SharePoint 2007 - Edinburgh Napier Staff Intranet

SharePoint 2007 - Edinburgh Napier Staff Intranet
SharePoint 2007
Communications Lists
C&IT Services User Guide
SHAREPOINT 2007
COMMUNICATIONS LISTS
........................................
Copyright © 2010 Melbourne
by Watsonia Software Pty Ltd (ABN 64 060 335 748)
Published by Watsonia Publishing
wp:
Australia & New Zealand
UK & Ireland
Watsonia Publishing
47 Greenaway Street
Bulleen Victoria Australia 3105
T: +61 (3) 9851 4000
F: +61 (3) 9851 4001
Web site: www.watsoniapublishing.com
Watsonia Publishing Ltd
Stanton House, 1 Castlefield Road,
Reigate, Surrey, RH2 0SA
T: +44 (0) 1737 240 044
F: +44 (0) 1737 240 014
Web site: www.watsoniapublishing.co.uk
Product Code HMSP005
First Published January 2010
........................................
Production Acknowledgments
SharePoint 2007 is produced with the assistance,
hard work, advice, recommendations, and dedication
of a number of people too numerous to mention. We
thank you all.
Trademark Acknowledgments
All terms mentioned in this manual that are known to be trademarks
or service marks have been appropriately acknowledged or
capitalised. Watsonia Software cannot attest to the accuracy of this
information. Use of a term in this manual should not be regarded as
affecting the validity of any trademark or service mark.
Screen Shots © 1983-2010 Microsoft. All rights reserved.
Disclaimer
Every effort has been made to provide accurate and complete
information. However, Watsonia Software assumes no responsibility
for any direct, indirect, incidental, or consequential damages arising
from the use of information in this document. Data and case study
examples are intended to be fictional. Any resemblance to real
persons or companies is coincidental.
Copyright Notice
This publication is protected in accordance with the provisions of the
Copyright Act. Apart from permissions expressed in the Copyright
Act pertaining to copying for study, review, or research, no part of
this publication may be reproduced in any form, or stored in a
database or retrieval system, or transmitted or distributed in any
form by any means, electronic, mechanical photocopying, recording,
or otherwise without written permission from Watsonia Software Pty
Ltd.
SharePoint 2007
READ ME FIRST
In case you're not familiar with the terminology,
Read Me First is quite often the name given to a
computer file that contains important information
for people to know prior to using an application.
This section contains some important information to
help you use this book so we thought we'd start
with a Read Me First section.
Who this course is for...
SharePoint 2007 is designed for users who are keen to extend their
understanding and knowledge of the software.
What skills and knowledge
you will acquire...
The skills and knowledge acquired in SharePoint 2007 are sufficient to
be able to use and operate the software at an efficient level.
What you'll need to know
before beginning this
course...
SharePoint 2007 assumes little or no knowledge of the software.
However, it would be beneficial to have a general understanding of
personal computers and the Windows operating system environment.
The objectives of this guide…
At the completion of SharePoint 2007 you should be able to:
•
•
view, add, edit and delete items from different types of lists
change the settings of lists within SharePoint
What you get in a Chapter...
Each of the chapters is comprised of a summary page listing the topics
covered in that chapter. The
1 chapter then consists of single-page topic
sheets pertaining to the theme of the chapter.
What you'll need to have
before commencing this
course...
Many of the topics in SharePoint 2007 require you to open an existing
file with data in it. These files are available from your instructor or course
co-ordinator. You will need the product code for this course which is
HMSP005.
4
As you work through this
guide…
It is strongly recommended that you close all open files, if any, prior to
commencing each new chapter in this learning guide. Each chapter,
where relevant, has its own set of course files and any from a previous
chapter are no longer required.
Where to from here...
Have a look at the next page which explains how a topic page works,
ensure that you have access to the exercise files (see above), and you're
ready to make a start.
© Watsonia Publishing
-i-
Read Me Preface
SharePoint 2007
WORKING WITH TOPIC SHEETS
The majority of this book comprises single-page
topic sheets. There are two types of topic sheets:
task and reference. The layout of both is similar
– an overview at the top, detail in the centre and
additional reference (optional) material at the
bottom. Task sheets contain a Try This Yourself
step-by-step exercise panel in the detail area as
shown below.
1
2
3
4
5
6
1
Topic name
2
General topic overview provides an introduction to the topic
3
Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice
exercise for you to work through. In Reference topic sheets this is usually replaced
by a box with reference information.
4
In Task topic sheets screen shots and graphics provide a visual clue as to what
will happen when you work through the Try This Yourself practice exercise. In
Reference topic sheets the screen shots and graphics are used to visually
represent information and concepts.
5
The For Your Reference (optional) element provides a quick summary of the steps
required to perform a task. These usually only appear in Task-based topic sheets.
6
The Handy To Know (optional) element provides additional information such as
alternate ways of accomplishing a task or further information providing handy tips.
© Watsonia Publishing
- ii -
How To Preface
SharePoint 2007
CONTENTS
Chapter 1: Communications Lists
1
View Announcements ..................................................................................... 2
Add an Announcement ................................................................................... 3
Edit an Announcement ................................................................................... 4
Delete an Announcement ............................................................................... 5
View Contacts List .......................................................................................... 6
Add a Contact ................................................................................................. 7
Edit a Contact ................................................................................................. 8
Delete a Contact ............................................................................................. 9
View a Discussion Thread ............................................................................ 10
Add a New Discussion .................................................................................. 11
Reply to a Discussion ................................................................................... 12
Setting Alerts ................................................................................................ 13
Subscribe to a List ....................................................................................... 14
Sorting and Filtering Lists ............................................................................. 15
Chapter 2: Managing Communication Lists
17
General Settings for a List ............................................................................ 18
Permissions & Management Settings .......................................................... 19
Communications Settings ............................................................................. 20
Create Custom Column in a List................................................................... 21
Create a View for a List ................................................................................ 22
Create a Communications List ..................................................................... 23
Concluding Remarks
© Watsonia Publishing
25
- iii -
Contents
SharePoint 2007
CONTENTS
Notes:
© Watsonia Publishing
- iv -
Contents
SharePoint 2007
CHAPTER 1
In
FOCUS
COMMUNICATIONS LISTS
WPL_S711
The lists within SharePoint have been designed to make
communication quick and easy.
SharePoint lists provide a central point which people can access in
order to read, edit or add to the list items. By visiting the
SharePoint site, users can keep up to date with news and
information.
One of the benefits of using SharePoint lists is that it eradicates the
need to send numerous email messages and therefore reduces the
amount of email traffic generated.
There are different types of list, but the general use of lists is much
the same, regardless which type of list you are using.
In this session you will:
© Watsonia Publishing
•
learn how to access the announcements list and display
individual items in full
•
learn how to add annoucements to a list
•
learn how to change the information in an annoucement and
attach extra files
•
learn how to delete an announcement
•
learn how to display the default SharePoint contact list
•
learn how to add a contact to a list
•
learn how to change the details for a contact
•
learn how to delete a contact
•
learn how to view discussion subjects and thier replies
•
learn how to add a new discussion topic in a Discussion
Board
•
learn how to reply to a discussion
•
learn how to set alerts for items, lists and libraries
•
learn how to view RSS Feeds and subscribe to a list or
library
•
learn how to sort and filter items in Lists.
Page 1
Chapter 1 - Communications Lists
SharePoint 2007
VIEW ANNOUNCEMENTS
Announcements is one of the built in lists
provided by SharePoint and is generally used to
post messages which appear on a home page
within the site. It can be used quite effectively as
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Site

Navigate to the Team Site
Home Page and open the
Document Center
Announcements are displayed
in the Document Center Home
page by default

1
3
Click Announcements from
the Quick Launch Toolbar or
click the Announcements title
on the page to open the list.
All the announcements posted
are displayed

an electronic noticeboard which includes important
information. Announcements consist of a Title,
which is what is displayed on the home page and
body text which allows for more explanation.
3
Click on the title of the
announcement
OR
Click the Edit button to the
right of the announcement title
and click View Item


All the information about the
announcement is displayed,
including the body text and any
expiry date(if specified)
4
Click Close to exit the
announcements and return to
the list
For Your Reference…
Handy to Know…
To view the full announcement:
1. Navigate to the Team Site and display the
Document Center
2. Click Announcements from the Quick
Launch Toolbar
3. Click the title of the announcement to open it
4. Click Close to return to the list
• You may find that when you have quite a few
announcements that not all of them are
automatically displayed on the Home Page of
the Document Center. Depending on the
settings it may be that a limit for the number
of announcements has been set.
© Watsonia Publishing
Page 2
Chapter 1 - Communications Lists
SharePoint 2007
ADD AN ANNOUNCEMENT
If you have been allocated sufficient permission,
you will be able to add announcements to the list.
The Title should be short and informative whilst
the body text allows you to elaborate.
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Site


Navigate to the Document
Center

An alternative method is to
click Announcements to
display the full list
Announcements can be added directly to the Home
page or by displaying the Announcements list in
full. New announcements are displayed with the
!New symbol so that they can be easily identified.
2
Under the Announcements list
on the home page, click Add
new announcement
3
From the New menu, click
New Item
Note: As the only command
available in the New menu is
“New Item”, you can click on
New without clicking the menu
drop down arrow.

Enter a Title, Body text and
Expiry date and click [OK]
4
Required fields are indicated
by a red asterisk, all other
fields are optional.
The new announcement will
appear in the list.
For Your Reference…
Handy to Know…
To add an announcement:
1. From the Document Center Home Page,
click Add new announcement
OR
In the Announcements list, click New
2. Enter the announcement information and
click [OK]
• New announcements usually display the
© Watsonia Publishing
symbol for up to 48 hrs, but this can
vary depending on the site settings.
• If you specify an expiry date for the
announcement, it will “drop off” the home
page, but still remain in the full list of
announcements.
Page 3
Chapter 1 - Communications Lists
SharePoint 2007
EDIT AN ANNOUNCEMENT
Announcements can be edited by changing the
Title, Body text or Expiry date. You can also
attach files to them which can be useful if the
announcement involves in depth information.
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Site


Display the Announcements
list
This kind of detail can be stored in extra
documentation and attached to the announcement.
You can also attach multiple files to the
announcement.
2
2
Click the Edit button to the
right of the item name and
select Edit Item
OR
Click the title of the
announcement to display the
4
full item and click

Change the Title, Body Text
or Expiry Date (if applicable)
We also want to attach
documentation to the
announcement.




Click Attach File and then
click Browse
In the Choose file dialog box,
select the required file and
click Open
5
Click [OK] to secure the
attachment.
Click [OK] to accept your
changes
7
The edited announcement now
reflects all the changes and
includes the attachment
symbol.
For Your Reference…
Handy to Know…
To edit an announcement:
1. Display the Announcements list
2. Click the Edit button to the right of the
announcement title and click Edit Item
3. Make the appropriate changes and click
[OK]
• When editing an announcement you can also
delete any attachments if they are no longer
required.
© Watsonia Publishing
Page 4
Chapter 1 - Communications Lists
SharePoint 2007
DELETE AN ANNOUNCEMENT
The expiry date in an announcement controls
how long the announcement will display on the
home page of the site, but it still remains in the
Announcements list. To ensure information is up
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Site


Display the Announcements
list
to date and relevant, it is good practice to delete
any old or unwanted announcements.
Deleted announcements are sent to the Recycle
Bin.
2
Click the Edit button to the
right of the announcement
name and click Delete Item
OR

Click the title of the
announcement to display the
full details and click Delete
Item

When prompted to send the
item to the Recycle Bin, click
[OK]
3
4
For Your Reference…
Handy to Know…
To delete an announcement:
1. Click the Edit button to the right on the
announcement name and click Delete Item
OR
2. Open the item by clicking the
announcement title and click Delete Item
3. Click [OK] to send to Recycle Bin
• Items that are deleted do not sit in the
Recycle Bin indefinitely. Depending upon
how the site has been set up, the Recycle
bin may be emptied as frequently as every
30 days.
© Watsonia Publishing
Page 5
Chapter 1 - Communications Lists
SharePoint 2007
VIEW CONTACTS LIST
As with most other libraries and lists within
SharePoint, Contacts is another list that is
provided by default when a new site is created.
This list can be used to store information about
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Site


Display the Team Site home
page


From the Lists section, click
Contacts
people that your team work with such as your
clients or suppliers. One of the benefits of using a
SharePoint Contact list is that it is constantly
monitored and updated by the people who use it.
2
From the Quick Launch
Toolbar, click View All Site
Content
The contacts are listed in
alphabetical order by the last
name
3
4
For Your Reference…
Handy to Know…
To display the contacts list:
1. Open the Team Site home page
2. From the Quick Launch Toolbar, click View
All Site Content
3. From the Lists section, click Contacts
• Contact lists can be used with other
SharePoint compatible programs such as
Microsoft Outlook and Microsoft Access
© Watsonia Publishing
Page 6
Chapter 1 - Communications Lists
SharePoint 2007
ADD A CONTACT
SharePoint provides default fields to complete
when creating new contacts. The only required
field is the Last Name.
It is also possible to create fields or columns in the
Contact list if there is extra information that you
need to include but SharePoint fields do not
accommodate.
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Site


Display the Contact List

Click the New menu
Hint: as the only item in the
New menu is to create a New
Item, you can simply click the
New menu
2
3
Enter the details for the
contact and then click [OK]
For Your Reference…
Handy to Know…
To add a contact to a list:
1. Display the Contact list
2. Click the New menu
3. Enter the details for the contact and then
click [OK]
• You can also attach files to a contact so that
you can store further information
© Watsonia Publishing
Page 7
Chapter 1 - Communications Lists
SharePoint 2007
EDIT A CONTACT
Contact information changes on a regular basis,
i.e., people move jobs, change their phone
number, get a new email address etc and it is
very quick and simple to change the details.
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Site


Display the Contact list
2
Click the Edit button on the
contact name and click Edit
Item
OR
Click the Last Name for the
Contact and then click Edit
Item

3
Make the appropriate changes
and then click [OK]
For Your Reference…
Handy to Know…
To edit a contact:
1. Display the Contact List
2. Click the Edit button for the contact
3. Click Edit Item
4. Make the changes and then click [OK]
• When entering a web address for a contact,
SharePoint provides an option to test the
URL to ensure you have typed it correctly.
© Watsonia Publishing
Page 8
Chapter 1 - Communications Lists
SharePoint 2007
DELETE A CONTACT
Now we are beginning to see a pattern of how
items are treated within lists. Deleting a Contact
is quick and easy and uses the same process as
deleting an announcement.
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Site


Display the Contacts list
2
Click the Edit button for the
contact and click Delete Item
OR


Click the Contact Last Name
and then click Delete Item
3
Using either method, you will
be prompted to send the item
to the Recycle Bin.
Click [OK]
4
For Your Reference…
Handy to Know…
To delete a contact:
1. Display the Contacts List
2. Click the Edit button for the contact and
then click Delete Item
3. Click [OK] to send the item to the Recycle
Bin
• If you inadvertently delete a contact you can
display the Recycle Bin and restore the item
back to it’s original location.
© Watsonia Publishing
Page 9
Chapter 1 - Communications Lists
SharePoint 2007
VIEW A DISCUSSION THREAD
Discussion boards are another method of
keeping in touch with people without having to
send numerous email messages or make
endless phone calls, which are frequently
unanswered. A discussion board is a one stop
shop where all users can join in the conversation
by viewing the comments made by other users and
adding their own comments if appropriate.
Discussion Board
When you first enter the discussion board, the topics will be listed showing the subject, the creator,
the number of replies, and the last update. By changing the view, you can see more of the
information and the replies given.
1. Click the Subject name in order to display all the replies
2. Click View at the top of the page to change the current view
Flat View
Displays the order by date in which the item
was created and responded to
Threaded View
Displays each reply slightly indented so that you
can identify which comment was replied to
To return to the main discussion board to see all the topics, click the name of the discussion board (in
this example “Team Discussion”) in the “Breadcrumb Trail” at the top of the page
© Watsonia Publishing
Page 10
Chapter 1 - Communications Lists
SharePoint 2007
ADD A NEW DISCUSSION
Any user with sufficient permission can start a
new discussion within the SharePoint Team Site.
Although it is worth mentioning that discussion
topics should be relevant and appropriate.
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Team Site

Display the discussion board

In our example, the default
discussion board has been
named “Team Discussion”
Use the discussion board to share ideas, gather
opinions and keep in touch with other team
members that you may not see on a regular basis.
2
3
Click the New menu
As the only command in the
menu is Discussion, you can
click the New menu to create a
New item

Enter a Subject for the
discussion and then enter the
Body text to expand on the
discussion.

Click [OK]
For Your Reference…
Handy to Know…
To add a new discussion:
1. Display the Discussion Board
2. Click the New menu
3. Enter a Subject and the Body of the
discussion
4. Click [OK]
• When creating a new discussion, SharePoint
provides tools which will allow you to
enhance the appearance of the text, such as
Bold, Underline and Colour formatting.
© Watsonia Publishing
• You can also attach other files to the
discussion by using the Attach file button
Page 11
Chapter 1 - Communications Lists
SharePoint 2007
REPLY TO A DISCUSSION
The whole point of a discussion is to interact with
other users and is a bit like having a conversation
with everyone who has access to the Team Site.
Unlike a real face to face conversation, users are
Open
File
Try This Yourself:
Before starting this exercise
you MUST open the
SharePoint Site




There are two methods of
replying to a discussion:
3
4
Display the Discussion Board
Click the Edit button and then
click View Item
Click Reply
OR



not expected to respond immediately, but can use
the discussion to respond at a convenient time. It
can be compared to everybody receiving the same
email message, but without all the email traffic.
6
Click the Subject of the
Discussion
Then click the Reply button
Enter your reply and then click
[OK]
7
For Your Reference…
Handy to Know…
To reply to a discussion:
1. Display the Discussion Board
2. Click the Edit button > View Item
3. Click Reply
4. Enter the details of the reply and then click
[OK]
• When displaying the discussion board, the
subject will only appear once, but the replies
column will show the number of responses
given
© Watsonia Publishing
Page 12
Chapter 1 - Communications Lists
SharePoint 2007
SETTING ALERTS
Alerts are a way of keeping informed of changes
made to different items, lists or libraries. Alerts
work in much the same way throughout the whole
of SharePoint. Alerts can be set on individual
items in a list or library or you can create an alert
for an entire list or library. In any case, setting an
alert will send you an email message telling you
that something has been changed.
Why use Alerts?
By setting an alert on an item it means that you will receive an email message to tell you that a change
has occurred. You can specify what changes you want to be notified of. For example, you may want to
know if anything at all changes on the item or if a certain part of the item is changed. You can also
specify how often you receive the alerts. If you think the item is likely to change numerous times in a
day, you would not want to be notified immediately as this could generate lots of unnecessary email
messages. The settings for an alert vary slightly depending on the item you are creating the alert for.
Setting Alerts for Single List or Library Items
One item is considered to be one document from a
document library, one picture from a picture library or one
contact from a contacts list, but the process of setting the
alert is virtually the same.
1. Click the Edit button for the item you to create the Alert
2. Click Alert Me
Setting alerts for an Entire List or Library
If any of the items within the list or library are changed, then
you will be notified. If this is the type of alert that you need,
it is probably a good idea to set the frequency of the email
message to daily or weekly so that you receive a summary.
1. Click the Actions button within the List or library you
want the Alert for
2. Click Alert Me
3. Select the required alert settings
© Watsonia Publishing
Page 13
Chapter 1 - Communications Lists
SharePoint 2007
SUBSCRIBE TO A LIST
RSS Feeds are widely used throughout internet
and intranet sites. RSS stands for Really Simple
Syndication and it is a method of viewing certain
parts of a website and the changes without
having to actually find the information. When you
subscribe to a SharePoint list you will be able to
view the items at a quick glance using your web
browser, it works in a similar manner to favourites.
Why Subscribe?
We already know that we can set alerts on lists and libraries in order to be notified of changes, but
RSS subscription is a little more discreet. Rather than sending you an email message, you can use
your web browser to display the RSS Feed for the list or library you subscribed to. Essentially, you
gain an overview of the items in the list or library and if something is added, changed or deleted, the
RSS Feed within your browser will appear bold, just like your inbox appears in bold text when you
have unread messages.
If you have the facility, Outlook can also be configured for RSS Feeds.
View RSS Feeds
It really doesn’t matter which library or list you are using,
viewing the RSS Feed is the same process.
1. Click the Actions menu and then click View RSS Feed
2. The Feed page is displayed in the browser
View Feeds in a Browser
1. Open your Internet Browser and display
the Feeds
2. Click the feed for the SharePoint List or
Library to show the information
3. Click Subscribe to this feed
4. Click Subscribe
© Watsonia Publishing
Page 14
Chapter 1 - Communications Lists
SharePoint 2007
SORTING AND FILTERING LISTS
Easy ways to find the information you want to
work with include sorting and filtering the items.
The method is the same in any list or library and
can save time when trying to locate files,
contacts, or other list items. Sorting will allow you
to display all items in a specific order; whereas
filtering allows you to “pick out” the items you need
and temporarily hide the unwanted items.
Sorting a List
The column headings within a list are used to sort and filter the items. For example, if you wish to
sort the items by their Title, use the Title column heading, if you want to see the items in date order,
use the Modified column heading.
1. Open the required List
2. Click the drop down arrow on the appropriate column heading
3. Select Ascending or Descending
Filtering a List
Filtering allows you to choose which items you want to see, but you may find that not all columns
can be filtered. This may be because the column has too many unique items such as Name or Title.
Columns which include dates or user names can usually be filtered effectively.
1. Open the required List
2. Click the drop down arrow on the appropriate column heading
3. Select the filter criteria
Date Column Example
Approval Column Example
Column that can’t be filtered
Remove a Filter
To display all the items, click the drop down arrow on the filtered column heading and click Clear
Filter.
© Watsonia Publishing
Page 15
Chapter 1 - Communications Lists
SharePoint 2007
NOTES:
1
4
© Watsonia Publishing
Page 16
Chapter 1 - Communications Lists
SharePoint 2007
CHAPTER 2
In
FOCUS
MANAGING COMMUNICATION LISTS
WPL_S712
SharePoint provides many default lists which are ready to use as
soon as the site is set up, however, the list settings can be modified
to suit the teams needs.
The settings are quite consistent throughout all the lists, but they
may vary slightly depending on the type of item which is stored in
the list.
List settings are separated into five main areas which are General,
Permissions and Management, Communications, Columns and
Views
In this session you will:
© Watsonia Publishing
•
gain an overview of how to change the general settings for a
list
•
gain an overview of how to change the permssions &
management settings
•
gain an overview of how to change the communications
settings
•
gain an overview of how to create a custom column to
include in a list
•
gain an overview of how to create a new view for a list
Page 17
Chapter 2 - Managing Communication Lists
SharePoint 2007
GENERAL SETTINGS FOR A LIST
settings are also very similar. The General
settings control items such as the Title of the List,
the versions allocated and how the List can be
accessed.
Changing list settings will alter how the
information in the list is treated. Most lists such
as Contacts, Announcements and Discussions
work and behave in a similar manner so the
To Display List Settings
3. Open the appropriate List
4. From the Settings menu, click List Settings
To Change a Setting
4. Click the setting you wish to amend
5. Change the options accordingly
6. Click [OK]
© Watsonia Publishing
Title
Enter a new name that will appear in heading and
links throughout the site
Description
Enter descriptive text to help visitors
Navigation
Specify whether a link is displayed in the Quick
Launch Bar
Content Approval
Specify whether new or amended items require
approval before being published
Item Version
History
Turn On/Off creating versions an item is edited
Draft Item Security
Specify who should be able to see items before
they are approved
Content Types
When creating New items, the default type is listed
in the New menu, choose to include other types
Item-level
Permissions
Specify which users can Read and edit items
Attachments
Specify whether attachments are enabled for the
list
Folders
Specify whether New Folders can be created within
a list
Search
Specify whether the items in the list should be
visible in a search
Enable Audience
Targeting
This option will create a targeting column which
can assist with filtering
Page 18
Chapter 2 - Managing Communication Lists
SharePoint 2007
PERMISSIONS & MANAGEMENT SETTINGS
options, it may not be something that can be
altered whilst working in a single lists settings as
permissions may be inherited from the parent site.
It does show you which users can do what!
You can use these settings to manage the
workflow settings, delete the list if it is no longer
required and check what permissions users have
within this list. Whilst permissions is one of the
To Display List Settings
5. Open the appropriate List
6. From the Settings menu, click List Settings
To Change a Setting
7. Click the setting you wish to amend
8. Change the options accordingly
9. Click [OK]
This option will delete the list and all it’s content and send it to the
Recycle Bin
File Name
Enter the name for the template file
Name
Create a name that the template will use
Description
Enter a description
Include Content
Will use the existing items in the list in the
template
Settings can only be changed for the list if they haven’t been inherited
from the parent web site, however you can see a list of he users
permission settings.
Workflow
Select a workflow template such as Approval
Name
Enter a name by which to identify the workflow
Task List
Nominate a task list that will keep track of the
work
History List
Select which list to use to view the history
Start Options
Control how workflow is started (manually or
automatically)
You can specify your own Information Management Policy or use one
of SharePoint’s predefined policies.
© Watsonia Publishing
Page 19
Chapter 2 - Managing Communication Lists
SharePoint 2007
COMMUNICATIONS SETTINGS
There are only a couple of Communications
settings, Incoming e-mail settings and RSS
settings, but you may find that in some lists only
the RSS setting is available.
To Display List Settings
1. Open the appropriate List
2. From the Settings menu, click List Settings
To Change a Setting
1. Click the setting you wish to amend
2. Change the options accordingly
3. Click [OK]
Incoming E-Mail
Specify whether items can be added to the list via
an email message being sent directly to the list.
Create an email address for the list
© Watsonia Publishing
E-Mail
Attachments
Specify how to handle any attachments that are
emailed along with the item
E-Mail Message
Specify whether to save the original file for an
incoming message
E-Mail Meeting
Invitations
Specify whether to save meeting invitations in the
list
E-Mail Security
Specify whether anyone can send an item to the
list via e-mail or only users who have permissions
List RSS
Allow RSS for the list
RSS Channel
Information
Select how the information should appear on the
RSS feed page
Columns
Select which columns of information should
appear on the RSS feed page
Item Limit
Specify how many items should display in the
RSS Feed
Page 20
Chapter 2 - Managing Communication Lists
SharePoint 2007
CREATE CUSTOM COLUMN IN A LIST
Existing or new lists always contain default
columns of information such as Name, Modified
By, Date Modified, and so on. But sometimes
these columns are not specific enough for the
data that you want to include with the item. With
this in mind, SharePoint allows you to create
custom columns of information which are unique to
the list.
How to Create a Custom Column
1. From the Settings menu, click Create Column
2. Enter a Name for the column
3. Select the type of information
4. Enter Additional Column Settings(e.g. description, requires data, max characters, default
value etc)
5. Click [OK]
Data Types
There are many types of information that can be stored in a column and each data type may slightly
have different settings.
Single line of text
Can contain alphanumeric text with a maximum of 255 characters;
Multiple lines of
text
Can contain alphanumeric text which spreads over the number of lines
specified. It can also be a Rich Text field meaning that users will be able to
format the text they input
Choice
Provides a list of choices from a drop down menu, checkboxes or radio
buttons. You can also specify whether typed information in this field is
accepted or whether it has to be a choice from the list
Number
You can specify a minimum and maximum value along with the number of
decimal places
Currency
Like the Number field, you can specify a minimum and maximum but you
can also choose a currency symbol to display with the number
Date and Time
You can use this field to display a date or a date and time
Lookup
The “looked up” information is provided by another list that exists within
SharePoint and the items are displayed as a drop down list
Yes/No
Either specify yes or no in this column
Person or Group
Use this data type to be able to choose a person or a group to attach as
information to the list item
Hyperlink or
Picture
This column allows you to store hyperlinks to URL that you can click and
visit whilst working in the SharePoint List
Calculated
Create a formula using the list fields to perform a calculation, e.g. you could
calculate the difference in days between the created date and modified date
© Watsonia Publishing
Page 21
Chapter 2 - Managing Communication Lists
SharePoint 2007
CREATE A VIEW FOR A LIST
It is quite easy to sort and filter information in a
List, but what if you constantly select the same
sort and filter options in one particular list?
Rather than going through the rigmarole of
continually sorting and filtering, you can create a
view which contains all of sort and filter criteria.
This view can be accessed quickly and easily and
can also be shared as a public view for other users.
To Create a View:
1. From the Settings menu, click Create View
2. Choose a view format
3. Enter a Name for the View and select whether is should be personal or a public view
4. Select the columns of information that should appear in the view, and their position
5. Enter the Sort criteria and the Filter criteria
6. Enter further criteria if required
Group By
Choose to display items grouped, e.g.
by name, user, date etc
Totals
Choose to display a calculation such
as counting the number of
attachments
Style
Select a built in style to enhance the
appearance of the view
Folders
Specify whether items should appear
in folders to make it easier to view
Item Limit
Specify the maximum number of
items to display which meet the
criteria
Mobile
Specify whether this view is available
on a mobile device, e.g. PDA
7. Click [OK]
To Use a Custom View:
1. Click the drop down arrow on the View option at the top of
the list
© Watsonia Publishing
Page 22
Chapter 2 - Managing Communication Lists
SharePoint 2007
CREATE A COMMUNICATIONS LIST
You may find that the three built in
communications lists, announcements, contacts
and discussion board are not enough to contain
all the information that you want to share.
You may also find that a select groups of users
need to have their own communications lists as
their data is not relevant to the rest of the team.
This is where creating lists becomes useful.
To Create a List:
1. From the Team Site Home Page, click View All Site Content
2. At top of the page, click Create
3. From the Communications section, select the required list
4. Enter the details of the new list
5. Click Create
© Watsonia Publishing
Page 23
Chapter 2 - Managing Communication Lists
SharePoint 2007
NOTES:
1
4
© Watsonia Publishing
Page 24
Chapter 2 - Managing Communication Lists
SharePoint 2007
CONCLUDING REMARKS
Congratulations!
You have now completed SharePoint 2007 Communications Lists. SharePoint 2007
Communications Lists was designed to get you to the point where you can competently perform a
variety of operations.
We have tried to build up your skills and knowledge by having you work through specific tasks.
The step by step approach will serve as a reference for you when you need to repeat a task.
Where To From Here…
The following is a little advice about what to do next:
• Spend some time playing with what you have learnt. You should reinforce the skills that you
have acquired and use some of the application's commands. This will test just how much of
the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small
is a good way to start.
• Some aspects of the course may now be a little vague. Go over some of the points that you
may be unclear about. Use the examples and exercises in these notes and have another go
- these step-by-step notes were designed to help you in the classroom and in the work
place!
Here are a few techniques and strategies that we've found handy for learning more about
technology:
•
read computer magazines - there are often useful articles about specific techniques
•
if you have the skills and facilities browse the Internet, specifically the technical pages of
the application that you have just learnt
•
take an interest in what your work colleagues have done and how they did it - we don't
suggest that you plagiarise but you can certainly learn from the techniques of others
•
if your software came with a manual (which is rare nowadays) spend a bit of time each day
reading a few pages. Then try the techniques out straight away - over a period of time
you'll learn a lot this way
•
and of course, there are also more courses and books for you to work through.
© Watsonia Publishing
Page 25
Concluding Remarks
SharePoint 2007
INDEX
A
alerts 13
announcement 3
announcements 2
attachments 4
C
columns 21
communications 20
contact 7
contacts 6
D
discussion, add 11
discussion, flat 10
discussion, reply 12
discussion, thread 10
F
Feeds 14
filtering 15
G
general settings 18
M
management 19
P
permission 19
R
RSS 14
S
sorting 15
V
view 22
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement