Join Gini von Courter for an in-depth discussion in this video Use a list app, part of SharePoint 2016 Essential Training.
- [Voiceover] Let's take a look at our new announcements list and see how we can work with it. Simply click announcements in the quick launch and notice we have a link that says new announcement or edit this list. Well let's see what it looks like to create a new announcement. If I click new announcement, a new announcement form will open. There are only three pieces of information required, although SharePoint is tracking more, like who is entering the announcement and when they entered it, which will be used as the created and created by information.
I'm going to enter an announcement for everybody on the team. I'm going to say, "Welcome to the Landon Burnell Heights Team site." I can tab to go to the next field on this form. By the way, this looks plain vanilla. These forms can be modified, as you'll see later in the course. We can now indicate that this expires at a particular time and when it's expired then it will no longer be visible.
But, we're going to leave this for now because I'm going to have people joining this team, not just today or tomorrow but as time goes by and I would like them to have access to this. This is going to be relevant, really, until the end of the third quarter when Landon Net gets retired. Notice that I can save this. I can cut, copy, and paste here. I can attach a file. If I have an announcement about something that I would like to also provide a written document, easy enough to do.
I can check the spelling. One spelling error found. Okay. Landon Net, not surprised because that's not in the dictionary right now. I'm all done with this. I'm going to save it. When I save it, I will be returned to my announcements list. This announcement will be visible there. Notice, here's the title and this view simply shows title and when it was modified. If I want to see more to view the entire item, I can click here. This isn't a great way to do this.
What we'd like to be able to do is to see the title and the body at the same time. We can create a view that will do that because that information is being collected. Remember also, I told you it was keeping information about creation and who created it. It also keeps track of who modified an item and we saw that information there a moment ago. What happens if I choose edit this list? Well, if I choose edit this list, I get a grid that is a lot like working in Excel. If I'm entering a lot of information, I really prefer that to a form, except I don't have the ability in this particular view to see the body where I want to enter text.
That's a reason to modify a view. If I want to stop editing this list, I can simply click stop editing. Now, things like title and modify, notice that when I point to them, I get a drop down and I can sort these in ascending or descending order, and I can filter this as well. All of the different titles would be listed here under the filter. Terms of modification, I can sort and filter here as well.
To the left, I have the ability to select an item and then I might be able to do something with it. If I wanted to select all of the items in a list, I would simply click the select all check mark here. At the top, I have views. There's only one so far. I have the ability to modify this view or create a new view, which we'll talk about shortly. But if I had other views listed, they would be here and I can find a specific item, which is going to filter the list in place.
If I know I'm looking for team site and I press enter, what I'll have then is a filter that will show me any of the announcements, any of the items in this list that have team site in them. When I create an item, there's a delay between the time I create it and the time that it might actually appear in filter results because SharePoint isn't constantly rebuilding the index of items on the site. If it did, then it would run very slowly for the other features that we want to be able to see.
Don't be shocked if you save a file and go look for it, and it's not immediately there. Presumably, if you just save something, you know where you put it. It says, "Some items might be hidden, include these in your search." This is really what the search results look like. One item came back. I only had one to begin with, so it doesn't look all that impressive. Let's add another announcement just so we have two. I'm going to expire this at the end of May. Let's expire this on 6/1/2016.
I can type here or I can open a date picker and choose a date. I'm going to save this announcement. Now I have two announcements. This little green icon, you might wonder about. The little green icon simply means an item is new. If your user wonders and they point to it. It says, "New." We have Thursdays as part of the text there and notice the search returned no results. It's too soon for this item that I just created a few seconds ago.
If we look for something like Tech In, again we only get the one because the second item, What's a Tech In, hasn't yet been indexed. I can choose multiple items and if i wish, I can sort and filter these. That will work just fine. I can sort them in descending order. I can sort them in ascending order. I can filter them based on their title. Clear the filter and you see how all of this works.
Now if I wish to edit that list, I can do so and stop editing the list. This is how you add information to a list. How you edit information in a list. If I wish to edit a specific item, just as I can view one or delete one, I can also edit an item. The form will open so that I can modify information that I've placed in a list in SharePoint.
- Name three security groups created by default for every SharePoint site.
- Describe the benefits of working in a team site.
- Organize files in SharePoint libraries.
- Explain the three different scopes of sharing.
- Use Check Out and Check In features to reserve a document for a private editing session.
- Compose custom lists when built-in data doesn’t fit your needs.
- List three types of SharePoint workflows.