Microsoft Office Tutorials and References
In Depth Information
3. Select Expiration for this example from the Available Site Columns list, and click the Add
button. Allow the column to be added to the default view.
4. Click OK to finish.
You didn’t explicitly set any column indexing in the exercise, because that is primarily done only in the
case of extremely large lists (around 10,000 items) or, as you saw, in the case of enforcing relationships
or unique value (there’s a moral there somewhere). However, if you are planning to have huge lists,
consider indexing columns. Indexing a column in a large list helps the server organize and filter those
list items more quickly. Indexing is resource intensive, and you should index as few columns per list as
possible, because the amount of RAM it takes to index a column begins to take its toll.
To maximize how quickly a list can propagate a view when a user accesses it, it is a best practice
to create views that limit the number of items seen at one time. To make those views work better,
they should filter by a field that is indexed. Try to use the same indexed field as the main focus in as
many views as possible. Index additional fields only if they are going to be the focus of views that
cannot contain the original indexed column.
To set a column to be indexed, go to the list’s List Settings page, and in the Columns section select
Indexed Columns. That will take you to an Indexed Columns page, displaying any already indexed
columns. Click the Create New Index link to open the Edit Index page, where you can select the field you
want to index as well as an optional secondary field to index. To delete an index from a field, select it on
the Indexed Columns page, and click Delete at the bottom of the Edit Index page for that index.
Keep in mind that SharePoint sometimes creates indexes that shouldn’t be deleted. In addition,
there is a limit of 20 indexed fields per list, in case that affects your list design.
5. That’s it. The custom list is complete. To give it a test run, go to the list’s content page
(click the list name in the title breadcrumb at the top of the List Settings page), and then
click Add New Item.
On the new Sales – New Item form (Figure 7.43), note that the required fields are indicated
with a red asterisk. The Salesperson field is a People Picker. The Customer field is a drop-down
list, indicating that it is a lookup field; it defaults to the first list item in the Customers list.
Finally, you can see that the Expiration field is there, with a default date of 10 days from today.
Let’s enter some data and see what happens. Remember that you have a validation formula
active for the Quantity field.
1. In the New Item form, enter a sales order name in the Sales Order field (see Figure 7.44
for sample data).
2. For the Salesperson field, enter the account name of one of your users, and then click
Check Name to resolve it.
3. Enter a fictitious name for the Item Sold field.
4. For the Cost field, enter any number, but for Price, try entering a number that is less than
Cost, to see whether that mistake will be allowed.