Microsoft Office Tutorials and References
In Depth Information
Adding a Required Field to a Library
One of the nice things about having a library item associated with a document is that its fields
can be used as the document’s properties. So if you want additional fields that better identify
a document, you can add them to the library item. Better yet, by setting a field to be Required,
you can force the property to be filled in when a user creates, uploads, or edits a document in
the library. My example creates a Project metadata field that requires the user to enter a value so
anyone can see at a glance which projects are associated with which documents.
Adding fields to a library is exactly like adding fields to a list, although how the library
handles fields is different, as you’ll see in a moment.
1. Simply click the Library Settings button in the last section of the Library ribbon (click
the Library tab in the Library Tools toolset in the top ribbon bar if you need to activate
the ribbon).
2. Then, on the Document Library Settings page, in the Columns section, click Create
Column. (There seem to be only four columns by default for this library, but that is not
the case; the columns displayed are the only ones that are editable by the user.)
You might have noticed that you can also use the Create Column button in the Manage section
of the Library ribbon to create a column. This will pop up the settings in a dialog box instead of a
page, but I prefer pages because more settings can be seen without scrolling. Feel free to use the
button if you prefer.
3. On the Create Column page, as you can see in Figure 8.6, name the column (for my
example, the column is named Project). Keep the data type set to Single Line Of Text,
give it a description, and require that the field contain information, which is the whole
point of this required field. For the other settings, do not enforce a unique value, do keep
the default maximum characters, make sure to leave the default value blank, and add
the field to the default view to ensure that the field shows up in the default view of the
library. The field doesn’t require validation.
4. Once the settings are complete, click OK to finish creating the new Project field.
I am assuming that you’ve at least glanced through the preceding chapters about lists, so I am going
rather quickly through creating a new, required field. To get a detailed look at columns, data types,
settings, and more, check out Chapters 6 and 7.
5. On the Document Library Settings page for the library (where you should be able to see
that the new field is in the Columns list and is required), click the library’s link in the Quick
Launch bar, or the Shared Documents link in the title breadcrumb, to get back to the library’s
content page. Project should be a new column heading on the right of the content area.
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