Microsoft Office Tutorials and References
In Depth Information
Required fields work differently in Word 2003 than they do in Word 2007 or 2010, and maybe better,
for t wo reasons. T he first is that when a field is required, it doesn’t show up as an error and is,
therefore, less likely to cause any user anxiety. If a field is required, a box pops up when the document is
being saved, or the application is closed, prompting users to enter data in the required fields.
The second reason required fields work better in Word 2003 is that when a field is required for a
document in a library, every time the file is edited, the prompt to enter data in the fields pops up
during the Save process. This regularly reminds the user that those fields are there and can be edited,
for example changing the status of a document from Editing to Completed. The user isn’t obligated
to change the data; they can just save it as is. Neither Word 2007 nor 2010 reminds the users of the
required fields (at least not consistently) if the field is not empty. That means once a field has data,
the user must remember to edit the field manually if the required field contains information that
needs to be updated.
Opening the Library with Windows Explorer
Libraries have an additional way of being viewed as well. Because SharePoint was originally
used mainly for document management, Microsoft knew that companies would need a quick,
familiar, and easy way to dump documents from a file share into a document library. Because of
this, libraries (except the wiki library) can be opened with Windows Explorer.
Opening the library with Windows Explorer opens a Windows Explorer window and displays
the library like a web folder so you can simply drag and drop files into the library from a location
on the local machine or a network share. You may think that’s no big deal, but remember, a library
is actually located in the content database. This feature allows you to see the library as if it were a
shared folder for those users unfamiliar with the concept of a list holding their files.
The previous version of SharePoint allowed the library to be opened in a separate window in
Explorer, or it actually displayed Explorer view in the browser itself. This was compatible with
the design idea of keeping the users in the familiar interface of the browser. That is not the case
in this version, as it only supports opening the library in a separate Explorer window.
Unfortunately, there is one (maybe inconsequential) thing to worry about when viewing
any library with Explorer: the library stores its template, forms, and standard view pages (like
allitems.aspx or upload.aspx) in the library in a folder called Forms. Most users will not
be able to see the Forms folder, but administrators/owners will (particularly if they have their
folder options set to show hidden files on the machine they are using to access the library). So,
teach them to be careful not to accidentally drag and drop files into that folder. Keep in mind
that the Forms folder is a system folder, and adding another folder to the library with the same
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