Super User Series: SharePoint Lists (Power User/Site Owner Focus) Nicholas Miller SharePoint Architect & Developer

Super User Series: SharePoint Lists (Power User/Site Owner Focus) Nicholas Miller SharePoint Architect & Developer

What are SharePoint Lists? Differences between SharePoint Lists and Excel Workbooks How to create a list Are Libraries lists? Default types of Lists & Libraries in SP 2013 Examples of lists Preview of Lists forms using InfoPath 2013 (time permitting) Questions Agenda Slide 2

What are SharePoint Lists? You can think of lists found in Microsoft SharePoint as spreadsheets that you can your coworkers can simultaneously use on the Internet. SharePoint lists represent editable, web-based tables that facilitate concurrent, multiuser interactions against a common, centralized, extensible set of columns and rows. They empower you to provision your own repositories of structured information in which list items behave like rows consisting of self-labeled columns. All of the webpages needed to create, review, update, delete, and manage a list and its data are automatically and dynamically generated by SharePoint. The SharePoint List is the oldest, and most robust object SharePoint has to offer. Everything in SharePoint is based off of the SharePoint List object. Toby Bianchi Support Escalation Engineer SharePoint Online Microsoft Slide 3

SharePoint Lists and Excel Workbooks: What s the difference? SharePoint Lists When a list is created, multiple users on the team can co-author, access, change, and update this list simultaneously. List items can be linked/synced with Outlook to specific users and become a task Relative Links can be linked/synced to other lists in SharePoint without having to refresh formulas Excel Spreadsheets on SharePoint Every time a change is made to workbook, a new version of the spreadsheet is saved. The only way to notify is through SharePoint Alerts, or an e-mail. Only 1 person can make a change at a time. N/A Formulas have to be refreshed Lists remain in the browser and versioning leaves an audit trail of all metadata changes Lists can contain Links (URLs) to other SharePoint pages that contain information, documents, lists, or emails related to the project, or website Spreadsheets can be edited, but the file has to be resaved; versioning only shows it was saved by the user, on that date/time, but no information about the changes URLs can be created, but manually. If the link changes, then the links in the spreadsheets have to updated, manually. No compatibility issues Compatibility can be an issue when editing.xlsx spreadsheet using the Excel 2003 client Enhanced views of the data are easily created to show unique characteristics and are easily manipulated N/A (hide columns/rows) Slide 4 New items are entered in a customizable user interface, i.e. data entry form, InfoPath list form, custom content type list forms. New items, or edits, are entered in a column fashion.

How do I create a list? There are Multiple ways to create a SharePoint List Through the browser via Site Contents & add an app Custom List (Automatically creates with a standard view of the list) Custom List in Datasheet View (Automatically creates with a Datasheet view of the list) Import Spreadsheet Through Excel Allows you to import a spreadsheet from an Excel workbook After creating a Table in excel, click Table Tools Design, Export in ribbon, and export table to SharePoint List Slide 5

Custom List & Custom List in Datasheet View From the Site Contents Menu, Click add an app TIP: You can click the SharePoint gear icon and select Site Contents Slide 6

Custom List In the Noteworthy section on top you will see Custom List, Click that tile, name your list, and click Create. Note: Do not use spaces in the name, as it will add %20 for every character space; you will be able to change the Display Name of the list after its creation. Slide 7

Slide 8 Newly Created Custom List

Custom List in Datasheet View You will need to use the search box and search for Custom Click the tile highlighted below, name your list, and click Create. Note: Do not use spaces in the name, as it will add %20 for every character space; you will be able to change the Display Name of the list after its creation. Slide 9

Slide 10 Newly Created Custom List in Datasheet View

Import Spreadsheet You will need to use the search box and search for Import Click the Import Spreadsheet tile Slide 11

Import Spreadsheet Name your list, Browse to the location of your spreadsheet, and click Import. Note: Do not use spaces in the name, as it will add %20 for every character space; you will be able to change the Display Name of the list after its creation. Slide 12

Slide 13 Import Spreadsheet

Slide 14 Newly Imported Spreadsheet

Slide 15 Export table from Excel to SharePoint

Slide 16 Export table from Excel to SharePoint

Slide 17 Export table from Excel to SharePoint

Slide 18 Newly exported Excel table into SharePoint

Demonstration: How do I create a list? Click each Below to access Add an App via Site Contents Through the browser via Site Contents & add an app Custom List (Automatically creates with a standard view of the list) Custom List in Datasheet View (Automatically creates with a Datasheet view of the list) Import Spreadsheet Through Excel Allows you to import a spreadsheet from an Excel workbook After creating a Table in excel, click Table Tools Design, Export in ribbon, and export table to SharePoint List Slide 19

Are Libraries lists? Libraries can be thought of as a list of files. While lists provide an effective way to work with all types of data, SharePoint libraries function similarly for documents and forms, such as Microsoft Office Word documents. Using SharePoint document libraries, you can filter and group documents as well as view metadata for documents stored in the library. Slide 20

Default SharePoint 2013 Lists & Libraries Lists Announcements Calendar Circulations Contacts Custom Custom list in Datasheet view Discussion Board External List Import Spreadsheet Issue Tracking KPI List Languages & Translators Links Microsoft IME Dictionary PerformancePoint Content Project Tasks Promoted Links Status List Survey Tasks Libraries Asset Dashboards Data Connections Document Form Picture Record Report Process Diagram Wiki Page Descriptions of each can be found here: http://wiki.plexhosted.com/kb/microsoft_sharepoint_2013:default_lists_and_libraries Slide 21

Questions??? { Nicholas Miller SharePoint Architect & Developer Holiday Retirement nicholas.miller@holidaytouch.com Slide 22