Microsoft Office Tutorials and References
In Depth Information
4. For all other settings, leave the defaults as they are.
5. If your settings for this page are complete, click OK to finish.
Now when users add items to this list, they will be able to edit their own items but not
anyone else’s. (Note, however, that if they do attempt to edit someone else’s item, the edit form will
open and let them ill in the fields, but they will get an error message only when they attempt
to save—not an optimal user experience.) Remember, you can always go back and change these
settings if circumstances change.
So, we’ve explored the existing lists and list templates of a SharePoint site, as well as
customized them, but we’ve never created a custom list. And now, it’s time.
Creating a Custom List
To create your own list from scratch, you can either import a spreadsheet from Excel or create a
standard list and set up the fields yourself before adding data. My example will show you the
more difficult one of the two: how to create a custom standard list. Creating a list has at least
two essential steps. First you create the list; then you create the fields for the list. You will need
to create the fields from scratch, unless you use site columns. It’s at this point you begin to see
the true value of site columns.
When you create a custom list, there will always be a Title field created for you; this is the
field that has the link to view the item, and the drop-down menu will be triggered from its
column. Because of this, the Title field shouldn’t be deleted but instead repurposed, if you can,
as the primary field for the list. Calling it Title often works, but sometimes it would be better as
Company Name, Project, or Product Name.
You have done a lot with lists so far, as you’ve explored preexisting lists and list templates,
but there are a few things you need to experience before you are done. For that reason, you are
going to create a simplified Sales list with fields that demonstrate the processes of creating a
lookup field, using validation, using the custom site column you created earlier, and inserting
related lists (otherwise known as connecting web parts).
First you’ll edit an existing field (might as well not waste it) and create a Salesperson field so
you can assign sales orders to people. You should also have fields for item sold and quantity, as
well as currency-formatted cost and price fields. And, while you’re at it, you’ll use the custom
site column created in the “Creating A Custom Site Column” sidebar earlier in the chapter for an
expiration date on the sales order items.
1. To start creating the custom list, go to More Options on the Site Actions menu.
2. On the Create page that appears, select Custom List in the Custom Lists category.
3. The New list page has only two sections (Figure 7.35), both of which should look
familiar to you if you’ve created a list from a template before: Name And Description and
Navigation. In the Name And Description field, enter the data pertinent to this list.
Remember to keep the name for the list short because it will be part of the web address
for the list and its views.
4. In this case, let’s call this list Sales and leave the description blank (you can always
change it later by going into the list’s settings and selecting Title, Description , And
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