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

Hung Hung

15y38k30250Article

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

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
Click on Create Column
- Column Name: Province
- Lookup | Get information from (select Provinces)
- In this column (select Name Province)
- Click Save
Click on Create Column
- Column Name: Description
- Multiple lines of text | Multiple lines of text (6)
- Rich text (Bold, nghiêng, text alignment)
- Click Save
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

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)
- 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
- Named LeaveForms
- Description of the Monthly Employees Leave Forms
- Click Save
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
- 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
- In the Advanced Settings
- No option for the Display Check "New Folder" command on the New menu?
- 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
- 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
  - 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
- Turn your PC folder
- Select one or a few files and then copy paste to folder LeaveForms
- Check the folder and sub folders
Back LeaveForms List
- Check that the file has been copied to

Exercise 11: Working with Image and Hyper Link

Create a new list SharePoint Picture library
- Named MyFriendPhotos
- Description is the Photo of My Friends
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
- Named ExcelSlide
- Description of the Excel Advanced Slide
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'
- 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
- Select the link MyContentType
  - Add from new site column
  - 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"
- In the "Select site columns from" is "Custom columns
- In the "Available site columns" is MyColumn
- Choose Add
Click OK

Exercise 16: Learn how to define Column Sites

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

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

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
  - 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
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
Upload a few files
- Edit and modify
- Check the version of the document

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3 Comments

Join the conversation! Your thoughts help the community grow.

Zel Ilano11y ago
Helpful suggestions ! BTW , if your business have been needing to merge PDF or PNG files , my husband saw a tool here http://www.altomerge.com/ .
Hung Hung15y ago
On your Top-Level, you will see link "View All Site Content" at QuickLaunch (Menu left).
Larry Bird15y ago
Exercise 1 says to click on link below. Where is this link?