SharePoint (Insider): Lists and Libraries

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Libraries and lists are two of the most commonly utilized apps in SharePoint. Document libraries, when created well, are much more than simple “document dumps.” They are structured repositories that not only contain images, documents, and folders, but are files with a variety of assigned properties that can be used to sort, filter, and group data in personal or private views. Custom lists are very similar to document libraries, however, the only major difference is the information that is collected is not focused around a file. It is the collection of data in rows and columns like you would find in a spreadsheet.

Related Article: SharePoint (Insider): Creating Apps

Topics

Managing Content

Adding, editing, organizing, and deleting list items and library files makes up the bulk of the work when it comes to lists and libraries. Knowing how to manage the content that you store and share with others will keep your apps clean and functional.

Uploading Files (Libraries Only)

  1. Navigate to the library you wish to upload files into.
  2. Click Upload.
    upload
  3. Click Browse.
  4. Navigate to the file you wish to upload.
  5. Double-click the file.
  6. Click OK.
  7. (If Applicable) Fill in any required metadata fields.
  8. (If Applicable) Click Check In.
    NOTE: There are several other ways to upload content, but this method ensures that you are prompted to fill in required metadata fields.

Adding List Items (Lists Only)

  1. Navigate to the custom list you wish to add an item to.
  2. Click new item.
    new item
  3. Fill in metadata fields.
  4. Click Save.

Editing MS Office Files (Libraries Only)

Microsoft Office files can be edited within SharePoint without having to be re-uploaded.
NOTE: The steps below assume you are not using minor draft versioning or required check in/out settings.

  1. Click the name of the file you wish to edit.
    sample file name
  2. Click Edit Document.
  3. Click Edit in *MS Office Application Name* to edit in the client application or Edit in Browser to edit the file in your browser via Office 365 web applications.
    Edit in...
  4. Make changes.
  5. Save changes.

Deleting Files/List Items

Files:

  1. Click the ellipses (...) next to the name of the file.
    ellipses
  2. Click the 2nd set of ellipses (...).
    second ellipses
  3. Click Delete.
  4. Click OK.

List Items:

  1. Click the ellipses (...) next to the title of the list item.
    ellipses
  2. Click Delete Item.
  3. Click OK.

Editing File/Item Properties

Files:

  1. Click the ellipses (...) next to the name of the file.
    ellipses
  2. Click the 2nd set of ellipses (...).
    second ellipses
  3. Click Properties.
  4. Make changes.
  5. Click Save.

List Items:

  1. Click the ellipses (...) next to the title of the list item.
    sample item
  2. Click Edit Item.
  3. Make changes.
  4. Click Save.

Quick Edit

You can make quick edits to multiple file and list item properties by opening the list or library’s Quick Edit page. This enables you to make changes to multiples rows and columns at a time using MS Excel-like keyboard commands including copy and paste.

To make changes with quick edit:

  1. Navigate to the custom list or library you wish to make properties changes in.
  2. Click the LIBRARY or LIST tab.
  3. Click Quick Edit.
    quick edit
  4. Make changes.
  5. Click Stop.
    stop

Folders (Libraries Only)

You can add folders to document libraries to help organize your files. From within the browser, you can drag and drop files into folders. You can easily create folders within folders as well.

To create a folder:

  1. Navigate to the library you wish to create a folder in.
  2. Click New.
  3. Click New folder.
    new folder
  4. Type a name for the folder.
  5. Click Create.

Explorer View (Libraries Only)

The Explorer View is a Windows Internet Explorer only feature that enables you to view SharePoint libraries and their contents as a File Explorer window. From within the File Explorer window, you can create folders, move files, cut, copy, paste, and delete files. This is particularly useful when trying to upload multiple documents at one time.
NOTE: This feature should not be used for document libraries containing required fields. Adding files to SharePoint via the Explorer View will not prompt you to fill in any required metadata fields. This will result in documents defaulting to a “checked out” status, making the files visible only to the user that uploaded the files.

To open File Explorer:

  1. Navigate to the library you wish to open File Explorer in.
  2. Click the LIBRARY tab.
  3. Click Open with Explorer.
    open with explorer
  4. (If Applicable) Sign in using your UW-Eau Claire username and password.
    NOTE: You may receive an error message on your first attempt. Refresh your page (F5 on keyboard) and try the steps open File Explorer steps again.

Columns (Metadata)

Creating columns in lists and libraries gives you the ability to add properties, also called metadata, to files and list items. The data gathered in these columns can be used to sort, filter, and group information. The more properties you add to a file or list item, the more options you have for manipulating views of your data. There are a variety of column types that you can add to lists and libraries that are outlined below.

Column Types

Single Line of Text
Add this column to type up to 255 characters of unformatted text.

Multiple Lines of Text
Add this column to type lengthy formatted text.

Choice
Add this column to select a value from a predetermined list of options.

Number
Add this column to type non-monetary numerical values that can be restricted by length.

Currency
Add this column to type monetary values that can be formatted by different currency styles.

Date and Time
Add this column to default or type calendar dates and times.

Lookup
Add this column to lookup values in separate SharePoint lists in your site.

Yes/No (checkbox)
Add this column to display Yes/No values.

Person or Group
Add this column to select UW-Eau Claire user accounts.

Hyperlink or Picture
Add this column to store hyperlinks or display graphics.

Calculated
Add this column to display calculated information based on formulas and/or other columns in the list or library.

Creating Columns

  1. Navigate to the list or library you wish to add a column to.
  2. Click the LIST or LIBRARY tab.
  3. Click Create Column.
    create column
  4. Type a name for your column.
  5. Select a column type.
  6. (Optional) Type a description.
  7. (Optional) If necessary, make the field required.
  8. (Optional) If necessary, set a default value.
    NOTE: Some column types automatically set a default value, which you can choose to remove.
  9. Click OK.

Editing Columns

Columns that have been created may need to have their settings updated. One common example of this is renaming a column or adding options to a choice field.
NOTE: Be cautious when deleting columns. If you delete a column, it will erase all of the metadata on every file/list item connected to that column.

  1. Navigate to the list or library containing the column you wish to edit.
  2. Click the LIST or LIBRARY tab.
  3. Click List Settings or Library Settings.
    library settings
  4. Select the name of the column found in the Columns section.
    column name
  5. Make changes.
  6. Click OK.

Adding an Alert (Notification)

You can add an alert to a document library or list so that you're notified when content is added, modified, or deleted at a frequency you choose.

  1. Navigate to the document library or list you'd like to receive notifications for.
  2. Click the List or Library tab.
  3. Click the Alert Me button.
  4. Select Set alert on this list.
  5. Select the appropriate Change Type radio button for which types of notifications you would like to receive.
    NOTE: Most clients select New items are added.
  6. Select the appropriate When to Send Alerts radio button for how frequently you would like to receive notifications.
    NOTE: Most clients select Send notification immediately.
  7. Click OK.

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