Learn SharePoint Series - Part Seven - Advanced Setting In List Settings

Introduction

This article is part seven of the SharePoint series. You can find previous articles of the series here,

1. Learn SharePoint Series - Part One - Introduction
2. Learn SharePoint Series - Part Two - Web Application
3. Learn SharePoint Series - Part Three - Site Collections
4. Learn SharePoint Series - Part Four - Subsites
5. Learn SharePoint Series – Part Five – SharePoint Lists
6. Learn SharePoint Series - Part Six - Power Of Versioning

In the previous articles, I have described basic level information about SharePoint Introduction, SharePoint Web Application, Site Collections, Subsites, SharePoint Lists, and its versioning power. So, in this article, I am moving one step ahead. Here I will be talking about the Advanced Setting option available in List Settings.

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

• Introduction to Advanced List Settings
• What are the options available in the Advanced List settings
• Summary

Introduction to Advanced List Settings

As we saw in the previous articles, every list and library has its own settings available, one of the settings is Advanced Settings. As the name suggests, there must be some advanced-level configuration in this setting option. So, let’s explore this advanced-level setting for the custom list in detail.

What are the options available in Advanced List Settings?

First of all, let’s look at how to open the Advanced Settings Page for a list.

Step 1. Open the list for which you want to see the Advanced Settings Page. In our case, we have employee lists. Open the list and then click on the Setting icon and from there click List Settings as shown in the figure.

Step 2. Now, you will have the List Settings page opened. Now, locate and click on “Advanced Settings” from the page.

Step 3. Now, you will have an advanced list setting page opened on the screen which will look like the following.

This page will have many options. Now let's explore each and every option in detail.

What are the options available in Advanced List settings?

• Allow management content types
  By default, the value will be No for every new list. If you want to assign any new content types to the lists then click Yes. When you click yes, then it will add more options to the list settings such as Add from Site Content types. Now, what are the content types in SharePoint that we will be exploring in further articles?
• Read access
  Before jumping to this option, consider a scenario, where you don’t want the item created by you to be visible to any other user. What you want is to configure the list in such a way that only the creator of the item can see their own items. In that case, just click on “Read items that were created by the user”. By default, the option “Read all items” is selected. In this option, every user can see every item in the list.
• Create and Edit access
  This is the same case as we discussed in the Read Access. The only difference is here we are adding one more option and that is Edit. By default, the option Create and Edit all items is selected. It means that any user can create the items and edit any of the items. But in case you want the user to be able to edit only those items that are created by them, then in that case just click “Create items and edit items that were created by the user” and save the list settings. Also if you want to restrict the Create and edit operations in this list then in that case click on the “None” option. If you have selected the None option, then in that case another user who has not created the list will not be able to create or edit the items. If another user tries to edit or create the item, SharePoint will throw an Access denied error.
  

• Attachments to the list of items 
  Every list provides functionality to create an attachment to the list items. But if you don’t want list items to support the attachments then in that case you can turn off the attachments from any list using this option. Here by default Enabled will be selected, just select Disable and save the list settings and now you will see that you cannot attach any of the attachments to the list items. In case you change your mind then you can again make it.
  

Make the “New Folder” command available. In every list and library, we can create folders and store items or documents in the folders. You can control whether your list should allow the user to create folders in the list or not. By default, the option is No for lists. So you cannot create a folder to the newly created list. If you want to create folders in the lists then just click Yes and save the list settings.

Allow items from this list to appear in search results. SharePoint has its own search engine that crawls the entire SharePoint content including list items. And when you search the text in SharePoint search it fetches the results from SharePoint items and displays them on the search result pages. But in some scenarios, you have some confidential data that you do not want to appear in the search results. Then in that case you can click No for this setting and save the list settings. If you select No then SharePoint crawlers will skip this list and will not crawl the items and items from this list will not appear in the search results. By default, the option is selected as Yes.

Allow non-default views from this list to appear in search results. This is the same as the above case, but we discussed list items and here we have list views. In the list, we can create a view and that view is also crawled by SharePoint Search crawlers. 

Reindex list

This is just a button. Just click on the button to reindex the lists and their items. When you click on the button, SharePoint reindexes the list and list items. 

Allow items from this list to be downloaded to offline clients. This option helps you to download the items offline and edit them. Once you get online again, the item is automatically updated in the list again. This option is working with Libraries. Sometimes this created an issue also. You can read here

Allow items in this list to be edited using Quick Edit and the Details Pane. The default option is Yes for this. It means that you can edit the item using the Quick Edit mode of the list. If you want to prevent the user from editing the items in the quick edit mode, then just select No and save the list settings. Once you select No then the option for the quick edit will be removed from the list page.

Launch forms in dialog? By default, the setting is No, which means when you click on a New item on the list it opens a new item form on the new page. If you want to open the New item form, edit form, and display form in the dialog box, then just click on Yes and save the list settings. Now whenever you are clicking on a New item form, Edit item form, or display item, it will launch the form to the SharePoint dialog box.

Allow automatic management of indices? By default, it is selected as Yes. It means that SharePoint automatically creates and manages the indices as needed. If you delete any indices then in that case it automatically recreates its own. Note that this will not affect your already created indices. SharePoint manages indices in order to maintain fast search and content retrieval.

Display this list using the new or classic experience. This option will be available from the SharePoint 2016 version. This was not available before SharePoint 2016. If you are working with SharePoint 2016 or SharePoint Online then in that case you have already experienced the new modern layout for lists and team sites. This setting allows us to select the layout of the list. You can select in what layout you want to open the list. It has 3 options. The default experience is set by the administrator, New experience and Classic experience, where New experience is the latest layout while Classic experience is the old one.

Summary

So in this article, we have seen the various list settings available with Advanced Settings of the list. I hope using this, anyone can configure the list based on the scenario.

In the next article, I am going to cover the “Validation Settings” option available in Lists Settings.