Microsoft Office Tutorials and References
In Depth Information
Number (1, 1.0, 100) This field type will accept numbers only. You can specify the
decimal places, minimum/maximum, default value, and whether the value is represented as a
Currency ($, ¥, Euro) This is a numbers-only field that also formats the content to
display as currency. It allows you to choose from a list of currency formats. As with a
Number field, a Currency field also can be configured for decimal places and minimum/
Date And Time This field formats the content to a date and time value. You can specify
whether it displays only a date or displays a date and time. You can have the field default to
today’s date and time or specify a default.
Lookup (Information Already On This Site) The lookup field allows SharePoint to do
something that has been done in Access for years: pull data from a column in one table and
use it in another. For example, if you have a Vendor list on your site that contains data in a
column such as Vendor Name, you can create a lookup field in a different list (say, Inventory)
that refers to the Vendor Name field from the Vendor list. The field in the Inventory list will
display the existing vendor names from the Vendor list in a drop-down list for the user to
pick from. To configure this field, you first choose the list from which to get information and
then choose the column in that list from which to get the information. You can also configure
this field to allow multiple selections for the field. This will lay out the field as two list boxes,
rather than a drop-down, where you can choose data from the box on the left (which pulls
from the list you are looking up) and click the Add button to put your choice(s) in the box on
the right, which adds the data to the field.
A lookup field is commonly used to keep someone from having to type the same data over
again if it is already available in a different table. This will help prevent typing errors during
data entry and will ensure that changes in the underlying list field propagate through to all
related lookup fields (such as when a vendor’s name changes). In addition, using List View
web parts, you can display related data from the two lists you’ve connected via the lookup
field. We’ll take a look at how to do this in the next chapter.
Yes/No (Check Box) This field is a single check box. If it is checked, the value is Yes; if
it is not checked, the value is No. It’s that simple. You can also specify a default value of
either Yes or No.
Person Or Group This field pulls directly from the People And Groups list for the site,
like a lookup list for site user accounts. You can configure whether to allow multiple
selections for this field; allow the selection of People Only or People And Groups (it defaults to
People Only); limit the field to All Users or a particular group of users (also really useful);
and which of the user fields to show, such as Account, Email, Job Title, and even Name With
Presence, Picture, or Picture with Details.
Hyperlink Or Picture This field is formatted to display only a URL (such as HTTP, FTP,
or FILE); it is going to be accessed from the browser, and therefore the location of the file the
field is referencing must be user-accessible.
If you choose to use this field as a hyperlink, it will simply display a link. If you choose to use
it to contain a picture, you enter the path to access the picture file via the network or the URL
of the file in a library, and then that picture will be displayed in the field.