Microsoft Office Tutorials and References
In Depth Information
Most people focus on the documents in a library, but they are just attachments for the library list
items. You can create fields for any library item just as you could any list. You can require that those
fields be filled out before the item and its document are saved. This makes it possible to require
users to enter data that can be used to track documents, search for them, or trigger workflows.
DROP-DOWN MENU OR RIBBON BUTTON?
There are two ways to access the tasks available for a document item. One is to use the buttons on
the Documents ribbon, and the other is to use the drop-down menu associated with each item.
Because a number of the buttons in the ribbon are without labels and are organized in sections
that might initially seem unintuitive, I’ve opted to do most of the exercises here using the item
drop-down menu, rather than the ribbon buttons. The menu is organized simply, and all options
are labeled for easy identification. There is no need to scan through the ribbon to see which buttons
are grayed out and which aren’t. However, feel free to select an item and then use the ribbon bar
buttons instead of using the drop-down menu.
Right now there are very few editable fields for this library. To see what those fields are, in
the item’s drop-down menu, select Edit Properties. In Figure 8.5, you can see that the Name
and Title fields are available for data entry. Name is the only required field, and it is
automatically populated with the filename of the document you upload or create from a template in the
library. The Title field is not required; therefore, you generally don’t get prompted to ill in the
Title field when you create a document, which is why it is empty.
FIGURE 8.5
Edit properties of
library item
DETERMINING THE WORD VERSION
As you probably know, Word changed its file format between the 2003 (.doc) and 2007 (.docx)
releases. In a SharePoint document library, you can see which Word documents are formatted for
2003 and earlier and which are Word 2007 or later in the Type column. Documents that are formatted
as .docx have a square blue outline with the top-left corner folded down behind the stylized W of
the icons; .doc documents have a completely square blue outline behind the W on their icons.
If you are further looking to confirm the file extension of a document in the library, don’t try to
view it, because that form doesn’t display the extension; instead, choose Edit Item. That form
shows the file extension.
 
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