoint In Series - Part Fifteen - Retention Policy Under Information Management
  16. Learn SharePoint In Series - Part Sixteen - RSS Settings in List Setting
  17. Learn SharePoint In Series - Part Seventeen - List Columns in SharePoint
  18. Learn SharePoint In Series - Part Eighteen - Multiple Lines Of Text Column Type in SharePoint
  19. Learn SharePoint In Series - Part Nineteen - Number and Choice Column Type in SharePoint
  20. Learn SharePoint In Series - Part Twenty - Currency and Yes No Column types in SharePoint
  21. Learn SharePoint In Series - Part Twenty One - Person or Group Column types in SharePoint
  22. Learn SharePoint In Series - Part Twenty-Two - Date and Time Column types in SharePoint
  23. Learn SharePoint In Series – Part Twenty-Three – Look Up Column Type in SharePoint
  24. Learn SharePoint In Series - Part Twenty Four - Hyperlink or Picture Column Types in SharePoint
  25. Learn SharePoint In Series -Part Twenty-Five - Calculated Column in SharePoint
  26. Learn SharePoint In Series - Part Twenty-Six - Task Outcomes and External Data Column Type in SharePoint
  27. Learn SharePoint In Series - Part Twenty-Seven - Introduction to Managed Metadata Column Types
  28. Learn SharePoint In Series - Part Twenty-Eight - Introduction to Site Columns
  29. Learn SharePoint In Series - Part Twenty Nine - Editing and Deleting Site Columns
  30. Learn SharePoint In Series - Part Thirty - Column Reordering in SharePoint
  31. Learn SharePoint In Series - Part Thirty-One - Indexing in SharePoint Lists and Libraries
  32. Learn SharePoint In Series - Part Thirty-Two - Introduction to SharePoint Views
  33. Learn SharePoint In Series - Part Thirty-Three - Creating a SharePoint List View
  34. Learn SharePoint In Series - Part Thirty-Four- Editing and Deleting a SharePoint List View
  35. Learn SharePoint In Series - Part Thirty-Five - Standard View and Datasheet View
  36. Learn SharePoint In Series - Part Thirty-Six - Gantt View in SharePoint
  37. Learn SharePoint In Series - Calendar View In SharePoint

In the previous article, we have seen about Calendar View in details. We have seen that how to work with Calendar Views. So with this, we have completed the views in SharePoint. Now we will be exploring the components of SharePoint in detail. In this article we have seen how we can work with custom lists. In this article, I am going to explain what is Contact List in SharePoint.

In this article, I am going to cover the following topics,

  • Background
  • Introducing Contact List
  • Creating Contact List
  • Advantages of Contacts Lists
  • Operations involved in Contact Lists
  • Summary

Background

 
In this article, we have seen what SharePoint lists are and why we use lists. There, we saw that we use SharePoint lists to store our data in a tabular format, same as we do with SQL Database Tables or MySql Database Tables.

Now, imagine a situation; you have to maintain contact information for your employees or your team members. You will define the attributes to be included, such as First Name, Last Name, Email Address, Phone Number, Address, City, Birthdate, and many more. Now, this can be done in multiple ways. One way is by creating a custom list in SharePoint and creating required fields with appropriate field types; while another way is to create a SharePoint Contact list in which a default template is provided by the SharePoint to maintain the contact information. Let’s explore how SharePoint Contact list helps us in maintaining the contacts information and how it is different from Custom Lists.
 

Introduction to SharePoint Contact List


SharePoint provides a default list template using which we can create a list that can be used to maintain our contact information. When we create a SharePoint Contact list, the basic fields related to Contacts automatically get created. For example, when you create a Contact list, you will have a few columns, such as First Name, Last Name, Date of Birth etc. created by default with the list. So, you do not need to recreate it again. You can just reuse that fields.
 

Creating Contact lists


In order to create a contact list, please log into your SharePoint site and follow the below-given steps.

Step 1

Click on the "Settings" icon on the top right of the page and click “Site Contents”.

 Working with Contacts List in SharePoint

Step 2

Now, click on the “Add an app” option.

Working with Contacts List in SharePoint

 

Step 3

On “Add an app” page, select the "Contacts" list template. You might have to search the Contact list template into the search box and then click on the "Contacts" icon.

Working with Contacts List in SharePoint

 

Step 4

Now, enter the name for the contact list and click on “Create”.

Working with Contacts List in SharePoint

 

Step 5

Once you have clicked on the Create button, SharePoint will create a contact list with the name “My Contacts” and you will see the following screen.

Working with Contacts List in SharePoint

 

Step 6

Now, click on this newly created “My Contacts” list and it will open the list view screen as shown in the below image.

Working with Contacts List in SharePoint

 

Here, you can see that the Last Name, First Name, Company, Business Phone, Home Phone, and Email Address columns are automatically created and a default view with the name “All Contacts” also got created.

Step 7

Apart from the above-mentioned fields, SharePoint creates too many other fields with this contact list. But those fields are not included in the default view, so we cannot be able to see into the list view screen. In order to see the list of the fields that SharePoint has automatically added, you have to visit the "Contact list settings" page.

Step 8

In order to check what are the fields created by the contact lists, let us open the list setting page. To open the list setting page, click on the “LIST” tab from the ribbon and click on "List Settings".
 
Scroll down to this page and you can see all the associated fields with the contact list. You will find that all the basic fields required to maintain a contact's information are already created while creating a contact list. For detail, please check the below snap.

Working with Contacts List in SharePoint
 

 

Advantages of using a Contact List in SharePoint

 
The basic and important benefit of the Contact List is that it provides the standard metadata related to a person or contact by default. No need to create common properties, like First Name, Last Name, Address etc.

It provides some special fields as well, such as Last Name Phonetic, First Name Phonetic, Company Phonetic. These fields are used in searching the contacts.
 

Operations Involved in Contact lists


The contact list comes up with the default metadata columns. It doesn’t mean we cannot create any custom columns; we can always create a new column or delete an existing one from the contact lists based on our requirement. We can also customize the Views of the Contact list. All of the tasks discussed in the previous articles of this series are applicable to this contact list also.
 

Summary


In this article, we have seen what contact list templates are in SharePoint and how we can make use this contact list based on our requirement. We have also seen how to create the Contact list and how to manage it. In the next article, we will look into the Announcement Lists and their importance.