Microsoft Office Tutorials and References
In Depth Information
At this point, you’ve worked with announcements. You now have the list views the way you
like them, you’ve rearranged the fields for better data entry, and you’ve added a category field.
Now, more than ever, your announcements are useful. People will read them with renewed
interest (or at least they will in this scenario; your mileage may vary). It’s time to customize the
list further, increasing both its usefulness and the control you can have over it.
Customizing a List
Once you have a list’s columns the way you like them and you’ve created your views (both
Public and Personal), it’s time to expose the real backbone of your list: its settings.
Lists are more than just columns, data, and views. You can secure them independently of
the site that contains them; you can even secure individual items differently from those around
them. You can set versioning of the list items, in case someone edits data incorrectly (you won’t
lose the original data if you need to return to it). You can configure item management rights, set
content approval, and allow incoming mail. Lists, particularly in this version of SharePoint, can
be more complicated than you think.
One setting that greatly enhances the convenience of a list is Incoming Email. When this
setting is enabled, users can simply email any announcement they need to make. In this version of
SharePoint, certain lists and libraries are email-enabled to make it easier for users to add items
to a list without having to open a browser or leave their email client.
To enable incoming email for a list, as well as other configuration settings, you must go to the
list’s List Settings page. Sure, you’ve been to the List Settings page before, but only to mess with
columns and views—now it’s time to look into the links at the top of the settings page.
To reach the List Settings, make sure the List ribbon is active (you may have to select a list
item to activate the ribbon tabs in the top ribbon bar and then choose List in the List Tools
toolset). Then click List Settings in the List ribbon.
In the List Information section at the top of the List Settings page for the Announcements list,
you’ll see that the name, web address, and description for the list are displayed. In Figure 6.32,
note the address. The list is part of the path, but the page itself is actually the AllItems.aspx
page. This is because that is the default view for this list. If incoming email has been configured,
the email address will be listed as well.
Beneath the list information are the categories of list settings: General Settings, Permissions
And Management, and Communications.
Under the General Settings category are the following items:
Title, Description And Navigation This configuration page contains three fields: one for
the name of the list so you can change it (it will not, however, change the name in the path
of the web address), the description (to be edited as well), and the option to change whether
this list is displayed in the Quick Launch bar.
Versioning Settings This page has three sections: Content Approval, Item Version History,
and Draft Item Security. With Content Approval, you can require approval for new and
changed items before they are published as content. With Item Version History, you can keep
a copy of a list item every time it is modified. With Draft Item Security, if you allow major
and minor (draft) versions, you can limit who can see the draft versions until they are
published as a major version. Versioning, especially the way it works with content approval, will
be covered in much more detail in Chapter 8.