Microsoft Office Tutorials and References
In Depth Information
libraries. Folders help emulate that old file share feeling for users who are more accustomed
to that kind of organizational structure, as well as help organize items in very large lists for
easier viewing.
Next in the Items ribbon bar is the Manage section, which contains buttons for managing list
items. They include View Item, Edit Item, Version History, Item Permissions, and Delete Item.
View Item This button opens a form box with the same fields displayed by New Item but
allows you to only view the selected item’s fields and properties, because you are supposed to
be viewing the data that has been already entered for the item. This box also has an
abbreviated ribbon bar, with Manage and Action sections.
Edit Item This button opens a form box so you can actually edit or do additional data entry
for the selected item in the list, complete with its own abbreviated ribbon containing buttons
for saving or canceling changes, clipboard actions, and deleting or attaching files.
Version History Version History is a list (or library) capability that, if enabled in the list
settings, saves a copy of the list item every time there is a change made, so you can restore
an item to a previous version if a recent change was wrong, and you can see the history of
changes for that item. If the button is grayed out and you have an item selected, then version
history is not enabled for the list.
Item Permissions This button allows you to manage permissions for the selected item. It
displays a permissions page where you can check and change the item’s permissions.
Delete Item This button is used to delete the selected item. A deleted item goes to the
Recycle Bin of the user who deleted it.
The next section, Actions, contains only one button, Attach File.
Attach File Lists can allow you to attach files to a list item (like a resume, directions, or a
picture). If Attach File is enabled in the list’s settings and you click it, it will open a box where
you can upload the file. Unlike inserting a file on the home page or adding one to a library,
this will add the file to the list item itself, so it will not have its own URL address to access
from elsewhere.
Files added to libraries are contained in the site and therefore have their own address in the site.
Because of that, they can be used as a resource elsewhere on the site; for example, a picture can be
stored in a picture library and then used to display on the home page.
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