Microsoft Office Tutorials and References
In Depth Information
SUPER BULK DATA ENTRY
If you already have a lot of data in an Excel spreadsheet and no existing list to put it in, then
consider the ultimate in bulk data entry—creating a new list by importing a spreadsheet. As long as
you have Excel installed, it’s easy. Just go to More Options on the Site Actions menu. On the Create
page, select Import Spreadsheet under Custom Lists. Fill in the list name and description, browse
to the spreadsheet, and click Import.
What that does is start a wizard that opens Excel and tries to figure out what fields in the
spreadsheet will be in the list. Confirm the field selection, or specify the field range and click Import. You
might be asked to reenter your credentials to confirm, and then SharePoint will create the list. The
catch to creating a new list by importing a spreadsheet is that sometimes the field formats are not
perfect and need to be reconfigured (then data will have to be copied and pasted back in for that
column because resetting the data type wipes the data in the field).
Formatting fields in SharePoint is pretty simplistic. Phone numbers, for example, can’t be set to
display with parentheses and dashes, but otherwise importing an entire spreadsheet can save a
lot of time by skipping the process of creating a new list, creating all the correct fields, and cutting
and pasting the data in Datasheet view. It simply gives you a whole new list filled with the data
you need to get started.
For more about creating a new list, check out the “Create a Custom List” section of Chapter 7.
Back in Standard view, we now have considerably more data with which to work. When a list
begins to ill up with data, it is natural to want to filter the data so you can more easily focus on
the items you want to work with. For example, you may want to see whether there is a pattern
of emergency announcements in the last year or see how many celebrations there have been.
Because the list items can be categorized, it’s natural to want to filter or organize the list by these
categories. To do this, we’ll simply create a few new views.
Creating a new List view to Group by Category
When you create a new list view, you have some options. You can create a view based on an
existing view, or you can create a new view based on a particular view format, which is
essentially a view template, such as a calendar or datasheet.
In this case, we are simply going to create a standard view (which is what the All Items view
is), add the fields in the order we want, and then group (and even total) the information by
category for easy viewing. Remember that Standard view is laid out like a standard report, and
because of that, it has many of the data organizational features that a report would.
To create a new list view, follow these steps:
1. While in Standard view, click the Create View button on the List ribbon (alternatively,
you can click the Browse tab in the top ribbon bar, click the view’s down arrow in the
title breadcrumb, and select Create View). That will take you to a Create View page
(it’s actually a View Type page, as you can see in the address bar). As you can see in
Figure 6.25, you can choose a format to base your new view on, or you can start from
an existing view.