Predefined Lists

Predefined Lists

·         Announcements – A list of news items, statues and other short bits of information.

·         Contacts – A list of people your team works with, like customers or partners. Contacts lists can synchronize with Microsoft Outlook or other compatible programs.

·         Discussion Board – A place to have newsgroup-style discussion. Discussion boards make it easy to manage discussion threads and can be configured to require approval for all posts.

·         Calendar – A calendar of upcoming meetings, deadlines or other events. Calendar information can be synchronized with Microsoft Outlook or other compatible programs.

·         Links – A list of web pages or other resources.

·         Custom List – A blank list to which you can add your own columns and views. use this if none of the build-in list types are similar to the list you want to make.

·         Tasks – A place for team or personal tasks.

·         Project Tasks – A place for team or personal tasks. Project tasks lists provide a Gantt Chart view and can be opened by Microsoft project or other compatible programs.

·         Status List – A place to track and display a set of goals. Colored icons display the degree to which the goals have been achieved.

·         Import Spreadsheet – Create a list which duplicates the columns and data of an existing spreadsheet. Importing a spreadsheet requires Microsoft Excel or other compatible program.

·         Issue Tracking – A list of issues or problems associated with the project or item. You can assign, prioritize and track issue status.

·         Survey – A list of questions which you would like to have people answer. Survey allows you to quickly create questions and view graphical summaries of the responses.

Example of Surveys List

Questions:

1. How did you find out about our website?
2. Which course were you looking for? (MS.NET / SharePoint / Sql Server / Java)
3. Did you find all the topics in the course you were looking for?
4. If No, Please mention the topics you were looking for?
5. How do you rate our website?

Note: Once the basic survey questions are added, the order of these questions can be changed by using the option ‘Change the order of the questions’

A Branching Logic can be set so that Question 4 shows only if answer to the 3^rd Question is ‘No’. 

Adding the Branching Logic

Select Question 3 (click on the question) à set the branching logic.

Taking the Survey

Users can take this survey from the link in Quick Launch Bar.  Once the survey is taken, we will be able to see all responses and graphical responses.

Predefined Libraries

·         Document Library – A place for strong documents or other files that you want to share. Document libraries allow folders, versioning, and check out.

·         Asset Library – A place to share, browse and manage rich media assets, like images, audio and video files.

·         Picture Library – A place to upload and share pictures.

·         Report Library – A place where you can easily create and manage web pages and documents to track metrics, goals and business intelligence information. 

·         Slide Library – Create a slide library when you want to share slides from Microsoft office PowerPoint, or a compatible application. Slide libraries also provide special features for finding, managing, and reusing slides.

·         Wiki Page Library – An interconnected set of easily editable web pages, which can contain text, images and web parts.

·         Data Connection Library – A place where you can easily share files that contain information about external data connections.

·         Form Library – A place to manage business forms like status reports or purchase orders. Form libraries require a compatible XML editor, such as Microsoft InfoPath. (To be covered in Infopath chapter)

Common Problem

While trying to open the document from the SharePoint list, if you are getting the following error:

Solution

1. Run one of the Office 2010 applications (e.g. Word 2010).
2. Click on File menu, and select Options.
3. In the “Options” dialog, select Trust Center in the left pane.
4. Click on Trust Center Settings in the right pane.
5. Select Protected View in the left pane of “Trust Center” dialog.
6. Disable any of all of the protected view options as below by unchecking the check boxes:
1. Enable Protected View for files that fail validation
2. Enable Protected View for files originating from the Internet
3. Enable Protected View for files located in potentially unsafe locations
4. Enable Protected View for Outlook attachments

Version / Check in – Check out Settings

Open library à SettingsàDocument Library SettingsàVersioning SettingsàContent Approval: YesàVersion: Create Major VersionsàWho should see: Any user who can read itemsàRequire checkout: YesàOK

To Manage Permission of document library

Open library DSS forms à Settings à Document Library settings à Permissions for this document library

               

Creating a document template

In order to maintain uniformity of files in the document library, it is recommended to use a document template that the users can use while adding documents to the library

·         To create a document template : Create a new Word Document with the desired skeleton(template)

·         Open library à Settings à Document Library SettingsàAdvanced SettingsàDocument Template: [Edit Template]

We also create folders for better management of documents (New à Folder).  To copy a from one folder to another, the explorer view can be used (List à Explorer View (In Ribbon))

Document Workspace:

A Document Workspace enables you to collaborate on draft documents with selected coworkers. If documents and related materials such as tasks, objectives, and events are scattered, a Document Workspace site can help you to keep them all in one place.

}  A Document Workspace provides

}  A document library for storing primary documents and their supporting files.

}  A task list for assigning to-do items.

}  A links list for listing resources that are related to the documents.

}  A members list that shows who has access to the site.

How to create a document workspace:

1. In SharePoint: From a document that is already in a document library. Use this method if your file is already stored in a library on a SharePoint site. As you update the file on the Document Workspace, you can simultaneously update the original copy in the library with your changes.
2. From a SharePoint site (Site Actions à More Options à Site à Document Workspace).  This method creates a Document Workspace when you are working on a SharePoint site in a Web browser. When you create a Document Workspace this way, you have more initial configuration options than you do with the other methods, and you can configure elements of the workspace such as the description, user permissions, and the last part of the workspace's Web address.

Note:

This is a temporary holding space. Don’t forget to put your document in its proper location once it is final.

If you created based on an existing doc in a library, use dropdown > choose Send To > Publish