Using team site lists and libraries
Video: Using team site lists and librariesHere is the secret for understanding any SharePoint site. It's not about the web pages. It's about the chunks. It's about the components. It's about the pieces that this site is made of. What do I mean by that? Well, let me show you. A team site is not a bunch of web pages put together and given some address. A team site really represents different pieces that will be useful for, in this case, a team, such as a calendar. A place to put meetings, a place to put events, a task list, so that we can create task for other people, or other people can create them for us.
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In SharePoint 2010 Essential Training, author Simon Allardice demonstrates the full feature set in SharePoint 2010 and the necessary skills to be a SharePoint site administrator. The course shows how to use SharePoint, create sites and site collections, and plan and design sites and portals. It also covers Office integration, security and permissions, and advanced features such as document management and business intelligence.
- Understanding a SharePoint team site
- Navigating lists and libraries
- Creating Document Workspaces
- Using versioning and check-in/check-out
- Integrating with Office 2010 applications
- Adding and deleting users
- Creating workflows
- Working with server site templates
- Creating a wiki and a blog
- Working with rich media
- Managing documents and other content
- Sharing information with charts and status indicators
Using team site lists and libraries
Here is the secret for understanding any SharePoint site. It's not about the web pages. It's about the chunks. It's about the components. It's about the pieces that this site is made of. What do I mean by that? Well, let me show you. A team site is not a bunch of web pages put together and given some address. A team site really represents different pieces that will be useful for, in this case, a team, such as a calendar. A place to put meetings, a place to put events, a task list, so that we can create task for other people, or other people can create them for us.
A place to upload documents, and work on documents, a shared library of documents, if you will. It's got a place for links, useful links that you might need. Links to vendors, links to clients. It's got a place for announcements, news and information that could be useful for your team, and a discussion board. And what the team site is just a website that wraps around these pieces. The pieces are what's important. The website is just there to hold the pieces together.
So to truly learn what a team site is we want to actually work with these individual pieces, what are called the lists and libraries that our site is made off, and all SharePoint sites are made of a collection of lists and libraries. So in SharePoint, for example, if I want to work with a calendar, and my team site does have a calendar, you don't tell SharePoint, "I want a page to view the calendar and I want a page to add an entry to the calendar and a page to delete an entry from the calendar." You just say "hey SharePoint, I want a calendar," and SharePoint generates all those different pieces and all those different web pages for you.
The calendar is a pretty classic example of a list in SharePoint, and in SharePoint 2010 it's quite a powerful little thing. Simply by mousing over any particular day, we have the Add link will actually pop up, or you can actually double -click as well. That will work. Notice that we don't even go to a different page. It just opens up a calendar entry section, where I can put in a title, an optional location. We do have to give it a start date and an end date.
Some information, if needed, and we have all sorts of usual calendar options like recurrence and all-day event and a category, if we need one. And then I click the Save button and it adds it to our calendar. Now, notice what's happened also here is that the Ribbon at the top of the page has changed. And we mentioned this before. It's the idea that this Ribbon will shift based on context. If we are in the calendar, for example, it's showing us a bunch of things I can do with the calendar.
Change to Week View, change to a Day View, change to a Month View. There are options that we will explore later, such as Connect to Outlook and Export to Excel. And really what we are looking at here is that the calendar has actually two dedicated sections to its Ribbon. In fact we can get the clue up here by this section that says Calendar Tools. Really what's happening here is we have two different parts to it. We have the Events section and we have the Calendar section, and that really means one thing at a time or the whole calendar.
So if I select a particular event, such as the Weekly Review that I just added, it shifts to this Events section of this Ribbon, where I have New Event, View Event, Edit Event, Delete Event, Attach File to the event. Whereas if I wanted to shift the whole calendar to the Week View or the Day View, I always click the Calendar section of the Ribbon and say yes, I want to affect the entire calendar, change to the Week View, or change to the Day View, or change to the Month View, or change even settings of the calendar, and what you will find is the Ribbon behaves this way on all our different lists.
So to explore a couple of the others, I am going to click our Browse button here to kick us back into the regular breadcrumb mode, or I can click the words Team Site. That for me will take me back to the homepage of this very basic team site, and then I am going to jump into this Tasks navigation section here. This is a Tasks list. Looks a little different from the calendar obviously, because that would make sense. It's fairly obvious how I would add something. I actually have a link here that says Add new item, but if you notice also, up here in the Ribbon, we have a List Tools.
Where on the other page we had Calendar Tools, now we have List Tools, and it breaks it down into items. So working with individual items in the list and working with the entire list itself. Always context-sensitive and always aware. Meaning that you'll find many of these options will be grayed out if they're not actually relevant at that particular time. Now, you'll find that in SharePoint there are often multiple ways to do the same thing. For example, if I'm on the Items section of the Ribbon, I have an option that says New Item.
Just below it, however, I have an option that says Add new item, regardless if I am on the Items section of Ribbon. Both of these will do exactly the same thing. I select them, they will pop up a little modal window that will say give me a title, Review function specification. If you have multiple tasks, you can define what are called predecessors. We'll explore those later. We can talk about things like the Priority. Let's called this High Priority. The Status is In Progress. Perhaps it's 10% complete.
I can assign it to a particular person. I can give it a Due Date. I am not going to do any of those things right now. I am just going to click Save. And all lists inside your SharePoint sites essentially behave the same way. Some of them have dedicated views, meaning that if we are looking at the calendar, we want to see the Calendar View of them. Some of them have more simplistic views. If I am looking at Tasks, it's pretty much a straightforward list of what that task is. We will also have a Team Discussion area. This looks very similar to the Tasks list.
In fact you will find that it says List Tools again, the same way that Tasks list said List Tools. Now, I mentioned that a team site is more than just a calendar and a task list and a team discussion. That it also has a Documents Library. this is place called Shared Documents, where you can upload documents, again, behaving very, very similar, but we see up in the Ribbon, we have a Library Tools section instead of a List Tools or Calendar Tools. But again split between the idea of working on an individual document, so I can make a new document, upload a document, make a new folder, and we will get much more into Document Libraries a little later on.
But I also have the Library section of the Ribbon, where I can change settings of the library and how the library is viewed. But there is a little more to this. I also mentioned that we had a list of links, and we had a list of announcements. Well, where are those? I don't see them here. I don't see them in my navigation. And if I switch back to my Browse mode and go back up to my team site homepage, I don't really see them there either. Well, here is the thing. If you ever really want to see what's going on on a SharePoint site, if you really want to know the pieces, the lists and libraries that this site is made of, the link that you are going to look for is this one down at the bottom of the Quick Launch Bar that says All Site Content.
It can also be viewed from the Site Actions menu. And depending on your permissions, you may have either a dozen options here or just one or two. There is an option here that says View All Site Content. View all Libraries and Lists in this site. Clicking either of this would do the same thing, taking us to the All Site Content page. Now, there is a quite a few things here. You may see something different in your own sites. It looks like I have got a section that says Document Libraries and there's quite a few things here.
We have got six different entries under Document Libraries and it says Picture Libraries, there are no Picture Libraries. To create one, click the Create button. Well, we will do that later. And then in Lists, we have Announcements, a calendar, a Links list and a Tasks list. Finally below that we have the Team Discussion list, and below that we have the Recycle Bin. I can see a couple of places here that says, well, this looks like there is a place for Surveys to go, this looks like there is place for Sites and Workspaces, which really means other SharePoint sites.
Other SharePoint sites can be created underneath this one as children or sub-sites of this one. Now, you will find that this All Site Content page is always able to tell you the different pieces or components that make up any SharePoint site. So you will find that there is a different All Site Content page for every single SharePoint site in your SharePoint installation. There could be a dozen of these, there could be a thousand of these, and it's the combination of lists and libraries that really make up what your site is made of and what your site does and how it behaves.
This is a pretty typical team site right out of the box. If I find an Announcements list useful, I can go into that Announcements list. I have got one entry in there that says Get Started with Microsoft SharePoint Foundation. That's a default entry there for an Announcements list. I can add my own Announcements. Once again, you can kind of start to see that if you have added an entry to the Calendar and you have added an entry to the Tasks list, well, adding an entry to the Announcements List really isn't all that different. It's just a different selection of fields that I can enter into.
in fact, this is one of the simplest ones possible. I am just going to cancel out of that. I don't need to do it. Click Back to go back to my All Site Content page and take a look even further down. I have got the Links list. This is just another old list in SharePoint. In fact, adding a new link is almost the simplest one we could possible do. Adding the idea of say, let's say lynda.com and some optional notes.
Now, the question might be, well, what happens to this list, where does it go? So I have to go into my View All Site Content and then drop down into the Links section and click Add new link? Well, what's the use of putting my data here? Well, that's kind of up to you. Again, what the team site is is really just a suggestion. Microsoft is saying well, we think that on a typical team you will find it useful to have a place to put some documents, a place to put a calendar, a place to put some tasks, a place to have a team discussion, a place to put links, a place to put announcements.
What you do with that data and how you choose to present that, well, that's a bit more customizable. If I go back to the homepage of my team site, once again by clicking this Team Site link here, I might expect to see my announcements here, or my links here, or my tasks here, and I can do that. The homepage is editable. The homepage is changeable. I can customize this. But I can know that I have got underlying data going on here. That really my team site is made up of a collection of lists and libraries, and those are the core building blocks of all SharePoint sites.
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