2016 SharePoint chapter 3 Lists and Libraries

types of alerts you can set (4)

all changes to any list item new items added only existing items modified only items deleted only

When a task is created what (7) views are generated?

all tasks (default) calendar Completed Gnatt chat Late Tasks My Tasks Upcoming

best practice in naming lists:

be clear and specific. Do not use spaces when initially creating list, it gets converted to %20 in URL name. Rename display name after list created for ascetic purposes (adding spaces etc)

Library: Record Library

centralized repository for storing and managing your organizations records or important business documents. you can set policies that determine what records to store how to route and manage the documents and how long these records must be retained

what is the sequence for checking in/out a document?

check out the doc download the doc and open it in client program edit doc upload doc check back in

Library: Dashboard Library

contains performance point deployed dashboards

Library: Data connection library

create a data connection to simplify the maintenance and management of data connections. a data connection library is a centralized place to store office data connection (ODC) files. Each of these files contains info about how to locate long on to query and access an external data source

List: Performance Point Content List

create a performance point content list to store dashboard items such as scorecards, reports filter dashboard pages and other dashboard items that you create by using performance point dashboard designer

List: Project tasks

create a project task list when you want a graphical view (a Gantt chart) of a group of work items you that you or your team needs to complete. You can share information between your project task list and outlook

List: External List

create an external list to work with data that is store outside of SP but that you can read and write within SP. the data source is called EXTERNAL CONTENT TYPE. Unlike a native SP list and EXL uses business connectivity services to access data directly from external system

List: Announcements

create and announcement list when you want a place to share news, status, and other short bits of info.

List: Links

create list when you have links to webpages or other resources that you want to share

List: Custom list in datasheet view

custom list opens in spreadsheet like environment for convenient data entry editing and formatting.

Editing Tasks in the grid is referred to what

datasheet view or quick edit

when you navigate to a task from the quick launch what view does it take you to>

default view

what is a generic library called?

document library because this library lacks descriptive name

true or false to receive more than 1 notification you just select the ones you are interested in

false. you must set up each alert you want to receive.

library settings 6 sections

general permissions and mngmnt communications content type columns views

List: import spreadsheet

has same columns and content as existing spreadsheet - requires MS Excel

Wikis page library

have interconnected collection of wiki pages that multiple people can use to gather information in a format that is easy to create and modify - supports pictures tables hyperlinks and internal wiki linking

what 3 frequencies can you chose from when recieving alerts

immediately daily summary weekly summary

List: Issue Tracking

issue tracking list to manage a set of issues or problems. You can sign, prioritize and follow the progress of issues form start to finish.

how are versions (major and minor) indicated on documents

major have a whole version # ex version 3 minor have a decimal . ex version 2.4

List: Contacts

manage information about people your team works with, such as customers or partners. You can share information between your contacts lists and outlook.

Setting KIP lists to track performance by any of what 4 data sources?

manually entered data data in SP data in Excel workbook data from MS SQL serveer analysis services (SSAS)

creating a new document in sp

online supports it on premises doesnt

List: Discussion board

provide a place for newsgroup style discussion. Discussion boards provide features for managing discussions threads and ensuring that only approved posts appear

List: Circulations

publications to be sent to specific recipients.. This list contains many unique capabilities for distributing information to these selected users.

Library: Asset Library

share and manage digital media assets such as image audio and video files an asset library provides content types with properties and views such a as thumbnails and metadata keywords for managing and browsing media assets

Library: Document library

share collection of documents and other files . supports features such as folders, versioning, and checking out

Report library

simplify creation management and delivery of webpages documents and kips of metrics and goals the report library is a central place where you can create and save reports and dashboards.

permissions can be assigned what 4 different levels

site list/library folder item

List: Custom List

specify your own columns. the list opens as a webpage on which you can add or edit items one at a time

process diagram library

store and share process diagram documents such as those created with MS Visio

what is the difference between major and minor versions of documents

the major version have been published and minior refer to those in progress

List: Tasks

track a group of work items that you or your team must complete

true or false: default is fro list/library permission is to inheret ?

true or have unique permissions placed

List: Languages and translators

use with translation management workflow. the workflow uses the list to assign translation tasks to the translator specified in the list for each language.

List: Survey

used to poll other users of the website surveys provide features that you can use to quickly create questions and define how users specify their answers

Library: Picture Library

used to share pictures, has special features for displaying and managing pictures

when is the only time you can get a list alert?

when a list is modified, because you can only set the alter to a list after it is created (deletion is considered a modification)

when can you set alters

when someone changes something you make when someone changes something you changed all changes etc

What type of file extension do office data connection files have?

.odc

how many apps does the quick launch "recent" hold

5

syncing items

5000 items in a library including files and folders download up to 10 gm

List: Calendar

Calendar based view of upcoming meetings, deadlines and other important events. You can share information between your calendar list and outlook

List: Promoted Links

Definition same as Project tasks in the book: create a project task list when you want a graphical view (a Gantt chart) of a group of work items you that you or your team needs to complete. You can share information between your project task list and outlook

List: Status List

Display and track the status of your project. The lsit includes a set of colored icons to communicate the degree to which goals are met.

When you create a list in SP you create what 2 names

Display name (title or name) and URL (internal name) only display name can be changed after it is creatd

Libraries

List of files. Can filter group documents and view metadata for docs stored in library

Lists: Microsoft IME dictionary list

Microsoft IME (input method editor) when you want to use data in the list as a MS IME dictionary

Lists

Represent editable, web-based tables

requirements to sync

SP 2013 or 2016 Microsoft 365

List: KPI list

Track Key Performance Indicators (KPIs) and display the status of each indicator on a dashboard page.

True or False lists and libraries are implemented like apps?

True. Chose template from YOUR APPS page to generate. Has predefined functionality and columns.

Library: Form library

Use this when you have XML based business forms such as status reports or purchase orders that you wan tot manage. These libraries require and XML editor such as MS info path