understanding sharepoint 2010 lists & libraries

Understanding Lists & LibrariesUnderstanding Lists & Libraries

Greg GignacGreg Gignac

About Your InstructorAbout Your Instructor• Experience:Experience:

SharePoint Consultant SharePoint Consultant for the past 3 years implementing and for the past 3 years implementing and architecting business solutions inside intranets/extranets built on the architecting business solutions inside intranets/extranets built on the MS SharePoint 2010 platform.MS SharePoint 2010 platform.

• Education:Education:Villanova Master CertificatesVillanova Master Certificates; ; Project Management, Business Analysis, ROI AnalysisProject Management, Business Analysis, ROI Analysis

• CertificationsCertifications::PMIPMI - Certified Associate in Project Management- Certified Associate in Project Management

AIIMAIIM - Certified SharePoint 2010 Specialist - Certified SharePoint 2010 Specialist

AIIMAIIM - Certified Practitioner; ECM, BPM, IOA - Certified Practitioner; ECM, BPM, IOA

MOSMOS - SharePoint 2010, Outlook 2010, PowerPoint 2010- SharePoint 2010, Outlook 2010, PowerPoint 2010

MCTMCT - Microsoft Certified Trainer- Microsoft Certified Trainer

Meet & GreetMeet & Greet

• 1-minute introduction:1-minute introduction:– NameName– WorkWork– What version of SharePoint are you using and What version of SharePoint are you using and

what is your experience level?what is your experience level?– What are your expectations of this class?What are your expectations of this class?

Contact InfoContact Info

Name: Greg GignacName: Greg Gignac

Email: Email: gregignac@hotmail.com

http://www.linkedin.com/pub/greg-gignac/7/683/402

HousekeepingHousekeeping

• This Class is 3 hours in lengthThis Class is 3 hours in length- 9:00 to 12:00- 9:00 to 12:00

• Bathrooms -Bathrooms - down hall on either sidedown hall on either side

• Vending MachinesVending Machines -- across the hallacross the hall

• Fire ExitsFire Exits - - end of both hallsend of both halls

1.1. Get comfortable Get comfortable • TemperatureTemperature

• ChairChair

2.2. Do you have a handout?Do you have a handout?

3.3. Feel free to take NOTES!Feel free to take NOTES!• Do you have pen and paper? Do you have pen and paper?

Preflight CheckPreflight Check

Pre-Course AnnouncementPre-Course Announcement

• Understanding Lists & LibrariesUnderstanding Lists & Libraries– WWhat are Lists & Libraries?hat are Lists & Libraries?

– WWhy use a List or Library?hy use a List or Library?

– WWhen to use a List or a Library?hen to use a List or a Library?

– WWhere are Lists & Libraries located?here are Lists & Libraries located?

Course PrerequisitesCourse Prerequisites

• Do you have at least 2 months Do you have at least 2 months experience with the Microsoft experience with the Microsoft SharePoint platform?SharePoint platform?

• Do you have basic knowledge of the Do you have basic knowledge of the Microsoft Office suite? Word, Excel Microsoft Office suite? Word, Excel etc.etc.

SharePoint ResourcesSharePoint Resources• WebsitesWebsites

Office.com, nothingbutsharepoint.com Office.com, nothingbutsharepoint.com

• BooksBooksThe SharePoint Shepherd’s Guide for End Users, How to Do Everything Microsoft SharePointThe SharePoint Shepherd’s Guide for End Users, How to Do Everything Microsoft SharePoint

• VideosVideos• Lynda.com, SharePoint-Videos.comLynda.com, SharePoint-Videos.com

• ConferencesConferencesSharePoint Saturday(SharePoint Saturday(freefree))

• LinkedInLinkedInSharePoint GroupsSharePoint Groups

See Student HandoutSee Student Handout

Module 1Module 1

Understanding SharePoint Understanding SharePoint Lists & LibrariesLists & Libraries

Learning ObjectivesLearning Objectives

• WWhat is a SharePoint List & Library?hat is a SharePoint List & Library?

• WWhy use a List or Library?hy use a List or Library?

• WWhen to use a List or Library? hen to use a List or Library?

• WWhere are List & Libraries located?here are List & Libraries located?

SharePoint Lists & LibrariesSharePoint Lists & Libraries

WWhathat•Lists & Libraries first appeared in the 2001 version of Lists & Libraries first appeared in the 2001 version of the SharePoint platformthe SharePoint platform•Lists and libraries are modern, flexible structures to Lists and libraries are modern, flexible structures to store information store information comparedcompared to the folder structures to the folder structures found in Microsoft Operating Systems. found in Microsoft Operating Systems.

•Lists and Libraries have a column/row structure like an Lists and Libraries have a column/row structure like an Excel spreadsheet.Excel spreadsheet.

• Lists & Libraries in SharePoint 2001Lists & Libraries in SharePoint 2001

• Lists & Libraries are modern, __________ Lists & Libraries are modern, __________ structures to __________ information.structures to __________ information.

• Lists & Libraries ___________ to the folder Lists & Libraries ___________ to the folder structure of Microsoft Operating systems.structure of Microsoft Operating systems.

• Lists & libraries have a _________ / _____ Lists & libraries have a _________ / _____ structure like an Excel spreadsheet.structure like an Excel spreadsheet.

WWhyhy•Lists & Libraries provide flexibility for storing information that is not Lists & Libraries provide flexibility for storing information that is not possible in a folder structure.possible in a folder structure.•3 New Capabilities:3 New Capabilities:

- Sort- Sort

- View- View

- Filter- Filter

- Sort- Sort

- View- View

- Filter- Filter

- Sort- Sort

- View- View

- Filter- Filter

FILTER

SharePoint Lists & LibrariesSharePoint Lists & LibrariesMnemonicsMnemonics

VIEWING

FOLDERS

FILTER

VIEWING

FOLDER

Q. Why use Lists & Libraries?Q. Why use Lists & Libraries?a. Freea. Free

b. Flexibleb. Flexible

c. Func. Fun

Q. What capabilities do list and libraries Q. What capabilities do list and libraries provide?provide?

a. standardizing, vectoring, focusinga. standardizing, vectoring, focusing

b. sections, variables, columnsb. sections, variables, columns

c. sort, view, filterc. sort, view, filter

SharePoint Lists SharePoint Lists

ListsLists•Lists can be created inside Lists can be created inside any SharePoint site.any SharePoint site.•Lists are structured in Lists are structured in columnscolumns and and rows.rows.

•Lists hold data in their Lists hold data in their respective respective columncolumn and and row.row.

SharePoint Libraries SharePoint Libraries

LibrariesLibraries•Libraries can be created inside any Libraries can be created inside any SharePoint site.SharePoint site.•Libraries are structured in Libraries are structured in columnscolumns and and rows.rows.

•Libraries hold data in their Libraries hold data in their respective respective columncolumn and and rowrow with the with the added capability of attaching a file to added capability of attaching a file to a designated a designated typetype columncolumn..

WWhenhen•The primary difference between a list and library The primary difference between a list and library is the added capability of attaching a file type to a is the added capability of attaching a file type to a library.library.

•SharePoint supports most file types such as SharePoint supports most file types such as Word, Excel, PowerPoint, PDF etc.Word, Excel, PowerPoint, PDF etc.

When to use a List or Library?When to use a List or Library?

WWhen to use Listshen to use Lists-A use case of a list is a phone list where you only A use case of a list is a phone list where you only need to view basic contact information;need to view basic contact information;

Name | Number | RelationshipName | Number | Relationship

John Smith 555 - 5555 Brother

WWhen to use Librarieshen to use Libraries-A use case for a library is an area where you would A use case for a library is an area where you would like to store all of your sales information. This like to store all of your sales information. This includes basic information about the client as well as includes basic information about the client as well as the client’s contract which in this case is a word the client’s contract which in this case is a word document.document.

John Smith East $5,000.00

Think of the Library as a Think of the Library as a ““ReferenceReference LibraryLibrary””

•You build a library rather than a list because you You build a library rather than a list because you need to “reference” (or attach) information.need to “reference” (or attach) information.

•You visit a library to reference a book or document.You visit a library to reference a book or document.

When to use a List or Library?When to use a List or Library?Association TrickAssociation Trick

The primary difference between a list and a library is The primary difference between a list and a library is the added capability of attaching a ______ _____ to the added capability of attaching a ______ _____ to a library.a library.

Name a file type you can attach to a library?Name a file type you can attach to a library?

If you wanted to store a group of excel If you wanted to store a group of excel worksheets in SharePoint would you create a worksheets in SharePoint would you create a list or library?list or library?

WWherehere•List and Libraries are located and created in any List and Libraries are located and created in any SharePoint site.SharePoint site.

•There is no limit on the number of lists or There is no limit on the number of lists or libraries that you can create on a site.libraries that you can create on a site.

Where are Lists and Libraries?Where are Lists and Libraries?

ReadyReady, Set, Review, Set, Review

• WWhat is a SharePoint List & Library?hat is a SharePoint List & Library?

• WWhy use a List or Library?hy use a List or Library?

• WWhen to use a List or Library? hen to use a List or Library?

• WWhere are Lists & Libraries located?here are Lists & Libraries located?

QuestionsQuestions

Break TimeBreak Time

• Next ModuleNext Module– Using Lists, Case StudiesUsing Lists, Case Studies

Please be back in 15 Please be back in 15 MinutesMinutes

• Thank You for Learning!!Thank You for Learning!!

understanding sharepoint 2010 lists & libraries

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