sharepoint 2010 list and library general settings

SHAREPOINT 2010 LIST/LIBRARY GENERAL

SETTINGSThomas Duff – 10/17/2014

Agenda

• Library List Settings• Title, Description, and Navigation• Versioning Settings• Advanced Settings• Questions

Getting to the List/Library Settings

General settings for Lists – List Tools > List > List Settings:

General settings for Libraries – Library Tools > Library > Library Settings:

The General SettingsWe’ll be looking at “Title, description and navigation”, “Versioning settings”, and “Advanced settings” (the same for both lists and libraries):

Being familiar with these three setting areas make a huge difference on how you interact with your list and library.

Title, description and navigation

This allows you to change your site name (in bookmarks and breadcrumbs), add a description of the site, and determine if it shows up in the Quick Launch area. You can *not* change the URL of the site.

Versioning settings (for lists)

The main item on this page that will affect you is Item Version History, where you can turn on versioning as well as determine how many items to keep (blank saves all versions). Please don’t hoard…

Versioning settings (for lists)

Here’s how you check the version history, see what’s changed, and make a prior version the most current…

Versioning settings (for libraries)

This controls:• Versioning• Whether you use

major and/or minor versioning

• How many versions to keep (don’t hoard!)

• Who can see draft items

• Whether check out is required when editing documents

Versioning settings (for libraries)

Major versions are n.0 (like 1.0, 2.0, etc.)

Minor versions are n.1 (like 1.1, 1.2, etc.)

To publish a major version, use the list item drop-down menu for “Publish a Major Version”

Versioning settings (for libraries)

You can make a note about the reason for publishing a major version

The minor versions are now gone, and version 2.0 is the most current

Versioning settings (for libraries)

If you choose the View option, you’ll only see the metadata portion of the file (lower left).

If you click on the time/date link, you’ll see the actual document (below).

Versioning settings (for libraries)

If you choose to Restore a version, it will then become the most current draft version (or the most current published version if minor versioning is not used)

Advanced settings (for lists – top of screen)

For lists, Item Level Permissions allows you to restrict who can see/edit items based on who created the item. Enabling Attachments on the list allows you to attach files to a list item (as opposed to needing a document library to store them).

Advanced settings (for lists – bottom of screen)

The significant item here is allowing items to appear in search results. Keep in mind that search results are security-trimmed, so this does *not* mean people can see things they don’t have permissions to see.

Advanced settings (for libraries – top of screen)

For libraries, you can set a default document template for creating new files directly in the library. You can also determine how your files open, whether in the client application (like Excel) or in the browser (using Office Web Apps).

If set to “server default” or “Open in browser”

This is the default setting and opens the file in Office Web Apps. This is useful for a number of reasons…

Advanced settings (for libraries – top of screen)

But sometimes not… In these cases, it may be best to set the library to open in the client application instead of in the browser.

Advanced settings (for libraries – bottom of screen)

The significant item here is allowing items to appear in search results. Keep in mind that search results are security-trimmed, so this does *not* mean people can see things they don’t have permissions to see.

In summary…

The list and library setting page has a lot more options than what we just covered, but the first three settings will dramatically affect the functionality and usability of your list or library.

Feel free to create a test list or library in your team site and play around. The more you know about these options, the better off you’ll be!

Questions?

• Email: • duffbert@gmail.com